The problem
The agency was growing fast and running the whole operation on spreadsheets, email and WhatsApp. Candidate details lived in three different files, two staff often worked from two different versions of “the truth,” and no one could answer a simple question — how many candidates are at the offer stage right now? — without an afternoon of cross-checking. Documents went missing, follow-ups slipped, and reporting to partners meant rebuilding the same figures by hand every month.
What we built
We designed and built a custom CRM around exactly how the agency works — not a generic tool bent to fit.
- A candidate pipeline that moves people through clear stages — Enquiry → Application → Offer → Visa → Enrolled — so everyone can see the whole book of business at a glance.
- One record per candidate holding their programme, documents, communication history and next action — no more hunting across files.
- Document management, invoicing and reporting built in, so money owed and partner reports are always one click away, not a monthly rebuild.
- Role-based access so staff see what they need and sensitive data stays protected.
Why it matters
Moving off spreadsheets isn’t cosmetic. Spreadsheets have no single source of truth, no audit trail and no alerts — which is exactly how follow-ups get missed and data drifts out of date. A purpose-built system turns a pile of files into answers the team can act on in seconds, and a dashboard a manager can trust.
The dashboards shown here are clean illustrations of the interface — all names and figures are anonymised placeholders, never real candidate data.
And as with everything we build: the system, the data and the logins belong to the client. It’s theirs to keep.
