You can create your own labels, choose a colour for each, and display them as a column on the relevant grid for quick reference. Each record can have one label, making it a clear and consistent way to highlight its current category or priority.

Labels can be used however you like. For example, you could label vacancies as On Hold, Pending or create client labels such as Prospective, or Exclusive.

Labels can help with team working by giving everyone a shared visual reference when reviewing records. Labels work alongside record statuses, tags and user ratings, giving another flexible way to organise and manage your database.

You can add labels for candidates, clients, contacts and vacancies in [Settings > Fields].

Apply a label to a record by clicking the record’s label in the header:

Add labels to the grid for sorting and filtering:

Bulk Actions

Select records from the grid and choose Bulk Actions from Actions menu to apply a label to multiple records

You can add any number of rebate tiers by entering the number of weeks and the rebate percentage. The candidate’s start date is used as the reference point for calculating where the placement sits within the rebate period.

In this example, a candidate who leaves within the first week would fall into the 90% rebate tier. After that, the applicable rebate percentage reduces as the placement moves through each tier.

Where rebate periods can be set

Rebate periods can be set at different levels:

• Globally, from [Settings > Fees & Rebates]
• Against a client, from the client record’s Details screen
• Against a vacancy, from the vacancy record’s Details screen

This allows you to set standard rebate terms for your database, while still allowing different terms for specific clients or vacancies where needed.

How rebate settings are inherited

New records inherit the rebate settings that apply at the time they are created.

For example, if you add rebate tiers in [Settings > Fees & Rebates], new clients created after that point can inherit those global rebate settings.

If rebate settings are changed later, the changes only apply to new records, vacancies and placements going forward. Existing records are not automatically updated, keeping historical data accurate.

Vacancy rebate information

The rebate period end date and current rebate amount can be shown on the Vacancies grid, making it easier to keep track of active rebate periods at a glance.

Vacancies with multiple placements

If two or more candidates are placed on the same vacancy, the rebate expiry date is based on the candidate with the latest start date.

The rebate amount shown is the combined total for all placed candidates. Each candidate is calculated against the rebate tier they are currently in, using their own start date.

Updating Revenue

If a rebate has been paid to a client, update the placement amount so your revenue figures remain accurate.

To do this, edit the placement from the vacancy record’s Pipeline screen and adjust the amount accordingly.

• Summarises the 3 most recent journals into a clear, easy-to-read overview.
• Review recent communications without opening individual journal entries.
• Enable, disable, and reposition the Journal Summary widget on the Overview screen.
• Automatically refreshes whenever a new journal is added.

Catch up on recent communications

The Journal Summary widget appears on the record’s Overview screen and highlights the key points from recent journals, making it easy to get up to speed at a glance.

Like other widgets on the record’s Overview screen, it can be enabled or disabled and positioned anywhere on the Overview screen.

Enabling Split Fees

Split Fees is switched off by default. An administrator can enable it under System Settings → Company Details. Turning it off again simply stops new splits from being created — any splits you’ve already recorded stay exactly as they were.

Adding Fees

Once enabled, a new Split Fee section appears on the placement form. Simply tick Split this fee between consultants, add each consultant, and set their percentage — the live total makes it easy to see you’ve reached 100%. From that point on, both the revenue and the placement count are attributed fractionally to each consultant in the split, so a 60/40 placement credits 0.6 and 0.4 of a placement respectively.

Reporting

These figures flow straight through to your reporting, dashboard goals and the team leaderboard, giving you an accurate per-consultant picture without ever-changing your company-wide totals. There’s also a dedicated Split Fees report that breaks every split placement down by consultant and share.

Type @ followed by a name, then choose a colleague or record from the list.

Mentioning a colleague [a] sends an email notification and on-screen alert to that user.

Mentioning a record [b] creates a link to the related record.

Assign To Record [c] allows you to add the same journal to up to 10 additional records. The journal can then be viewed and edited from any of the assigned records.

Enable/Disable mention notifications

You can disable Mention notifications (email and on-screen alert) in [Settings > My Account > General].

Filter Journals by Mentioned Me

On a record’s Overview screen, click the Filter button (located next to New Journal) to show only journals where you are mentioned. If you also select one or more journal types, only mentions within those journal types will be shown.

Recent Mentions (dashboard widget)

Add the Recent Mentions dashboard widget, available on the Consultant View, to see who has mentioned you and in which journals.

• Filter by journal type – only journal types containing mentions of you will be shown.
• Click Show Message to view the journal entry.
• Click Quick Preview to preview the candidate’s record.

Recruit So Simple Jobs is a WordPress plugin that displays vacancies from your Recruit So Simple database and lets candidates apply directly from your website.

