TalentLoop
Acloud-nativerecruitmentCRMforaUSstaffingagencythatwasrunninghiringacrossfivetoolsthatdidnottalktoeachother.TalentLoopputscandidatematching,scheduling,placements,payroll,andinvoicinginoneplatform,withaportalforeverysideofthetable.
Business Overview
The client is a US staffing agency that ran hiring across five tools that did not talk to each other. Sourcing lived in one system, scheduling in another, and finance ran through NetSuite, Concur, and DocuSign, each holding its own copy of the truth.
The agency wanted one platform for the whole operation, from the first candidate match to the final invoice, with a portal for every side of the table. Xpiderz built TalentLoop, a cloud-native recruitment CRM, delivered in iterative sprints with a pilot and a staged go-live so the business never had to stop and switch.
Challenge
Every handoff between tools added days, and every rekeyed record added errors. A candidate sourced in one system had to be typed into the next for scheduling, then again for finance, and nobody could see the whole candidate pipeline in one place.
The costs showed up everywhere. Hiring cycles kept stretching, candidates got lost in the gaps between systems, and financial processing lagged behind the work because the numbers had to be reconciled by hand. The agency was paying for five tools and still could not answer where a role actually stood.
Solution
TalentLoop puts candidate matching, scheduling, placements, payroll, and invoicing in one platform. It matches candidates on skills, experience, and actual job fit, keeps interviews on the calendar with real-time availability and automatic notifications, and feeds every placement straight into payroll and invoicing.
Recruiters, clients, and candidates each get their own portal onto the same live data, so a status update is something you look at, not something you wait for. We built it on Elasticsearch, Redis, MongoDB, and Node.js, containerized with Docker and deployed on AWS.
TalentLoop runs the whole hiring operation through six core pieces:
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Matching That Reads Skills, Not Just Keywords
Elasticsearch-powered matching scores every candidate on skills, experience, and actual job fit, and returns results fast enough to use live on a client call. The same criteria apply to every candidate, which keeps the shortlist fair and defensible.
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Scheduling Without the Back and Forth
Real-time availability, one-tap rescheduling, and automatic notifications cut the delays and no-shows that used to stall interviews.
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A Portal for Candidates
Candidates manage their own profiles, apply for roles, share availability, leave feedback, and submit timesheets without emailing a recruiter.
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Payroll and Invoicing in the Flow
Every placement feeds payroll and invoicing directly. No rekeying between systems, no month-end scramble to reconcile them.
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Reports on Demand
KPIs, productivity, payroll, revenue, and commissions in one click, pulled from live data instead of assembled by hand each Friday.
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Clients See the Pipeline, Not a Weekly Email
Hiring managers review candidates, manage their open jobs, track progress, and view invoices in real time from their own portal. The status meeting that used to open every week with "where are we on this role" simply stopped being needed.
Measured Results
The numbers speak
Measured across the first months of running the whole operation on TalentLoop.
A Go-Live That Never Stalled the Business
A staffing agency cannot pause hiring to switch systems, so we did not ask this one to. TalentLoop was delivered in iterative sprints, proven in a pilot, then rolled out in stages while the old tools were still running. Adoption never stalled the business.
The scalable SaaS architecture underneath means growth does not trigger a rebuild. New offices, new clients, and new report types slot into the same platform.
Outcome
TalentLoop turned a stack of disconnected tools into one operation:
- Faster placements. Roles that used to sit open for weeks now fill in days, with recruiters spending their time on people instead of data entry.
- Cleaner books. Finance runs on the same numbers as recruiting, and invoices go out the day a placement lands instead of at month-end.
- Decisions from live data. Reports pull from the live pipeline instead of being assembled by hand each Friday, and the agency now runs more roles with the same team.
Next Steps
The platform was built to grow, and that is exactly what it is doing. New offices, new clients, and new report types slot into the same system without a rebuild, and each addition lands the way the platform itself did: piloted, proven, then rolled out. The agency keeps taking on more roles with the same team, on one set of numbers everyone trusts.
We used to lose candidates in the gaps between our tools, and nobody could tell you where a role actually stood. Now the whole pipeline is one screen, invoices go out the day a placement lands, and my recruiters are back to doing the part of the job they are good at.
Director of Operations
US Staffing Agency
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