Recruitment CRM – User Manual

Built by a Recruiter, for Recruitors
Local-First AI • Offline Ready • GDPR Compliant

© 2026 Dan Georgescu | Recruitment CRM

📘 Table of Contents

🟢 Chapter 1: Welcome to the New Era of Solo Recruiting

  1.1 The Story Behind the Program

  1.2 Case Study: Fast Placement Using the CRM

  1.3 The ‘Local-First AI’ Philosophy

🟢 Chapter 2: Preparing Your ‘Command Center’ (Setup)

  2.1 System Requirements (Hardware & Storage)

  2.2 Installing the ‘Brain’ (Ollama & Llama/BGE Models)

  2.3 Configuring Integrations (Google Calendar, Email, API Keys)

  2.4 Installing Browser Extensions (Chrome/Firefox)

🟢 Chapter 3: Sourcing & Candidate Management

  3.1 Profile Extraction Directly from LinkedIn

  3.2 Pipeline Organization (Sourcing → Interview → Hired)

  3.3 Document Management & CV Parsing

🟢 Chapter 4: The Magic of Matching & AI Intelligence

  4.1 How Embedding Models Work (Semantic Memory)

  4.2 Configuring Matching Weights & Presets

  4.3 Generating Market Reports (Market Intelligence)

🟢 Chapter 5: Automations & ‘Endurance’ (Auto-Pilot)

  5.1 Automatic Client Prospecting (Email Campaigns)

  5.2 Database Hygiene (GDPR & Auto-Cleanup)

  5.3 Email Tracking & Multi-Channel Communication

🟢 Chapter 6: Troubleshooting & Support

  6.1 Resolving Common Errors

  6.2 Updates & Technical Support

🟢 Chapter 1: Welcome to the New Era of Solo Recruiting

1.1 The Story Behind the Program

Recruitment CRM was born from real-world frustration. As an independent recruiter, I spent years manually copying data between Excel, Outlook, LinkedIn, and Word—losing time, making errors, and missing opportunities. This program was built to eliminate that chaos. It’s not just software; it’s a digital partner that handles the administrative burden so you can focus on what matters: connecting great talent with great opportunities.

1.2 Case Study: How I Made a Fast Placement Using the CRM

The Challenge: Find a qualified Maintenance Manager for a client with urgent needs.

The Process:

• Sourcing: Used the browser extension to import the candidate’s LinkedIn profile with one click.
• Matching: AI (BGE-M3 + Ollama) instantly scored the profile at 89% match against the job requirements.
• Pipeline Management: Moved the candidate through quality-gated stages, adding interview notes at each step.
• Candidate Profile Generation: At Stage 4, the CRM auto-generated a professional presentation email with AI-summarized insights, attached documents, and my signature.
• Result: The client received the profile, called the candidate the next day, and hired them on the spot.

Time Saved: ~80% compared to manual processes.

1.3 The “Local-First AI” Philosophy

Your data never leaves your computer unless you choose to send it.

• ✅ All candidate profiles, notes, and documents are stored locally on your hardware.
• ✅ AI processing runs via Ollama on your machine—no cloud APIs required for core matching.
• ✅ You control backups, retention, and GDPR compliance.
• ✅ No third-party access to your candidate database or client contracts.

Your intelligence. Your data. Your control.

🟢 Chapter 2: Preparing Your “Command Center” (Setup)

2.1 System Requirements (Hardware & Storage)

💡 Pro Tip: Install the CRM on a secondary drive (D: or E:) to avoid Windows permission issues with the local database.

2.2 Installing the “Brain” (Ollama & Llama/BGE Models)

Step 1: Install Ollama

• Go to ollama.com and download the Windows installer.
• Run the .exe file and follow the prompts.
• Verify the Ollama icon appears in your system tray.

Step 2: Download Required Models

• Open PowerShell or Command Prompt.
• Run: ollama run llama3.2:3b
• Run: ollama pull bge-m3:latest
• Wait for each download to complete before proceeding.

2.3 Configuring Integrations (Google Calendar, Email, API Keys)

Pre-Installation Checklist: Create a “CRM Credentials” Folder

Before launching the CRM, create a folder on your desktop named CRM Credentials and save these files:

⚠️ Important: When Google shows “Unverified app”, click Advanced → Go to [App Name] (unsafe). This is normal for private integrations.

Email Connection (IMAP/SMTP):

💡 Pro Tip: Gmail Users: You MUST use an App Password (not your regular password). Enable 2-Step Verification first.

2.4 Installing Browser Extensions (Chrome/Firefox)

• Open Chrome/Firefox and go to the CRM’s extension download page.
• Click Add to Chrome / Add to Firefox and confirm installation.
• Pin the extension icon to your toolbar for easy access.

💡 Pro Tip: Verification: When you visit a LinkedIn profile page, a blue “Export to CRM” button should appear on the right side of the screen.