1. Install and set up the Recruit So Simple Jobs plugin as described below.
2. Post a vacancy: enable Data Feeds API on a vacancy record’s Share screen.
3. Applications will automatically arrive in [Candidates > Web Import].

To use the plugin, you will need a WordPress website where you can install plugins.

In Recruit So Simple, from [Settings > System Settings > Web > Advanced], you will need:

• Your JSON Data Feed URL
• Your Data Posting API URL

Install the plugin in your WordPress website

1. In WordPress admin, go to [Plugins > Add Plugin]
2. Search for Recruit So Simple Jobs
3. Click Install Now
4. Click Activate Plugin
5. Go to [Settings > Recruit So Simple Jobs] to set up the plugin.

Basic Setup

Log into your WordPress Dashboard, then go to [Settings > Recruit So Simple Jobs]:

• Add the JSON Data Feed URL
• Add the Data Posting API URL
• Set the Jobs page slug, usually jobs

A jobs page will automatically be created at yourdomain.com/jobs/

Alternatively, you can use a shortcode (see below) to insert the plugin into an existing page.

Adding the plugin to an existing WordPress Page

If you want to display your vacancies inside an existing WordPress page, add this shortcode:

[recruit_so_simple_jobs]

Refreshing Vacancies

The feed is refreshed every 30 minutes. If you need to pull fresh vacancies sooner, click Refresh Now and save.

Pretty URLs

Each vacancy gets its own URL, for example: yourdomain.com/jobs/accountant-122/.

Note: If you change the Jobs page slug, go to Settings > Permalinks in WordPress and click Save Changes once. This refreshes WordPress pretty URLs.

Page Layout

Choose your preferred layout for how vacancies are displayed:

• Card view: vacancies appear as cards in a grid.
• List view: vacancies appear in a simpler list.

Vacancies per page

Controls how many vacancies appear before pagination is shown. For example, if this is set to 6, the vacancies page will show 6 vacancies and then navigation to the next page.

Button and Pill Colour

Set the colour used by the plugin (buttons and labels). To keep styling consistent with your website, enter your website’s main colour in any of the following formats:

• A hex value, such as #0f766e (with or without #)
• An RGB value, such as rgb(15, 118, 110)
• A comma-separated RGB value, such as 15, 118, 110

You can also use the colour picker.

Hide or Show Job Fields

Use these settings to choose what details are displayed:

• Reference (Vacancy Ref)
• Location (Town, County or Hidden)
• Salary
• Salary additional info
• Permanent/contract
• Full/part time
• Holiday entitlement (shown on vacancy record’s details page only)

Hide Salary By Ref

You can hide salary from selected vacancies by adding vacancy Refs separated by commas, for example: AB12,BB34

Add replacement salary text to be shown for vacancies where the salary is hidden, for example: “Competitive rates”.

If left blank, the salary row is hidden completely.

Application Form

When a candidate applies, required fields are:

• First name
• Last name
• Phone
• Email

If a question has been set on a vacancy record’s Share screen, this is returned and added to the candidate’s Notes.

CV Uploads

Choose whether a CV is required when candidates apply.

Accepted formats: PDF, DOC and DOCX, with a maximum file size of 10MB.

Notification Email

Use Notification email if you want WordPress to send an email when an application is submitted.

Important: For reliable notification emails, configure WordPress email delivery with your email host or an SMTP plugin.

Privacy policy’s URL

If your Candidate Registration Terms text contains the words “privacy policy”, a link to your privacy policy will automatically be created.

You can set your terms in Recruit So Simple under [Settings > System Settings > Web > Advanced].

If no URL is entered, the text remains plain.

Confirmation Message

The Confirmation message is what a candidate sees after a successful application, for example: “Thank you for your application. We will be in touch soon.”

Human Verification

Human verification helps reduce spam and is applied to the vacancy application form. You can choose:

• None
• Cloudflare Turnstile
• Google reCAPTCHA v2 checkbox

Cloudflare Turnstile set up:

1. Create a Turnstile widget in Cloudflare
2. Copy the site key and secret key
3. In the plugin settings, choose Cloudflare Turnstile
4. Paste the site key and secret key
5. Save settings

Google reCAPTCHA v2 Checkbox set up:

1. Create a reCAPTCHA v2 checkbox site in Google reCAPTCHA admin.
2. Copy the site key and secret key.
3. In the plugin settings, choose Google reCAPTCHA v2 checkbox.
4. Paste the site key and secret key.
5. Save settings.

If a provider is selected, but the keys are missing, the verification widget will not be active.

Troubleshooting

Please open a support ticket from Recruit So Simple under [Dashboard > Help & Support], and one of the team will be pleased to help.

Candidate Matching helps you quickly find the most relevant candidates for a vacancy. Not just a generic AI search of your candidate CVs, it reads the vacancy details, extracts the key requirements, then searches candidate records for matching job titles, desired roles, CV skills, experience, qualifications, education, and previous roles.

