✨What you can do
Take job orders from employers, add candidates with CV and passport details, move them through interview, medical, visa and ticket to joining — then bill the client and track your profit per job. Publish open jobs on your own careers website.
PipelineCV sent → Shortlisted → Interview → Selected → Medical → Visa → Ticket → Joined.
AlertsPassports expiring in 6 months, visas expiring before travel, interviews in the next 7 days.
Careers websiteOpen jobs on your own website; online applications come straight in.
ProfitClient fee, candidate fee and your costs (medical, visa, ticket, agent) per job.
Your daily routine in 5 steps
- Clientemployer
- Job orderposition + people needed
- CandidatesCV + passport
- Pipelineinterview → visa → ticket
- Billfee + costs = profit
🧭Where to click
Business Console
Overview
Sales
Purchases
Finance
People
Business
Settings
Recruitment
Overview
Clients
Job orders
Candidates
Careers website
Workers & ID expiry
Sites
Site attendance
Client billing
Find your section
After you sign in, look at the left menu. Below the common groups you will see a section for your business: Recruitment. Everything in this guide starts from the items inside it.
The common groups (Sales, Purchases, Finance, People, Business, Settings) are the same for every business and are explained in Getting started.
🚀Day-1 setup
Do these once, in this order, before your first day of work.
Add a client and a job order
- Open Clients → Add a client (employer) → save & add a job order: position, number of people, salary, contract and our fee per person.
Set up the careers website
- Open Careers website: choose the web address name, colour, headline and services. Switch Website is live on.
🛠️Everyday tasks
Click a heading to open or close it. Steps are numbered in the order you press.
Add a candidate
- Open Candidates → New candidate: name, phone/WhatsApp, passport number and expiry, position/skill, experience and CV.
Put candidates forward for a job (skill match)
- On the job order fill Skills needed (e.g. MEP, AutoCAD, Gulf licence), Minimum experience and Maximum age; give each candidate their Skills.
- Open the job order → Add candidates to this job: candidates are listed best match first with a % and ✓ / ✗ for each skill, experience, nationality, age, salary and passport.
- On a candidate's page, Best-fitting open jobs shows the jobs they suit — press Add.
Move a candidate through the stages
- On the job, change the Stage. Use Send interview details, Tell candidate: selected and Send travel date to message them on WhatsApp.
- Press 📄 Offer letter on the placement to print the offer (position, employer, place, salary, benefits, contract, joining date) for the candidate to sign — the employer's name can be hidden.
Bill and see profit
- When people join press Bill the client (and Bill candidate if you charge a processing fee). Add costs with Add cost. Fees & profit shows the result.
Track visa quotas (advanced)
- Switch on Visa quota in HR settings → Advanced features.
- Open Visa quota → New visa quota: approval / block visa number, profession, nationality, gender, visas approved and expiry.
- On each placement choose the quota — it shows used and left, and quotas expiring soon turn yellow.
Pay sub-agents their commission (advanced)
- Switch on Sub-agent commission, choose the sub-agent on the candidate form and set the commission on the placement.
- Sub-agent commission shows for each sub-agent the candidates sent, who joined, what is owed and what is paid (the Agent commission costs on placements).
Keep site workers with their ID and passport expiry
- Open Workers & ID expiry → ＋ Add site worker: name, trade (e.g. Cleaner), nationality, the site they work at and the camp.
- Fill ID / residence card, Passport, Health card and Driving licence numbers with their expiry dates.
- Choose How we pay: monthly salary, per day worked or per hour worked, and the overtime pay per hour.
- Expired documents turn red, ones ending in 30 days turn yellow. You get a notice 30 and 7 days before and on the day — press WhatsApp to remind the worker.
Tip: A candidate who has joined can be made a site worker from the placement page with ＋ Make site worker — passport and visa are copied.
Add client sites and move workers
- Open Sites: site name, client, location, supervisor, and how you bill the client — per hour, per day or per month per worker — with the rate and the overtime rate.
- On the site page choose workers and press Move here; Take off this site removes them.
Take attendance at each site
- Open Site attendance, choose the site and the day, press ✓ Mark all present and change the few who were absent or half day.
- Leave Hours empty for a normal day, or type the hours worked. Add OT hours for overtime.
Good to know: Payroll pays per-day and per-hour workers for the days / hours marked here, and adds the overtime hours for everyone.
Plan duty shifts at each site
- Open Duty roster. Under a site add each shift — e.g. Day 06:00–18:00, Night 18:00–06:00 — and how many workers it needs.
- Choose workers and press Put on this shift; set their Weekly off day if it differs from the company's.
- Shifts that are short turn red. Press 🖨 Print duty list for the site supervisor.
- On the site attendance a worker's normal hours come from their shift, and workers on their weekly off are not marked present by ✓ Mark all present.
See profit per site and worker
- Open Site profit and choose the month: for every site and worker, what the client is billed against what we pay (salary for the days, or day / hour rate, plus overtime) and the profit.
- A site worker's own page shows their month: sites, days, hours, overtime, pay and the amount billed.
- ⬇ Excel downloads it.
Give the client a monthly timesheet
- On the site page or in Client billing press 📋 Timesheet: every worker by day (P / A / ½ with hours and +overtime) with totals, and lines for the supervisor's and client's signature.
- 🖨 Print it or download Excel and send it with the invoice.
Bill each client every month
- Open Client billing and choose the month: each site shows every worker's days, hours, overtime and amount.
- Press 🧾 Make invoice — one invoice per site per month goes to the client (a line per trade plus overtime). A month cannot be billed twice.
Run camps and count their cost (advanced)
- Switch on Camps & accommodation cost in HR settings → Advanced features.
- Open Camps: add each camp with its beds, monthly cost (rent, electricity, water…), and food and transport per person. Choose workers and press Move in.
- The cost per person is added to each worker's cost in Site profit, so the profit shown is the real profit.
⚙️What the system does for you
- Applications from your website create candidates automatically.
- Expiring passports and visas are listed on the Overview.
- Invoices and costs post to your accounts.
📈Reports & numbers
| Report / number | What it tells you |
|---|---|
| Overview | Open job orders, people still needed, interviews, joined this month, fees billed |
| Fees & profit | Per job order |
Also open Analytics for sales, expenses and profit charts.
🏷️Status guide
| Status | Meaning |
|---|---|
| Selected | Client selected the candidate |
| Joined / deployed | Started work — ready to bill |
| Not suitable | Rejected |
| Withdrawn | Candidate withdrew |
❓Common questions
The client's name is on the website?
No. Job seekers never see the client's name.
Can my existing website show the jobs?
Yes — use the WordPress plugin or the job-list link on the Careers website page.
Stuck? We are one message away.
Send us a screenshot on WhatsApp +974 3398 2304 and tell us what you were trying to do.