Job board on your website
Live roles with search, filters and quick apply on mobile, set up for Google for Jobs and job alerts.
Recruitment agency software: job boards & candidate pipelines
Recruiters: every candidate tracked from apply to placed. Place more, chase less.
Applications land from SEEK, LinkedIn and your website in three different inboxes. CVs sit in Outlook where nobody can find them and a client wants a shortlist by 3pm. We build job boards, candidate pipelines and client portals for recruitment agencies that all talk to each other. Then we host them and look after them.
Looking for recruitment software that joins up your job boards, candidates and clients?
A recruitment agency is three businesses at once: a marketing shop chasing candidates, a sales team chasing clients and an admin office chasing paperwork. Most agencies run it on a big recruitment platform they half use, plus Outlook, a shared drive, a spreadsheet of placements and a lot of phone calls. Advertise one role and you're posting it five times, sorting applications in three inboxes and emailing CVs to a hiring manager who loses them.
Wollopit builds custom recruitment software around how your desk actually works. Write the ad once and it goes to the boards and your website. Every applicant lands in one pipeline. Clients see their shortlist in a portal and book interviews themselves. Candidates get updates without you lifting a finger. Temps onboard on their phone and their timesheets turn into invoices. We connect the tools you like, replace the ones holding you back and look after the lot.
01The problems
What we hear from recruiters
Does your recruitment agency have these problems? Here's how we'd fix them.
Most recruiters we talk to are great on the phone and buried in admin. The good candidates slip through the cracks between inboxes, spreadsheets and sticky notes.
- The problemApplications everywhereSEEK, Indeed, LinkedIn and your website all send applicants somewhere different. Some get read late and some never get read.How we fix itEvery application from every board and your website lands in one pipeline against the right job, with duplicates merged.
- The problemCVs buried in OutlookThe perfect candidate applied eight months ago for a different role. Good luck finding that email.How we fix itA searchable candidate database with CVs parsed into skills, tickets, location, salary and availability.
- The problemShortlists sent as attachmentsFive CVs attached to an email. The client loses it and asks for them again on Thursday.How we fix itA client portal where hiring managers see the shortlist, read your notes and pick who they want to meet.
- The problemInterview scheduling ping pongThree emails per candidate to find a time that suits the hiring manager, then someone forgets to turn up.How we fix itSelf-booking links tied to the hiring manager's calendar, with Teams or Zoom links and reminders to both sides.
- The problemThe job board on your website is staleFilled roles still showing and new ones not up for a week because only one person knows how to update it.How we fix itA live job board that updates the moment you open or close a role, set up for Google for Jobs.
- The problemPosting the same ad five timesCopy, paste and reformat the same role into every board, then do it all again when it closes.How we fix itWrite the ad once and push it to the boards and your website from one place, wherever the boards allow it.
- The problemCandidates left in the darkNobody has time to tell hundreds of applicants where they stand. Your Google reviews say so.How we fix itAutomatic status updates by email or SMS at each stage. Personal, polite and sent without anyone chasing it.
- The problemOnboarding paperwork chased by emailTax file declarations, super choice forms, ID and licences chased one attachment at a time for every new starter.How we fix itAn onboarding portal where candidates fill in forms, upload documents and sign contracts on their phone.
- The problemCompliance that quietly expiresPolice checks, Working with Children cards, white cards and visas run out without anyone noticing.How we fix itExpiry tracking with reminders well before anything lapses, so nobody gets placed out of date.
- The problemReferees chased by phoneDays of phone tag with referees, then the notes end up in someone's notebook.How we fix itOnline reference checks with set questions, sent to referees and saved straight to the candidate record.
- The problemTemp timesheets on photos of paperTimesheets texted as blurry photos, retyped into payroll, then retyped again into invoices.How we fix itDigital timesheets approved by the client that flow into payroll and invoices in Xero or MYOB.
- The problemNobody knows who's billing whatPlacements, fees and consultant targets live in a spreadsheet that gets updated at month end, maybe.How we fix itLive dashboards for placements, revenue and pipeline per consultant, desk and client.
02What we build
Solutions
What we build for recruiters. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Multi-board posting
Write the ad once and send it to SEEK, Indeed, LinkedIn, Jora and your website, where each board supports it.
Candidate pipeline
Stages per job from applied to placed, drag and drop on any screen, with notes and next actions.
Searchable candidate database
CVs parsed into skills, tickets, location, salary and availability. Find the right person in seconds.
Client portal & shortlists
Hiring managers see their shortlist, your notes and video intros, then pick who to interview.
Interview scheduling
Self-booked times from the hiring manager's calendar with video links and reminders.
Candidate updates
Automatic emails and SMS at every stage so nobody gets ghosted.
Onboarding & e-signing
Contracts, tax and super forms, ID and licences done on the candidate's phone.
Compliance & expiry tracking
Police checks, WWCC, tickets, licences and visas with reminders before they lapse.
Reference checks
Online referee questionnaires with answers saved to the candidate record.
Timesheets & invoicing
Temps submit hours, clients approve them and invoices land in Xero or MYOB.
Client CRM & job orders
Clients, contacts, job briefs, fee terms and follow-ups in one place for the whole desk.
Consultant dashboards
Placements, revenue, pipeline and activity per consultant, without the month-end spreadsheet.
Talent pool campaigns
Keep good candidates warm with job alerts and targeted emails when the right role comes up.
