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How to Create a Placement Record in Recruiterflow

Amogh Balikai avatar
Written by Amogh Balikai
Updated over a week ago

Creating a placement record in Recruiterflow is a crucial step in closing a successful hire. The placement record not only helps track revenue and performance but also powers integrations, reporting, and invoicing.

This article covers:

  • When and how placement records are created

  • Different ways to move a candidate to the Hired stage

  • How to complete the placement form accurately

  • Best practices for managing placement data

When Is a Placement Record Created?

A placement record is automatically created in Recruiterflow when a candidate is moved to the Hired stage on any job pipeline.

Once the candidate reaches the Hired stage, the placement creation window will pop up, prompting you to enter key details about the placement.

Ways to Move a Candidate to the Hired Stage

There are multiple ways to move a candidate to the Hired stage in Recruiterflow:

1. From the Candidate Table

  • Go to the Candidates tab

  • Locate the candidate

  • Click on the current stage and select Hired

2. From the Candidate Profile

  • Open the candidate’s profile

  • Click the stage dropdown at the top of the page

  • Select Hired

3. From the Jobs Page (Kanban View)

  • Navigate to the Jobs section

  • Open the job's Kanban view

  • Drag and drop the candidate to the Hired column

4. Bulk Move Candidates

  • From the Candidates tab or Advanced Search, select multiple candidates

  • Use the Bulk Actions menu to move them to the Hired stage

💡 Note: The placement form will open for each candidate individually when moving in bulk.

How to Fill in the Placement Form

When the placement form appears, you’ll be asked to enter key details. Here’s a breakdown of the fields and tips on how to complete them:

Key Fields:

Field

Description

Tip

Job Title

Title of the role placed for

Should match the job listing

Placement Date

Date of final confirmation

Usually date of offer acceptance

Start Date

Candidate’s first working day

Can be estimated if TBD

End Date (if contract)

Last date of the contract

Leave blank for permanent hires

Salary / Compensation

Annual salary or agreed rate

Input gross values unless otherwise agreed

Currency

Placement currency

Make sure it matches the client's billing currency

Placement Type

Permanent / Contract / Temporary

Select the appropriate option

Billing Amount (Charge)

What you're billing the client

Required for revenue reporting

Client Contact

Who approved the hire

Used for invoicing and integrations

Best Practices for Managing Placement Records

  • Double-check accuracy: Correct placement of data is critical for reporting and integrations with external applications.

  • Fill all required fields: Avoid skipping optional fields. They're often useful later for filtering or reporting.

  • Use consistent formatting: Especially for currencies, job titles, and client names.

  • Set reminders: Use tasks or notes to track follow-ups like start dates or onboarding.


Next Steps

Once a placement is created:

  • The candidate’s status is updated to Hired

  • The placement appears in your Placements tab

  • Any relevant workflows, automations, or integrations are triggered

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