The Story Behind the CRM

Built in the Trenches. Designed for the Solo Recruiter.

I didn’t start coding because I loved software. I started because I was drowning in it.

For years, my recruitment process was a patchwork of Excel sheets, Outlook inboxes, LinkedIn tabs, and Word templates.

I spent more time copying data, chasing follow-ups, and formatting documents than actually talking to candidates or closing clients.

I paid for SaaS platforms that promised automation but delivered complexity.

I worried about my candidate database living on someone else’s servers.

And worst of all, I knew I was leaving placements on the table simply because the admin work was slowing me down.

The Turning Point

So I did what recruiters do best: I took control of the process.

I stopped looking for a tool that almost fit my workflow and built one that exactly matches it.

What I Built

The result is a desktop-first, local-AI Recruitment CRM.
No monthly cloud subscriptions. No data leaving your machine. No bloated features you’ll never use. Just a clean, powerful system that handles the repetition so you can focus on relationships, judgment, and placements.

✅ 1-Click Sourcing → Import profiles from LinkedIn and Indeed with the browser extension (Chrome, Edge and Firefox)

✅ Candidate Finder → Finds new candidates for a job from public profiles and scores each one against it

✅ Local AI Matching → Matching runs on your own computer; your candidate database stays with you

✅ Quality-Gated Pipeline → Move candidates only after adding real evaluation notes

✅ Auto-Generated Candidate Profiles → Stage 4 prepares a polished, client-ready email with AI summaries & attachments, for you to review and send

✅ Calls & Meetings Note-Taker → Records your WhatsApp, phone, Teams, Zoom and browser meetings and writes the summary, both sides’ commitments and proposed tasks into the right person’s history

✅ Recruiter’s Assistant → Quick notes, today’s schedule, and specific suggestions based on how you actually work

✅ Communication Hub → Email, WhatsApp, SMS, LinkedIn and calls in one place, with scheduled sending

✅ Smart Email Campaigns → Drip sequences, open tracking per step, and replies handled in Manual Review, Safe Auto-Update or Full Auto mode

✅ Winning New Clients → Prospect lists, campaign results, hiring-signal alerts and a potential-clients pipeline

✅ Placements → Placed candidates are protected from new matches, with check-ins after 14, 30 and 90 days

✅ Invoicing & Getting Paid → Multi-currency invoices, bank accounts per currency, payment checks and ready-to-send payment reminders

recruitment crm

Proof It Works

I didn’t launch this in a vacuum.
I tested it on my own desk, with my own clients.
Last month, I imported a candidate’s profile with one click. The local AI matched him at 89% against an active job.
I moved him through quality-gated stages, added interview notes, and at Stage 4, the system auto-generated a professional candidate presentation email.
The client called the next day. The candidate was hired on the spot.
Time saved on admin: ~80%.

recruitment pipeline

The Philosophy

This isn’t about replacing recruiters with AI. It’s about amplifying them.
You bring the intuition, the network, and the deal-closing skill.
The software handles the parsing, the matching, the follow-ups, and the paperwork.
Your data stays yours.
Your workflow stays yours.
Your margins stay yours.

Join the Early Access

I’m opening a limited number of spots to independent recruiters who are done with spreadsheet fatigue and cloud risks.


Try it free for 30 days. If it doesn’t save you hours every week, walk away. If it does, you’ll never look back.

Check the System Requirements & Pre-requisites first!

It will let you know what you need for the program to run smoothly on your computer.

To make sure the Recruitment CRM runs smoothly and all its AI features work, please check that your computer meets these requirements before installing.

  • Operating system: Windows 10 or Windows 11 (64-bit).
  • Processor: AMD Ryzen 3 2200U / Intel Core i5 (or equivalent) or better.
  • Memory (RAM): 8 GB minimum, 16 GB recommended.
  • Storage: at least 100 GB free on an SSD.
  • Browser: Google Chrome, Microsoft Edge or Mozilla Firefox, for the browser extension (LinkedIn and Indeed import).
  • Internet: needed for reading CVs and documents, call notes, market reports, email and calendar. Matching and your data stay on your computer.
  • Ollama (free): install it from ollama.com, then add the matching model (ollama pull bge-m3) and sign in once (ollama signin). The User Manual explains each step.
  • Free accounts: a free Groq API key is recommended for reading CVs and call notes; other services (Tavily, Gemini, Hunter, Lusha, Exa) are optional and only needed for the features that use them.

Licence: one licence allows the program to run on one specific computer.