A website that recruits
Hand-built, quick on mobile and built to rank for the roles and regions you recruit in.
03The systems
The big ones
Your whole desk, on one system.
These are the systems recruiters ask us about most. Each one works on its own and they get properly clever when they're joined up.
Candidate pipeline
Every applicant, one pipeline.
Applications from every board and your website land against the right job in one pipeline. Move candidates through your stages, keep notes in one place and never lose a good one to an inbox again.
- Applications from every board in one place
- Duplicates merged automatically
- Custom stages per job
- Drag and drop on desktop or phone
- CVs parsed into searchable fields
- Search by skills, tickets and location
- Notes, calls and emails on the record
- Next action reminders per candidate
- Talent pools for future roles
- Automatic status updates to candidates
Job board & posting
Write the ad once. It shows up everywhere.
A live job board on your website that updates the second you open or close a role. The same ad goes out to the boards from one place, so you stop copying and pasting the same role five times.
- Live job board on your website
- Search, filters and quick apply
- Set up for Google for Jobs
- Push ads to the boards from one place
- Close a role once and it closes everywhere
- Job alerts for registered candidates
- Screening questions per role
- Which board brought the best applicants
- Ad templates in your branding
- Shareable links for socials
Client portal
Shortlists clients actually read.
Hiring managers log in to see their shortlist with your notes, CVs and video intros side by side. They pick who to meet and book the interview themselves, so the back and forth disappears.
- Shortlists with your notes and CVs
- Video intros from candidates
- Thumbs up or pass with feedback
- Self-booked interview times
- Teams and Zoom links added
- Job briefs and approvals online
- Interview feedback captured
- Offers and contracts tracked
- Every role for that client in one view
- Branded with your agency logo
Onboarding & compliance
Ready to start without the paper chase.
Candidates complete forms, upload their documents and sign contracts on their phone. Licences, checks and visas are tracked with expiry dates so nobody gets placed out of date.
- Onboarding forms on any phone
- Contracts signed online
- Tax and super details captured
- ID and licence uploads
- Police check and WWCC tracking
- Visa and work rights tracking
- Expiry reminders before anything lapses
- Online reference checks
- Induction checklists per client
- Ready to start status at a glance
Timesheets & billing
Hours in, invoices out.
Temps and contractors submit hours on their phone and clients approve them in a tap. Approved hours flow to payroll and invoices go straight into Xero or MYOB, with placement fees and margins tracked per consultant.
- Timesheets submitted on phones
- Client approval in one tap
- Award and pay rate rules per job
- Hours exported to payroll
- Invoices into Xero or MYOB
- Perm placement fees tracked
- Margins per client and consultant
- Overdue approval reminders
- Consultant targets and leaderboards
- Revenue and pipeline dashboards
04How it changes
Before and after
A new role, wolloped.
Here's how filling one role could change. Every agency works differently, so we map yours first.
Before
- Copy the same ad into five job boards by hand
- Applications land in three different inboxes
- CVs forwarded to the client as attachments
- Interview times sorted over a dozen emails
- Unsuccessful candidates never hear back
- Contracts and forms chased one email at a time
After
- Write the ad once and it goes everywhere
- Every application lands in one pipeline
- The client picks from the shortlist in their portal
- Interviews booked straight into their calendar
- Every candidate gets an update automatically
- Onboarding done on the candidate's phone
05Services
Everything under one roof
Software, websites and systems for recruiters.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for recruiters
Built around how your recruitment agency actually runs: job board on your website, multi-board posting and the admin in between, in one system you own.
Websites for recruiters
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Recruitment agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for recruiters
Candidate pipeline and searchable candidate database: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect JobAdder, Bullhorn and Vincere so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your recruitment agency, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside a recruitment platform you're happy with or replace the bits holding you back.
- JobAdder
- Bullhorn
- Vincere
- SEEK
- Indeed
- LinkedIn Recruiter
- Jora
- Broadbean
- Xero
- MYOB
- Employment Hero
- Astut
- Microsoft 365
- Google Workspace
- Microsoft Teams
- Zoom
- DocuSign
- Calendly
- Referoo
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your recruitment agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your consultants and your admin team, follow a role from brief to placement and work out where the time actually goes.
- 02
Archi-tech
We plan it before writing code: your jobs, boards, candidates, clients, compliance, timesheets, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next big hiring rush.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things recruiters ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it post jobs to SEEK, Indeed and LinkedIn?
Yes, wherever the boards support feeds or posting. You write the ad once and push it to the boards and your website from one place. Applications come back into the same pipeline.
We already use JobAdder or Bullhorn. Do we have to switch?
No. If your recruitment platform is doing its job, we build around it: the website job board, client portal, onboarding or timesheets on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can clients see shortlists without another login to remember?
Yes. Clients can open a secure shortlist link or have a proper portal login, whichever suits them. Either way they see your notes and CVs and can pick who to interview.
Can it handle temps and contractors as well as perm placements?
Yes. Perm roles run through the pipeline and placement fees. Temps get onboarding, compliance tracking and phone timesheets that flow to payroll and invoices.
How do you look after candidate privacy?
Candidate data is only seen by the people who need it, access is logged and records can be updated or removed when someone asks. We build it with your privacy obligations in mind from day one.
How much does recruitment software cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a website job board or client shortlists can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most recruiters we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a recruitment agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.