AI recruitment agency software that submits first, for every client
A client sends a mandate at 10 am, and three other vendors get the same email. Whoever submits good profiles first gets the interviews. Hirin.ai searches your own database before any job board, screens every interested candidate on WhatsApp or an AI call overnight, and has client ready submission packs waiting by morning. You review, you send, and you're first in the client's inbox.
A. SHRIDHARHover a candidate to see where they are
What is recruitment agency software?
Recruitment agency software is the system a placement agency runs on: client mandates, candidates and submissions in one place. Hirin.ai adds AI that does the legwork on every mandate. It searches your own database before job boards, screens candidates on WhatsApp or an AI call at any hour, and drafts submission packs, so your recruiters submit first and spend the day closing.
Last updated October 2026Hirin.ai for recruitment agencies at a glance
- Built for
- Recruitment agencies, placement consultancies and manpower consultancies in India
- Clients
- Every client and mandate on one board, each with its own TAT
- Sourcing
- Your own CV database first, then job boards
- Screening
- WhatsApp chat or an AI voice call, at any hour
- Submissions
- Client ready packs with scores and evidence, sent by your recruiter
- Joining
- WhatsApp check ins through the notice period
- Never
- Sends anything to a client or rejects a candidate without a recruiter
You don't lose mandates to a better candidate. You lose them to a faster vendor.
86%more likely to place candidates in under 20 days: recruitment firms that use AI to screen candidates, compared with firms that don't. Source: Bullhorn GRID 2025 Industry Trends, a survey of over 1,500 recruitment professionals.
The client shared the JD at 10. By 4, two other vendors had already sent profiles.Agency recruiter · Monday
We have 40,000 CVs on the drive and still start every search on a job board.Team lead · every mandate
He accepted, served 60 days of notice, then took the counter offer. No joining, no fee.Agency owner · month end
Five clients, five trackers, and the client wants a status update by 6.Recruiter · Friday
How does recruitment agency software work, from mandate to submission?
One client mandate, from the email in your inbox to a shortlist in the client's, in four steps.
- 01 · Mandate in
Forward the client's email. Get a requisition back.
Hirin.ai reads the brief and pulls out the role, openings, budget, location, notice period and TAT, so nobody retypes a JD into a tracker. Every client and every job order sits on one board.
- 02 · Database first
Your old CVs become your fastest source.
Before you spend a single job board credit, Hirin.ai searches every candidate your agency has ever met and messages the ones who fit on WhatsApp. Then it goes to job boards for the rest.
- AMatches on skills and experience, not keywords
- BChecks who is still looking
- CKnows which client has already seen whom
- 03 · Screen
Every interested candidate, screened tonight.
A WhatsApp chat or an AI voice call asks your client's questions: notice period, current and expected CTC, location and the role itself. Candidates answer at 11 pm if that suits them. Anyone outside the brief is flagged for you to decide, never dropped quietly.
- 04 · Submit
Client ready packs. You press Send.
Each shortlisted candidate gets a one page pack on your letterhead with the match score, CTC, notice period and the evidence behind the score. You check it, edit it and send it. Nothing reaches a client without you.
What does Hirin.ai do overnight on one client mandate?
A sample Sales Manager mandate from a fintech client, with a 48 hour TAT, landing at 11 pm. Watch the night play out, then find the first submission pack waiting at 9 am.
How do you stop candidates backing out during the notice period?
In India an accepted offer is only half a placement. Notice periods run 30 to 90 days, counter offers turn up in week three, and your fee lands only when the candidate walks in on day one. Hirin.ai stays in touch through the whole notice period and tells your recruiter the moment something changes.
- 01
Check ins on WhatsApp
Short, friendly messages at the moments that matter: resignation, relieving date, documents and the week before joining. Candidates reply in a tap.
- 02
An early warning
A mention of a counter offer, a few days of silence or a changed date turns the candidate amber and puts a call on your recruiter's list for today.
- 03
Backups kept warm
The next best candidates from the same shortlist stay engaged, so a late backout doesn't mean starting the mandate again.
- 04
Your recruiter makes the call
Hirin.ai spots the signal. Your recruiter picks up the phone. The candidate relationship stays with your agency.
What changes for your agency.
Pick your role, then flip between today and the same stretch of work with Hirin.ai. Drag the slider to watch the searching, calling and formatting move off your desk.
A recruiter's Tuesday
Illustrative example based on typical workloads. Your numbers will differ.
How is Hirin.ai different from a regular agency ATS or spreadsheets?
Most agency software is a record keeper: it stores what your recruiters did. Hirin.ai is an AI ATS that does the searching, screening and first drafts itself, then hands every decision to your recruiters.
| What matters | Hirin.ai for agencies | Regular agency ATS or spreadsheets |
|---|---|---|
| New mandate | Client email read into a requisition | JD retyped into a tracker |
| Sourcing | Your database first, then job boards, overnight | Job board search by hand, every time |
| Screening | WhatsApp or AI call for every interested candidate, at any hour | Phone calls in office hours |
| Submissions | Client ready packs with scores and evidence | CVs reformatted by hand |
| Many clients | One board, every mandate with its own TAT | One sheet per client |
| Notice period | WhatsApp check ins and early warnings | A call, if someone remembers |
Comparing agency software? Start here.
