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Recruitment Agency Management System
Manage the Entire Recruitment Journey From One Connected System.
Inquiry, candidate processing, foreign employers, documents, finance, communication and post-departure support — connected end to end.
From the first inquiry and candidate registration to vacancy matching, medicals, training, visa processing, foreign-agent coordination, departure and follow-up, Cyclomax brings the complete overseas recruitment operation into one configurable platform.
3CX Integrated Omnichannel CRM Candidate Mobile Experience AI Workflow Automation
Recruitment Operations · Live
ConnectedOpen Inquiries148
In Process327
Ready to Depart42
C01
Candidate · Qatar HospitalityMedical complete · Training scheduled
On TrackC02
Candidate · Saudi TechnicianVisa documents · 1 item pending
ActionC03
Candidate · UAE DriverBureau complete · Ticket pending
DepartureInquiryRegisterMatchProcessDepartSupport
One Candidate ProfileKeep inquiries, calls, documents, processing, payments and follow-up history connected.
Employer & Agent NetworkManage foreign employers, agents, job orders, vacancies and candidate allocations.
Every Channel in One CRMConnect calls, WhatsApp, social, web, app and email to the same candidate journey.
Configured Around Your ProcessAdapt countries, stages, documents, approvals and responsibilities to your agency.
Connected Recruitment Journey
Recruitment Is More Than Finding a Candidate.
A foreign recruitment agency coordinates inquiries, appointments, candidates, vacancies, medicals, training, visas, regulatory processes, payments, ticketing and overseas follow-up. Cyclomax keeps the complete journey connected instead of spreading it across files, calls and messaging apps.
One candidate. One history. Follow every interaction and process step from first inquiry to post-departure support.
Scattered candidate communicationCalls, social messages and staff notes become difficult to trace when they live in separate places.
Document-heavy processingMedical, training, visa, Bureau and passport stages require consistent follow-up and status control.
Too much manual follow-upStaff spend time answering status calls instead of progressing recruitment cases.
Limited management visibilityManagement needs a live view of inquiries, vacancies, processing delays, departures and finance.
01 · INQUIRY
Inquiry & Lead
Capture calls, social messages, website, app, email and walk-in interest in one workflow.
02 · REGISTER
Candidate Registration
Create the candidate profile, collect documents and schedule appointments or front-office actions.
03 · MATCH
Vacancy Matching
Search and shortlist suitable candidates against employer, country and job-order requirements.
04 · SELECT
Interview & Selection
Schedule interviews, capture foreign-employer feedback and track selection decisions.
05 · PROCESS
Medical to Bureau
Manage medical, training, police report, passport, visa and Bureau/clearance workflows.
06 · DEPART
Ticket & Departure
Complete final documents, ticketing, payment checks, departure readiness and handover.
07 · SUPPORT
Post-Departure
Track arrival, employer handover, complaints, welfare inquiries, returns and ongoing support.
08 · MANAGE
Finance & MIS
Connect candidate payments, agents, staff, dashboards, approvals and analytical reporting.
Core Capabilities
Built Around the Real Recruitment Operation.
The existing VOLAR operating model remains at the core — Call Center, Reception, Front Office, Country Manager, Accounting and Management — now extended with mobile and AI automation. Select a capability to view the main scope.
3CX + Omnichannel CRM
Every Call and Message Becomes Part of the Candidate Journey.
Connect telephone calls, WhatsApp, Facebook, Instagram, website inquiries, mobile app, email and walk-in activity to the same candidate history. Staff see context before they respond, and management sees the full service journey.
- Incoming call pop-up
- Automatic candidate profile
- Click-to-call
- Call recordings
- Missed-call tracking
- Agent / queue status
- Unified interaction history
- Follow-up actions
3CX · Candidate Interaction ConsoleLive
Incoming call · Candidate 02481Last contact: Visa documents requested · 2 days ago
ConnectedWhatsApp inquiry · Qatar vacancyAI classified · Vacancy information / High intent
CRMFacebook inquiry · New leadRouted to Recruitment Team · Follow-up due 3:30 PM
Follow-Up WhatsApp Facebook Instagram Website App Email
C
Candidate 360° ProfileForeign Employment · Active Process
ActivePreferred CountryQatar
Job CategoryHospitality
PassportValid
MedicalCompleted
TrainingScheduled
VisaPreparing
Candidate registered08 Sep
Employer shortlist11 Sep
Medical completed15 Sep
Training scheduled22 Sep
Candidate 360°
One Candidate. One Complete Recruitment History.
Profile details, qualifications, experience, documents, vacancies, communication, payments, processing and post-departure follow-up stay connected to the same record.
Profile→Vacancy→Documents→Processing→Departure
Automated documents: reuse candidate, vacancy, employer and country data to prepare profiles, contracts, checklists and process forms without retyping the same information.
Front Office & Compliance
Know What Is Complete. Know What Is Missing. Know What Comes Next.
The front-office processing console brings medical, training, passport, police report, visa and Bureau/foreign-employment clearance stages into one controlled timeline.
- Medical process
- Training process
- Passport management
- Police report
- Visa processing
- Bureau / clearance
- Document expiry alerts
- Missing-document follow-up
Candidate Process · Qatar / Hospitality72% Complete
01
PassportVerified · Expires Jun 2029
Done02
MedicalApproved medical center · Completed
Done03
TrainingSession booked · 22 Sep
Scheduled04
VisaDocuments being prepared
Pending05
Bureau / ClearanceStarts after visa confirmation
Queued Employers, Foreign Agents & Sub-Agents
Connect Overseas Demand With the Candidate Pool.