By installing and using this Recruitment CRM, you agree to the following terms and conditions. Please read them carefully before proceeding with the installation.

1. License Grant & Activation

  • Machine ID Lock: Each license is strictly tied to a unique Machine ID and the registered Email Address provided at the time of purchase.
  • Single Workstation: One license grants the right to use the software on one (1) specific computer. To use the CRM on multiple workstations (e.g., Office and Home), separate licenses are required.
  • Stored License Data: To manage your activation and prevent unauthorized use, the system securely stores: User Name, Email, License Key, Machine ID, and License Validity Period.

2. Browser Extension, Candidate Finder & Data Capture

  • Manual Data Capture: The Browser Extension acts as a digital assistant that allows you to capture publicly visible professional information from a profile you are currently viewing. It does not perform automated background scraping.
  • One-Click Import: When triggered, the extension replicates key professional details (name, role, experience) and transfers them to your local CRM to create a candidate record.
  • Candidate Finder: When you run a search, the Candidate Finder looks up publicly available professional profiles through your own Exa account and shows you the results; only the people you choose are imported. You are responsible for using this information lawfully, including the data-protection rules that apply in your country.
  • Compliance & Responsibility: You are solely responsible for complying with the Terms of Service of third-party platforms (e.g., LinkedIn). The developer is not liable for any account restrictions, warnings, or suspensions resulting from the frequency or manner in which you choose to capture profile data.

3. AI Performance & Human Oversight

  • Consultative Results: All AI-generated outputs, including Candidate Matching, Market Intelligence, Call Summaries and Drafted Emails, are provided for informational and consultative purposes only.
  • Potential for Errors: You acknowledge that Large Language Models (LLMs) can produce inaccuracies. Always check AI-prepared content before you rely on it or send it.
  • Customizable Matching Logic: The software provides a flexible Matching Engine with five adjustable weights (Job Title, Skills, Keywords, Years of Experience and AI Similarity) and job-specific requirements. You are encouraged to calibrate these to align with your specific recruitment style.
  • Final Decision: The final decision regarding candidate quality, selection, and hiring remains 100% with the human recruiter. The software is a decision-support tool, not a replacement for professional judgment.

4. No Warranty (“AS-IS”) & Maintenance

  • Current State: The software is provided “AS-IS” and “AS-AVAILABLE.” The developer cannot guarantee uninterrupted functionality if external platforms (LinkedIn, Google, WhatsApp, etc.) modify their source code or API protocols.
  • Third-Party Services: Several features use outside services through your own accounts (for example Groq, Ollama Cloud, OpenRouter, Gemini, Tavily, Hunter.io, Lusha and Exa). These providers may change, limit or end their free allowances or services at any time, which can affect the features that depend on them.
  • Technical Support & Updates: In the event of such external changes, the developer may provide updates to restore functionality. Access to these updates and priority technical assistance is strictly reserved for users with an active Customer Support & Updates subscription.
  • Service Limitations: Users without an active support subscription acknowledge that certain features may become legacy or non-functional over time due to external platform evolutions.

5. Data Ownership & GDPR Compliance

  • Local Management: You own your data. You are the sole Data Controller and are responsible for the accuracy and legality of the records stored within your local database.
  • Automated Compliance Tools: The CRM includes an Auto-Update & Retention engine that monitors candidate activity and triggers email campaigns to verify consent from inactive profiles.
  • Assisted Deletion: Based on candidate responses, the system will flag profiles as “To Be Deleted.” To prevent accidental data loss, the software does not delete records automatically. You must review the flagged list and trigger the “Delete Expired” command manually.
  • Erasure: Once the deletion command is confirmed, the candidate record and its files (CVs, notes, documents, call audio) are removed from your local storage. A short history of your contact with that person and a brief summary are kept on your computer, so you know your past if the same person comes back.

6. Call & Meeting Recording

  • Off by Default: The Calls & Meetings note-taker records nothing until you switch it on and confirm that you are allowed to record.
  • Your Responsibility: Recording laws differ between countries. You are solely responsible for informing the people you speak with and for obtaining any consent the law requires before recording a call or meeting. The developer is not liable for recordings made with the software.
  • Processing: Recorded audio is sent to your own Groq account to be written down, and the text to Ollama Cloud for the summary, as described in the Privacy Policy.

This Privacy Policy explains how the Recruitment CRM handles your data. The CRM is built on a “privacy-by-design” approach: your recruitment database lives on your own computer, you own it, and you decide which outside services it may use.