Honest, side by side guides to the tools Indian staffing and recruitment agencies evaluate most often, and where Hirin.ai fits.
- Compare7 best Bullhorn alternatives for Indian staffing agenciesRead the guide →
- Compare5 best Zoho Recruit alternatives for staffing agencies in IndiaRead the guide →
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- Compare7 best iSmartRecruit alternatives for recruitment and staffing agenciesRead the guide →
- Compare7 best ConverzAI alternatives for recruitment and staffing agenciesRead the guide →
- GlossaryStaffing and recruitment agency software glossary: 9 terms to knowRead the guide →
How much more could your agency bill from the mandates you already have?
Assumes you close % of mandates today and % when you submit first. Change them to match your desk.
From the mandates you already have. No new clients, no new recruiters.
Agencies and teams hiring on Hirin.ai.
161 mandates for 19 clients, from IT and US healthcare to edtech and hospitality, on one board. AI reads every applicant; recruiters decide who goes to the client.
Recruitment agency · name withheldRead the storyMatangi Industries hires for a new business unit in 22 days, not 38
Every applicant screened on WhatsApp or an AI call the same day.
Read Matangi's storyReal estateA real estate developer hires for sites, sales and head office
Site engineers, sales teams and corporate roles on one careers page and one pipeline.
Read the storyNumbers come from each customer's own hiring data or live Hirin.ai careers page. Where a name is withheld, the customer is kept anonymous.
What does Hirin.ai do at each step of a mandate?
Questions about recruitment agency software
What is recruitment agency software?
Recruitment agency software is the system a recruitment or placement agency uses to run client mandates, candidates and submissions in one place. AI recruitment agency software like Hirin.ai also does the work in between: it searches your database, screens candidates on WhatsApp or an AI call, and drafts client ready submissions for your recruiters to review and send. Agencies can run the same recruitment automation workflows across every client mandate.
What should I look for in recruitment software for agencies in India?
Look for five things: one place for every client and mandate, search across your own CV database before job boards, screening that works on WhatsApp and phone at any hour, submissions a client can read in a minute, and pricing that doesn’t charge for every recruiter seat. How candidate data is handled under India’s DPDP Act matters too. It also helps to know who builds it: meet the crew on our About us page. Client accounts, departments and hiring managers live in the staffing CRM.
Is recruitment agency software an ATS or a recruiting CRM?
Both. An ATS tracks candidates through a hiring pipeline, and a recruiting CRM tracks relationships with clients and candidates over time. An agency also needs job order management for every client mandate. Hirin.ai is an AI ATS built to cover all three, and it does the sourcing and screening itself.
What is time to submit, and why does it matter for agencies?
Time to submit is the time from a client sharing a mandate to your first profile reaching them. Clients often send the same mandate to several agencies, and the first good profiles get the interviews. Time to fill still matters, but for an agency, time to submit decides whether you get a shot at the fee. A recruitment chatbot screens applicants on WhatsApp so submissions go out the same day.
Can we manage many clients with different requirements?
Yes. Every client gets its own mandates, TAT and requirements, and each recruiter sees their mandates on one board. Candidates stay in one shared database, so someone who suits one client can be suggested for another. Client interviews are booked through interview scheduling without the back and forth.
Can Hirin.ai search our existing candidate database?
Yes. Bring your existing CVs and Hirin.ai searches them first for every new mandate, matching on skills and experience rather than keywords, then checks on WhatsApp who is still looking. Many agencies find their best candidates are already in their own database. Your bench lives in a searchable talent pool.
Do clients accept AI screened candidates?
Clients care about the shortlist, not the tool behind it. Each submission shows the candidate’s answers, the score and the evidence for it, and a recruiter reviews every profile before it goes out. That gives a client more to go on than a forwarded CV.
How does Hirin.ai reduce offer backouts during the notice period?
Hirin.ai checks in with candidates on WhatsApp through the notice period: at resignation, the relieving date, documents and the week before joining. If a candidate mentions a counter offer or stops replying, your recruiter gets a call to make that day, and backup candidates from the same shortlist stay warm. Documents and offers go out through offer management with reminders on WhatsApp.
Which recruitment KPIs should an agency track?
Track time to submit, submission to interview ratio, interview to offer ratio, offer to joining ratio, fill rate per client and revenue per recruiter. Together they show where mandates are lost: too slow, the wrong profiles, or backouts after the offer.
Does Hirin.ai work with Naukri and LinkedIn?
Hirin.ai searches your own database first and then job boards for the rest.
Is candidate data safe under India’s DPDP Act?
Candidates are told how their data is used when they’re contacted, data is used only for hiring, and access is limited to your team. Hirin.ai is built to support India’s Digital Personal Data Protection Act, 2023.
Bring one live mandate. We'll show you the shortlist.
A 30 minute call with someone from our team, built around a mandate you're working on right now.