Recruit FileMaker to drive your business

Filing job applications correctly is a vital process in determining a recruitment agency's success. Paper-based files are difficult to access quickly to locate potential candidates for clients. However, specialist recruitment agency, Stopgap, has developed a simple database system that allows staff members to efficiently process and store applications so they can be matched with current or upcoming positions. The solution allows the business to be entirely managed from a centralised point.

The FileMaker Pro based solution was developed 10 years ago by Stopgap's IT Director Peter Makin, who converted the complicated paper-based administration system to the current efficient solution. FileMaker Pro now handles all the agency's business processes from initial client and candidate contact, client briefing and placement processing, through to invoicing and credit control. The client billing process is automated through timesheets that are stored and tracked in the system.

With offices in Sydney and London , the implementation of the FileMaker Pro based system allows Stopgap to run more efficiently. Time is no longer wasted searching for hard copy candidate files and staff can easily access any information required.

"The staff are now liberated from the mundane repetitive jobs that are the bane of most office workers' lives. The FileMaker system handles virtually everything that can be automated, leaving the staff more time to talk to, visit and get to know their candidates and clients. In short, to do what most people like to do and what they are good at - building relationships with other people while the computers do the day to day jobs," said Makin.

Cathy Grant, Stopgap's General Manager, shares Makin's enthusiasm for FileMaker, "The FileMaker system has allowed Stopgap to be more profitable and without it we wouldn't be the business we are today."

Benefits:

•  The FileMaker Pro system streamlines processes and saves time for staff. This means they have more time to spend being productive - speaking to clients and candidates.

•  No longer is office space taken up with a huge array of filing cabinets. Now staff have an uncluttered work environment and can easily access files regardless of whether they are in Sydney or London . The right person for a job can be found quickly and accurately out of more than 100,000 possible candidates.

•  Easy to learn and intuitive to navigate, staff can store and manage essential information with minimal training.

•  All billing, payroll and timesheet collection can be undertaken with the minimum of staff. This saves the agency administration staff costs and allows it to be more profitable. Automating the billing process also saves precious time and increases the accuracy of the reporting. In addition, management can easily see a snapshot of the business at any given time.