Solutions · Recruitment
The perm desk, without a second system.
Candidates, interviews, offers and the commercial hand-off when somebody starts. Same pool, same clients, same records as the rest of the agency.
The pipeline
From a role to a start date.
A permanent role is a deal with stages, and the thing that makes it painful is not the stages — it is that the candidate, the client and the fee all live in different places. Here they do not.
- 01 The role Raised against a client you already have, with the rate, the fee basis and the guarantee period recorded when the role is opened rather than argued about after the placement.
- 02 The shortlist Drawn from the pool you already built. Somebody who did temp work for you last year is not a stranger to your perm desk.
- 03 Interviews Scheduled against the role, with outcomes recorded on the candidate — so the next coordinator sees what happened without asking.
- 04 Offer and acceptance Offer terms held with the role. Acceptance creates the placement rather than an email thread about creating the placement.
- 05 Guarantee period Tracked from the start date, so a fall-off inside the window is visible before an invoice is disputed.
- 06 The fee Invoiced on the terms recorded at step one, against the client record the role was raised on.
What changes
The desk does not get simpler. It gets written down.
Nothing below is a claim about speed. It is a claim about where things live — which is what decides whether the person covering your desk next Tuesday can answer a client.
How a perm desk usually runs
- A pipeline spreadsheet per consultant, rebuilt whenever someone leaves.
- Interview times in a calendar, interview feedback in an inbox.
- Offer terms agreed on a call and written down once, somewhere.
- The guarantee period remembered by the person who placed them.
- The fee raised when somebody notices it has not been raised.
- A candidate who once did shifts for you is a stranger to the perm desk.
How it runs here
- One record per person, owned by a consultant and visible to the desk.
- Interviews scheduled against the role; the outcome and the client's feedback go on the record.
- Salary, start date and terms held with the offer — and the reason, when it is declined.
- Guarantee runs from the start date and has an outcome, not a memory.
- The fee sits on the placement it came from, against the salary it was calculated on.
- The same person, the same history, whichever desk is looking.
The pipeline
Stages a candidate actually moves through, with the fee attached.
Rendered in the product's design system with invented data — not a photograph of a live account.
Screening, submitted, interviewing, offered, placed — each move is recorded with who made it and when, so time-to-placement is a measurement rather than a recollection.
Fee and guarantee period sit on the placement itself, which is where they are needed when a client queries an invoice four months later.
The commercial half
A placement is a deal, so it is stored like one.
Zawrix does not decide your fee. It records the one you agreed, so that the number on the invoice and the number in the conversation are the same number.
Most of the argument about a permanent placement happens after the candidate has started, and it is almost always about something that was agreed verbally in week one. The fields below exist for that reason: each one is a sentence somebody will otherwise have to reconstruct from an inbox, six weeks later, while a client is on the phone.
- Source
- Advert, referral, pool or inbound — recorded when the candidate enters the role, not guessed at afterwards.
- Owner
- The consultant the candidate belongs to. Roles have an owner too, so a shared desk is still an accountable one.
- Stage history
- Every move from one stage to the next, who moved it and when. A pipeline that cannot be reconstructed is a pipeline you cannot review.
- Offer
- Salary, start date and terms. A declined offer keeps its reason, which is the only way you ever learn what your client is losing people on.
- Placed on
- The start date. The guarantee runs from here.
- Placed salary
- The figure the fee was calculated against, stored beside the fee rather than in the consultant's head.
- Fee
- The amount raised for this placement.
- Guarantee until
- A date on the record. Visible when the client queries the invoice, rather than after.
- Guarantee outcome
- Open, completed, or a fall-off with the reason written down.
Why it matters here
Most agencies do both. Most software assumes one.
An ATS built for perm treats a shift as an oddity. A dispatch tool built for temp treats a guarantee period as something you track in your head. Zawrix holds both against the same person, which is the only arrangement that survives the candidate you placed permanently ringing to ask for weekend work.
One person can hold several placements at once, and several invoices. The record connects them; it does not limit them.
Questions
Asked by perm desks, answered plainly.
Can the same person be a temp worker and a permanent candidate?
Yes, and this is the reason the product exists. There is one record per person. Somebody who covered shifts for you last winter can be shortlisted for a permanent role this spring without being re-entered, re-screened or re-documented, and their history is visible to whoever is looking.
This is also the thing most tools get wrong by design. An applicant tracking system treats a shift as an oddity; a dispatch tool treats a guarantee period as something you keep in your head. Holding both against the same person is the only arrangement that survives an agency doing both, which nearly all of them do.
What happens when a placement falls off inside the guarantee?
The guarantee has an end date on the placement and an outcome field with a note. You mark it as a fall-off, with the reason, and it is recorded against the placement and the fee it relates to.
What Zawrix does not do is decide what happens next. Whether that is a free replacement, a pro-rata rebate or a conversation, it is between you and your client — the software's job is to make sure you are both looking at the same start date rather than two recollections of it.
Can two consultants work the same role?
Yes. The role has an owner and each candidate on it has an owner, so a role can be shared without the question of whose placement it was becoming a matter of opinion in the month it gets invoiced.
Does it post my jobs to Indeed or LinkedIn?
No. Zawrix publishes your own careers page — postings with a title, city, shift, employment type, pay range and number of openings — and applications from it arrive as records in the same pool, with the resume attached and the posting they came from recorded.
It does not syndicate to third-party job boards, and there is no integration with them today. If you advertise on Indeed, you advertise on Indeed; what arrives from it is entered or forwarded like any other source.
Is interview feedback visible to the client?
No. Interview records — who the candidate met, how it went, what was said afterwards — are internal to your agency. Clients who have a login see their own requests and their own invoices, not your notes about their hiring manager.
What about a candidate who asks to be deleted?
Their record can be removed. What survives is the commercial history that has to: an invoice that was issued and a placement that happened are accounting records, and no privacy regime requires a business to forget that it was paid.
The identity documents, contact details and notes are a different matter and are treated as such. How records are separated and logged →
We place perm in one province and temp in another. Does that work?
The record does not care. Rates, statutory deductions and the compliance paperwork are set per client and per worker rather than globally, and the billing detail — overtime multiplier, holiday multiplier, night premium, tax rate — is held on the invoice line rather than in a single setting somewhere.
Zawrix was built inside an Ontario agency, so Ontario is the case it has been proven against. Tell us where you operate and we will be specific about what has actually been run and what has not.
Walk a live role through it.
Bring a role you are working now and we will run it end to end.