1. Where Your Data Is Stored

  • On your computer: All candidate, client and job records, CVs and documents, notes, tasks, emails, call recordings and their notes are stored on your own computer, in the data folder you choose. There is no CRM cloud and no copy of your database on our servers.
  • Protect your computer: The CRM’s database file is not encrypted by the CRM itself. Anyone with access to your Windows account can open it, so keep your computer password-protected and consider turning on Windows’ own drive encryption (BitLocker or Device Encryption).
  • Backups: The CRM makes a daily backup on your computer and keeps the last 30 days. If you point a cloud service (for example OneDrive or Google Drive) at the backups folder, those copies are then also held by that service.

2. When Data Leaves Your Computer

Some features need an outside service to do their work. Data is sent only to services you have set up with your own account or key, and only what that task needs. Some of these tasks run on their own in the background (for example at night or when you import CVs), not only when you click a button:

  • Reading CVs: the text of each CV is sent to Groq (servers in the United States), or to Ollama Cloud when Groq’s free daily allowance is used up. If neither is available, your own computer reads it.
  • Reading job offers and contracts: the document text is sent to Ollama Cloud.
  • Understanding notes and emails: to suggest follow-ups and keep engagement up to date, the CRM sends the text of your notes and of the emails you receive to Ollama Cloud, mostly overnight.
  • Calls and meetings (only if you switch this on): when you turn on the Calls & Meetings note-taker and confirm that you are allowed to record, the audio of your calls and online meetings is recorded on your computer and sent to Groq (United States) to be written down; the written text is then sent to Ollama Cloud to produce the summary and proposed tasks. Groq does not keep the audio by default, and you can also switch on Zero Data Retention in your Groq account. The audio itself stays on your computer for the period you choose (3, 6, 9 or 12 months) and is then deleted. You are responsible for telling the people you speak with that the call is recorded, as the law in your country requires.
  • Email, writing and job posts: email-reply analysis, rephrasing job posts for each platform and drafting client emails may use OpenRouter (optional); the CRM asks OpenRouter to use only providers that do not keep or train on your data.
  • Market reports: job titles, locations and industries are sent to Gemini and Tavily to research and write the report.
  • Finding leads and candidates: company names, websites and the details you search for are sent to Hunter.io, Lusha and Exa to find companies and contacts.
  • Calendar: meetings and interviews you book are saved in your own Google Calendar.
  • Email: emails are sent and received through your own email account (for example Gmail).
  • Email tracking: open tracking uses a small file on your own website; the CRM reads the open records from there.
  • Your control: each of these services uses your own account and key. Leave a key out and that feature either stays off or uses another of your services; the rest of the CRM keeps working. Each service handles the data under its own privacy terms, which you accept when you open your account with it.

3. No Telemetry or Usage Tracking

  • No tracking: we do not collect usage statistics or telemetry. We do not see your candidates, clients, industries, emails or how often you use the CRM.
  • Licence and updates: the CRM contacts our website only to check your licence (your licence key, a scrambled code that identifies the computer without revealing anything about it, and the CRM version) and to check for updates (the CRM version number). No recruitment data is ever sent.
  • Support: if you contact support from the CRM by email, your recent application logs are attached so we can help you; you see the email before you send it.

4. Matching Runs on Your Computer

  • Local matching: matching candidates to jobs is done entirely on your computer (Ollama). CVs are not sent anywhere for matching, and matching keeps working without an internet connection.
  • No training on your data: your data is not used to train the AI model on your computer.

5. Keeping Your Database Clean and Deleting Data

  • Consent: the CRM helps you keep consent up to date by asking candidates you haven’t been in touch with for a long time whether they still want to hear from you. Nothing is deleted without you.
  • Deleting: when you confirm a deletion, the record and its files are removed from your computer. The CRM keeps a short history of your contact with that person (and, for permanently deleted candidates, a short summary), so you know your past if the same person comes back. These stay on your computer like everything else.
  • Call recordings: when a person is deleted, the audio of their call recordings is deleted too; the written call notes stay in the history.

The User Manual explains, step by step, how to set up the Recruitment CRM and how to get the best results from every part of it: sourcing and the candidate pipeline, matching, the Communication Hub and campaigns, winning new clients, calls and meetings, invoicing, the Recruiter’s Assistant, and troubleshooting.

📘 Download the User Manual (PDF)

Inside the CRM, every screen also has its own ❓ Help guide.

Get the Free Recruitment CRM