The system produces a match score out of 100. This score combines AI relevance scoring with practical checks such as salary expectations, work type, location, industry, experience, and how recently the candidate record was updated. These checks can be included or excluded from Matching Settings if you want to broaden or narrow the results.

Each result includes a short explanation showing why the candidate may be a good fit, including strengths and any considerations. Candidates already on the vacancy pipeline, archived candidates, deleted records, and very weak matches are excluded from the main results.

Results are cached for speed, but you can re-match candidates at any time to refresh the shortlist.

On a vacancy record, click Matching [a] to initiate a search.

Matching Settings [b] allows you to customise the matching calculation by including or excluding:

• Industry (see below)
• Location
• Salary (candidate target salary)
• Work Type (candidate preference for full-time, part-time, perm and/or contract)
• Experience (Candidate employment history)

Results can be further filtered [c] by tag(s), candidate job title, minimum salary, when the candidate record was last updated and availability.

Results can also be filtered by candidate status and vacancy ranking (traffic light).

Use the score slider to widen or narrow the results shown.

To add a candidate to the vacancy, click the Add button.

Select records, and apply bulk actions [d].

Industry is available as a column in the vacancy and candidate grids.

Seniority

Candidate record: Employment History

Seniority levels are fixed (Junior, Mid-level, Senior, Leadership, Executive), and applied automatically for each position in a candidate’s employment history. You can review and change seniority if needed.

Seniority is not industry-specific, so just apply the level that best fits your particular sector.

Highlights

Candidate record: Employment History

Highlights are AI-generated summaries for each position on a candidate’s employment history. These can be reviewed and edited by editing the employment history entry.

Industry

Industry is assigned to both candidates and vacancies, and is used as part of the matching algorithm. It is intended as a broad classification to help improve matching accuracy, rather than as an exhaustive list of sectors.

Industry is available as a column on the Candidates and Vacancies grids, allowing you to sort and filter records by industry.

Industry is assigned automatically (see below), but can also be changed manually on:

• Candidate record: Details screen
• Vacancy record: Details screen

Industry is assigned automatically in the following situations:

• Parsing a CV in [Candidates > Add Candidate]
• Bulk importing candidates (either from a CSV file or a ZIP file containing original CVs)
• Forwarding a CV into your database using the MailDrop feature
• Adding a candidate from [Candidates > Web Import]
• Adding a vacancy by parsing a job description, or by pasting job description text into [Vacancies > Add Vacancy]
• Manually entering text into the vacancy’s Job Description (Private) field on the Details screen. NOte that sufficient text will need to be added for a more accurate result.

If preferred, Industry can be excluded from the matching criteria in the Matching settings.

The available industries are intentionally broad. If selecting manually, choose the option that best suites the candidate’s or vacancy’s primary sector.

Note: is not possible to add your own industry sectors.

You can clone a vacancy by clicking the ‘Clone’ button on its Overview screen. This can be useful if you need to create a new vacancy record that is similar to, or exactly the same as an already existing vacancy. The details will be copied to a new vacancy, but any journals or tasks won’t be included.

You have the option of also copying the candidate pipeline and any documents that are stored on the vacancy. Please note that if you’re copying the pipeline then the candidates will have their status set to the default status. If any automated actions exist for pipeline status changes, these will not run.

The Data Feeds API can be used to connect Recruit So Simple with your website, Indeed, or other compatible job board. This allows you to post vacancies, to your website and your Indeed account, directly from the vacancy record’s Share screen.

The Data Feeds API is found in [Settings > System Settings > Web > Advanced].

JSON Data Feed, XML Data Feed

The JSON [c] and XML [b] data feeds provide structured vacancy data for your website. You can enable either or both, then share the feed URLs with your web developer to review. They can decide which fits best in your website environment, and integrate as needed.

Data	JSON	XML	XML/Indeed
Job Ref
Job title
Permanent or contract
Full-time / Part-time
Start date, end date
Job description
Consultant name
Consultant email address
Salary period
Salary
Currency
Additional salary info
Town/City
County
UK postcode or US ZIP code
Country
Client’s Business Area
Business Area ID
Question text
Question required
Tags ID
Tags name
Tag category
Date added (to the database)
Date posted
Client Ref
Vacancy URL (on micro Job Board)

Adding a vacancy to the feed

Add a vacancy to the JSON, XML, and the Indeed XML feed by enabling Data Feeds API, found under Sharing Options on a vacancy record’s Share screen.

Managing candidate applications

When using the JSON or XML feed to integrate with your website, your web developer can use our Data Posting API to send candidate applications to your database.

Candidate applications via the micro Job Board are automatically sent to your database – and you’ll be notified when that happens.