Manage foreign employers, agents, local sub-agents, vacancy requests, interviews, candidate allocations, payments and performance from the same recruitment platform.
Employer & Job Orders
Country, job category, vacancies, salary, contract terms and candidate requirements.
Foreign Agent Management
Agent profiles, candidate submissions, selection feedback, documents and account history.
Sub-Agent Management
Track candidate sources, commissions, balances, payments and agent-wise performance.
Vacancy Fill Tracking
See assigned, selected, rejected, remaining and replacement requirements by job order.
AI + Workflow Automation
Turn Inquiries Into Structured ERP Workflows.
AI supports the operational process by classifying inquiries, grading priority, routing cases, escalating where required and returning relevant ERP status updates to candidates.
Controlled AI guidance: country and vacancy responses use relevant system data. Final shortlisting, selection and recruitment decisions remain with agency staff.
- Inquiry classification
- Priority grading
- Team routing
- Escalation workflows
- Status update automation
- Country / vacancy guidance
- Staff response assistance
- CRM timeline updates
Incoming InquiryWhatsApp · “Any hotel jobs in Qatar?”
New↓
AI Classification & GradingVacancy inquiry · Qatar / Hospitality · Medium priority
Classified↓
ERP WorkflowRecruitment Team · Candidate profile / vacancy data attached
Routed↓
Candidate UpdateRelevant response returned through the original channel
UpdatedCyclomax RecruitmentYour Recruitment Journey
Hotel Staff · QatarSalary and requirements availableView Details
Your Current StatusMedical completed · Training scheduled 22 SepOn Track
Need Help?Ask a question or contact customer support.Ask Support
DocumentsPassport uploaded · Certificate pending1 Required
JobsStatusSupportProfile
Candidate Mobile Experience
Keep Job Seekers Connected Without Constantly Calling the Agency.
Candidates can discover available opportunities, receive process updates and notifications, make inquiries, contact support, maintain profile information and upload relevant documents.
Agency-controlled recruitment: candidates do not directly apply to a vacancy from the app. Interest becomes an inquiry/lead for staff review before entering the recruitment process.
Accounts & Candidate Finance
Connect Recruitment Transactions Directly to Finance.
Manage candidate payments and agency financial operations from the same process that handles recruitment, agents and departures.
Candidate Payments
Registration, medical, training, visa-related charges, installments, receipts and balances.
Refunds
Track approved refunds and connect the transaction back to the candidate history.
Agent Accounts
Foreign-agent and sub-agent payments, commissions, outstanding balances and statements.
Integrated Accounting
Vouchers, cheque payments, receivables/payables and shared ERP financial reporting.
Collected Today1.84M
Outstanding620K
Refunds Pending08
Management Intelligence
See the Entire Agency Operation At a Glance.
Live MIS brings candidate processing, vacancies, communications, finance, staff activity and post-departure cases into one management view.
Inquiry & Call Center
New inquiries, follow-ups, missed calls, open queues and unresolved requests.
Candidate Pipeline
Medical, training, visa, Bureau, interview and departure stages by status.
Vacancy Performance
Open job orders, filled positions, candidate allocation and employer response.
Finance & Staff Activity
Collections, balances, agent payments, employee actions and approval visibility.
Post-Departure CRM
The Candidate Journey Does Not End At the Airport.
Continue the same candidate record after departure to manage arrival confirmation, employer handover, welfare inquiries, complaints, contract issues, returns and follow-up history.
Departed→Arrived→Employer Handover→Support→Case Closure
Complaint & Request Management
- Register inquiries / complaints
- Category and priority
- Assign responsible team
- Escalation
- Follow-up reminders
- Resolution history
- Candidate timeline
- Management reporting
Platform & Deployment
Built as a Connected Recruitment Platform. Deploy It Your Way.
Use the same shared Cyclomax ERP foundation for security, approvals, HR, accounting, audit trails, integrations and multi-branch management.
Cloud
Centralized browser and mobile access for agencies operating across locations.
On-Premise
Client-controlled infrastructure where internal server deployment is preferred.
Hybrid
Combine local systems with approved cloud services and communication integrations where required.
Role-Based Access
Control functions, candidate data and finance by role and department.
Audit Trails
Track user activity, status changes, approvals and financial transactions.
Multi-Branch
Share vacancies and candidate pools while preserving branch-level users and reporting.
Integration Ready
Connect communication, payment and external services where supported APIs are available.
Ownership & Customization
Your Recruitment Process Should Define the System. Not the Other Way Around.
Configure countries, stages, documents, approvals, notifications, departments and responsibilities around the agency’s actual recruitment model.
Full Source-Code HandoverThe deployed solution can be handed over with source code for the client’s internal use.
No Per-User Licence FeeUser capacity is driven by infrastructure and configuration rather than compulsory per-user licensing.
No Compulsory Vendor Lock-InContinue with Cyclomax support or manage the system with your own capable IT team.
Recruitment Agency Management System
Still Managing Candidates Across Calls, Files, Excel and Messaging Apps?
Bring inquiries, candidates, employers, documents, payments and recruitment workflows into one connected platform.