🟢 Chapter 3: Sourcing & Candidate Management

3.1 Profile Extraction Directly from LinkedIn

How It Works:

• Navigate to any LinkedIn profile.
• Click the “Export to CRM” button (appears only on valid profile pages).
• The extension instantly extracts name, title, location, experience, and skills, then sends data to your local CRM database.

What Happens Next:

• Candidate appears in Stage 0: All Candidates within seconds.
• AI generates keywords and calculates matching scores against active jobs.
• Profile is ready for review, notes, or pipeline movement.

3.2 Pipeline Organization (Sourcing → Interview → Hired)

The CRM uses a 7-stage visual pipeline (Kanban-style):

Quality Gates: To move a candidate from Stage 0 → 1, you must add a “First Evaluation Note”. This ensures every candidate receives human review before advancing.

3.3 Document Management & CV Parsing

• Drag & drop CVs, certificates, or portfolios into a candidate’s profile.
• Mark documents as “Visible to Client” or “Internal Only”.
• AI Parsing: Extracts skills, experience, education, and keywords automatically (supports multiple languages via BGE-M3).
• Document Status Tracking: ✅ Complete | ⏳ Pending | ❌ Missing

🟢 Chapter 4: The Magic of Matching & AI Intelligence

4.1 How Embedding Models Work (Semantic Memory)

What is an Embedding Model? It converts text (CVs, job descriptions) into mathematical vectors that capture meaning, not just keywords.

Why BGE-M3?

• ✅ Multilingual: Understands English, Romanian, and other languages.
• ✅ Semantic: Knows “Software Engineer” ≈ “Developer” ≈ “Programmer”.
• ✅ Fast & Local: Runs on your machine via Ollama—no cloud dependency.

Result: The CRM matches candidates based on intent and context, not just exact keyword matches.

4.2 Configuring Matching Weights (Title vs. Skills vs. AI)

Access: Settings → Matching → Global Rules

🔹 Tab 1: Global Rules

🔹 Tab 2: Scoring Weights (Must total 100%)

🎯 Quick Presets:

4.3 Generating Market Reports (Market Intelligence in 5 Seconds)

How to Generate:

• Go to Reports → Market Intelligence.
• Select job title, location, and industry filters.
• Click Generate Report.

What You Get:

• 📊 Salary benchmarks (based on parsed job postings)
• 🔍 Skill demand trends
• 🌍 Geographic availability heatmaps
• 📈 Competition analysis (how many similar roles are active)

🟢 Chapter 5: Automations & “Endurance” (Auto-Pilot)

5.1 Automatic Prospecting of New Clients

Note: The CRM does not scrape the web or use paid APIs to find prospects. Instead, it helps you convert prospects you identify via tools like Lusha, Apollo, or LinkedIn Sales Navigator.

Workflow:

• Export prospect list from your sourcing tool (CSV).
• Import into CRM → Client Prospecting Pipeline.
• Assign to an Email Campaign Sequence.

Campaign Features:

• ✅ Multi-step drip sequences (Day 0, Day 3, Day 7…)
• ✅ Dynamic variables: {FirstName}, {Company}, {JobTitle}
• ✅ Template library + custom template builder
• ✅ Open/click tracking via track.php

5.2 Database Hygiene (GDPR & Auto-Cleanup)

Auto-Cleanup Mode:

• Scans for inactive candidates (e.g., no contact in 12+ months).
• Triggers GDPR-compliant re-consent email campaigns.
• AI interprets responses: “Keep me” → Update consent date | “Remove me” → Auto-archive with audit log.

Backup System:

• Daily automatic backups to your configured folder.
• Retains last 30 days of backups.
• Manual “Backup Now” button before major changes.

💡 Pro Tip: All data stays on your machine. Export/delete tools help you comply with data subject requests.

5.3 Email Tracking & Communication via WhatsApp/Ringover

Email Tracking:

• Upload track.php to your web server.
• Enter the URL in Settings → Email → Tracking.
• See real-time opens/clicks in candidate profiles.

Smart Response Modes for Campaigns:

🟢 Chapter 6: Troubleshooting & Support

6.1 Resolving Common Errors

6.2 Updates & Technical Support

Keeping Your CRM Updated:

• The program checks for updates on launch (configurable).
• Always back up your database before updating.
• Release notes appear in the Help → What’s New menu.

Getting Help:

• In-App Help: Click the ? icon in any window to open context-specific HTML guides (17 built-in help files).
• Troubleshooting Guide: Access via Help → Troubleshooting.
• Contact Support: 📧 support@yourcrm.com | 💬 Include: Machine ID, CRM version, and steps to reproduce.

🎯 Final Thought

This CRM doesn’t replace your expertise—it amplifies it. You bring the relationships, judgment, and intuition. The software handles the repetition, organization, and intelligence. Together, you recruit faster, smarter, and with more impact.

— Dan Georgescu, Creator of Recruitment CRM