In both cases, candidate applications will appear in [Candidates > Web Import] where they can be reviewed and added to your database.

Connecting with Indeed

To share your vacancies with Indeed, follow the steps below.

1. Get Your XML Feed URL

Enable the Job Board Data Feed [a] in [Settings > System Settings > Web > Advanced].

https://rss.cm/job/x/xml

To make it compatible with Indeed, simply add /indeed the end, like this:

https://rss.cm/job/x/xml/indeed

2. Submit Your Feed to Indeed

Contact Indeed support and let them know you have an XML feed for your vacancies. Provide the Indeed-compatible feed URL above. They will guide you through the process of adding the feed to your account.

3. Set Up Your Micro Job Board

To ensure candidate applications reach your database, you should also enable your micro Job Board, which is included with your Recruit So Simple account.

For setup instructions, see our documentation: Job Board & Google Jobs. Your Job Board Data Feed (without the Indeed modification) [a] is the URL for your micro Job Board. You can use the link on your website, marketing and social media.

4. Enable Job Sharing on Vacancies

Once your feed is connected and your micro Job Board is set up:

• Open a vacancy record
• Go to the Share screen
• Enable both the Job Board and Data Feeds API

This will add the vacancy to your micro Job Board (allowing candidates to apply) and the Indeed XML feed to send the vacancy details to Indeed.

5. Receive Applications

When a candidate applies, their details will appear in [Candidates > Web Import], and you’ll be notified automatically.

Bonus Tip

If you’re manually posting vacancies on Indeed or editing existing ones:

• Look for an option to set a custom application URL
• Paste in the short URL shown on the vacancy’s Share screen (visible when the Job Board option is enabled on the vacancy record’s Share screen)

This links directly to your micro Job Board vacancy page, so candidates apply through your system. Candidate applications can be processed in [Candidates > Web Import].

20GB of document storage as standard – enough for around 400,000 average sized CVs and documents (based on 50KB files).

Easily upload and store important files against any record type. Examples include candidate CVs, compliance certificates, driving licences, right-to-work documents, and contracts. Each document is securely stored and can be viewed, managed, and tracked in one place.

A record’s Docs screen:

[a] Denotes this document is used for Boolean CV Searches.

[b] This document has an expiry reminder task, and email reminder set.

[c] Orange colour denotes document is expiring, and red for expired.

[d] Document actions:

• Edit to change document type, make a CV searchable, set or edit an expiry date, add notes and additional details.
• Email the document.
• Delete the document.

Uploading documents

You can bulk upload up to 10 files at a time [e]

Document Types

Choose what type of file(s) you are uploading [f]:

Original CV
The candidate’s unedited original CV.

Agency CV
Your branded version of the CV.
Whenever you use an Email CV option, only the Agency CV is sent. If no Agency CV is present, you’ll see a warning message.

Other
For certificates, contracts, driving licences, and other compliance-related documents. Expiry dates and reminders can be set where applicable (see next section).

Notes
Add a short note [h] for each document, this will be shown on the Docs screen

Make Searchable
When selecting either Original CV and Agency CV, you’ll have the option to Make Searchable [g]. This parses the contents of the CV so it can be used when searching candidates by CV text. Only one document can be made searchable per candidate.

Compliance

Add an expiry date for a document [i].

Expiry reminders

Enabling Expiry Reminder [j] will automatically create a task on the record when the selected reminder threshold is reached [l].

A follow-up reminder is also set for 7 days after the threshold date.

• The task is assigned to the managing consultant of the record.
• For contact records, the task is assigned to the managing consultant of the client.

Emailing the candidate

Enabling Email Candidate [k] will automatically send an email to the candidate notifying them that a document is about to expire.

The email:

• Includes the document name and expiry date
• Asks the candidate to provide an updated version of the document

Important notes

• An Expiry Reminder task is only created if the record (or client record, for contacts) has an active managing consultant.
• If the managing consultant has been archived when the expiry date is reached, no task can be created.
• An expiry email to the candidate or contact will not be sent if any of the following apply:
  • Do Not Contact is enabled
  • The record does not have a valid email address
    (alternative email addresses are not used)
  • The record’s status is Archived
  • There is no managing consultant, or the managing consultant has been archived

On-screen notifications

On-screen warning messages [k] are always displayed and are independent of expiry reminder tasks and email notifications.

This ensures that any system user viewing the record’s Overview screen can see when a document is expiring or has already expired, regardless of other settings.

Document Storage

You can view your document storage usage in [Settings > System Settings > Company Details].

A warning will be shown to administrators on the Dashboard once 95% is used. If 100% is used then no more documents can be uploaded to the account.

Additional storage space can be purchased by opening a support ticket from [Dashboard > Help & Support]. Please check the Pricing page on our website for costs.