Recruiting agencies thrive or struggle based on one thing: placements.

The number of candidates you place, the speed at which you do it, and the accuracy of your reporting all add up to your agency’s success—or frustration.

But here’s the challenge: too many recruiters are juggling spreadsheets, sticky notes, or outdated software that doesn’t help them track placements effectively. That means missed opportunities, errors in reporting, and wasted time chasing down information.

The good news? TE Recruit®, the top-rated all-in-one ATS and CRM for recruiting agencies, has a placement tracking system designed to eliminate the chaos and replace it with clarity. Let’s walk through how placement tracking works in TE Recruit™, why it matters, and how it can transform the way your firm manages recruiting success.

Why Placement Tracking Matters

Placements are more than just the finish line of the recruiting process. They’re the foundation of your agency’s revenue and reputation.

Here’s why tracking placements properly matters:

• Revenue accuracy: Without tracking, you don’t know exactly how much you’ve billed, how much you’re owed, or when to expect payments.

• Client trust: Clients want proof that you can deliver quickly. Placement reports build confidence and demonstrate your value.

• Agency efficiency: Placement tracking keeps everyone in your firm aligned. No more confusion over candidate status or job completion.

• Goal-setting and accountability: By reporting on placements, you can set recruiter goals, measure progress, and reward high performance.

In short: better placement tracking equals better business outcomes.

The Recruiter’s Frustration: “Where Do Placements Even Go?”

If you’ve ever struggled to find or log a placement, you’re not alone. Many recruiters try to figure it out on the fly. That’s where mistakes creep in.

TE Recruit™ makes the process intuitive—once you know where to look. Placements live inside pipelines, which live inside job orders. You can’t create a placement without first having a job order. That’s the anchor point for everything.

Think of it like this:

• A job order is the big picture.

• A pipeline is the process you use to move candidates through that job.

• A placement is the successful outcome.

With TE Recruit™, the journey from job order to placement is clear, repeatable, and trackable.

Populating Your Pipeline: The Fuel for Placements

Before you can log a placement, you need candidates in the pipeline. TE Recruit™ gives you three powerful ways to do this:

1. Job Advertising: Post your job to LinkedIn, Indeed, Monster, your agency’s website, and even the Top Echelon Network. Applicants flow directly into your pipeline, automatically tagged with their source. No more guessing where candidates came from.

2. Manual Additions: Have a hot candidate in mind? Add them directly from the job’s pipeline view or from their individual profile. You can drop them into the right stage immediately.

3. Bulk Search and Add: Run a search in your database—for example, “engineers within 25 miles of San Diego”—and drop multiple matches straight into the pipeline at once.

No matter how you add candidates, the pipeline adapts to your agency’s unique recruiting process. All stages between “Inbox” and “Placement” are fully customizable, so you can work the way you want while maintaining consistency where it counts.

Moving Candidates Through the Process

Every recruiter has their “secret sauce” for moving candidates from interest to offer. TE Recruit™ supports this by allowing you to customize pipeline stages.

Better yet, automations can do the repetitive work for you. Move a candidate to “Phone Interview,” and TE Recruit™ can automatically generate an email, schedule a calendar event, or set a follow-up reminder. That means less clicking and more recruiting.

The goal? Keep your candidates moving, keep your clients updated, and keep your focus on closing deals.

Logging a Placement: The Critical Step

Here’s where the real magic happens. When you move a candidate to the “Placement” stage, TE Recruit™ automatically prompts you to fill out the placement form. This ensures nothing slips through the cracks.

The placement form captures:

• Status (verbal offer, completed, or fall-off)

• Starting salary or pay rate

• Client fee percentage

• Placement type (direct hire, contract, temp-to-hire)

• Start date and expected payday

• Split partners or payout details

This isn’t busywork—it’s the key to accurate reporting, financial forecasting, and team accountability.

And here’s the best part: once saved, TE Recruit™ asks if you’d like to update the candidate’s profile (marking them as “placed”) and the job order (marking it as “filled” or leaving it open for multiple hires). That means your database stays clean and up-to-date without manual cleanup.

Editing Placements and Fixing Errors

Mistakes happen. Maybe a candidate’s start date shifts. Maybe a fee percentage changes. TE Recruit™ makes editing placements easy.

From your Agency Summary dashboard, you can see every placement ever made—or just placements for the current year. Click into a placement, expand the preview, and edit directly from that view. You’ll never waste time hunting through jobs or candidate records again.

Reporting on Placements: From Data to Insights

This is where placement tracking turns into business growth. TE Recruit™’s Placement Reports give you the insights you need to drive success.

You can build custom reports to answer questions like:

• How many placements did we make this quarter?

• Which recruiters are driving the most revenue?

• Which job boards or sourcing methods are delivering results?

• What’s our average time-to-fill?

• Which clients are giving us the most business?

Reports can be exported to spreadsheets for your accountant, turned into charts for team meetings, or shared with clients to demonstrate performance.

For example:

• Client value reporting: Show a client you filled 10 roles for them last year with an average time-to-fill of 28 days. That builds trust and loyalty.

• Goal tracking: Set recruiter targets and show them exactly where they stand.

• Source ROI: Stop wasting money on job boards that don’t produce placements.

Placement reports aren’t just numbers—they’re tools for smarter decisions and stronger relationships.

The Transformation: From Chaos to Clarity

Let’s recap the before-and-after picture:

Before TE Recruit™ Placement Tracking:

• Spreadsheets full of incomplete data

• Recruiters unsure of candidate status

• Inaccurate financial tracking

• Weak client reporting

• Missed opportunities and wasted time

After TE Recruit™ Placement Tracking:

• Clear pipelines tied to every job order

• Automated candidate movement and notifications

• Accurate placement logging with financial details

• Real-time dashboards showing every placement

• Custom reports proving your value to clients

The difference is night and day. Placement tracking turns your recruiting agency from reactive to proactive, from messy to streamlined, and from guessing to knowing.

Why TE Recruit™ Is the Right Solution

There are plenty of ATS and CRM tools out there—but none designed as intentionally for recruiting agencies as TE Recruit™.

Here’s why agencies choose it:

• All-in-one solution: TE Recruit™ combines ATS and CRM functionality so you’re not switching between systems.

• Customizable pipelines: Work the way your agency works.

• Placement-first design: Built with recruiters in mind, ensuring placements are always front and center.

• Reporting that matters: Placement reports help you measure what drives revenue, not just activity.

• Top-rated by recruiters: Proven in the industry by agencies of all sizes.

When placements are the lifeblood of your agency, you need a system designed to track, report, and optimize every single one.

Your Next Step: See TE Recruit™ in Action

You’ve just seen how placement tracking transforms chaos into clarity and gives your agency the tools to grow. But reading about it isn’t enough—seeing it in action is where it really clicks.

Request a demo of TE Recruit today and discover why it’s the top-rated all-in-one ATS and CRM for recruiting agencies.

With TE Recruit, every placement counts—and so does every moment you save.