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Quick start guide

This guide takes you from an empty workspace to your first candidate shortlisted against your first vacancy. Allow around 30 minutes. Every step is reversible, so feel free to experiment with the sample data.

1. Add your first candidate​

Start with a candidate, since most other work in RecSphere connects back to them.

  1. Open the Candidates page from the sidebar.
  2. Click Add candidate.
  3. Enter the candidate's details. Use Sarah Williams, sarah.williams@example.com for this walkthrough.
  4. Add a phone number and location (for example, Bristol).
  5. Click Save.

If you prefer, click Upload CV instead and drop in a PDF or Word document. RecSphere parses the CV (CV parsing is the system reading the file and extracting structured fields like name, email and work history) and pre-fills the candidate record for you. See Importing CVs for more.

2. Create your first client​

A client is the organisation that needs candidates. Most agencies link every vacancy to a client.

  1. Open the Clients page.
  2. Click Add client.
  3. Enter the client name, for example NHS South West.
  4. Add a primary contact and a billing address.
  5. Add a location. For our example, add Bristol Royal Infirmary as a location under NHS South West.
  6. Click Save.

Locations let you group multiple sites under one client, which is useful when invoicing or filtering compliance documents.

3. Create your first vacancy​

Now create a role to place your candidate against.

  1. Open the Vacancies page.
  2. Click Add vacancy.
  3. Enter a job title, for example Senior Nurse.
  4. Set the reference, for example RS-1045. RecSphere auto-generates one if you leave it blank.
  5. Link the vacancy to NHS South West and the Bristol Royal Infirmary location.
  6. Add the rate, start date and required compliance documents.
  7. Click Save.

For a deeper walkthrough see Creating a vacancy.

4. Shortlist the candidate​

Connect Sarah Williams to vacancy RS-1045.

  1. Open vacancy RS-1045.
  2. Select Matched & Shortlist.
  3. Use Add in the shortlist area, or use Submit CV / Shortlist if that is the action shown on the vacancy.
  4. Search for Sarah Williams and select her record.
  5. Review the vacancy, candidate and payment type details.
  6. Save the shortlist record.

Sarah now appears in the vacancy's shortlist table, and the vacancy appears on Sarah's candidate record under Matched & Shortlist.

5. Invite a colleague​

Most agencies have more than one recruiter, so invite a colleague to share the workload.

  1. Open Settings > User Management.
  2. Click Invite user.
  3. Enter their work email and choose a role, such as Recruiter.
  4. Click Send invite.

They receive an email with a link to set their password. See Inviting your team for details on roles and pending invites.

6. Optional: connect Xero or email​

Two quick integrations make day-to-day work smoother:

  • Xero: connect your Xero account so invoices and timesheets sync automatically. Open Integrations > Xero and follow the prompts. See Xero integration.
  • Email: connect your Microsoft 365 or Google Workspace mailbox so you can send and log emails from inside RecSphere.

See Integrations overview for the full list of supported integrations.

You are ready to go

You now have one candidate, one client, one vacancy and one colleague. From here, repeat the same pattern at scale, or import existing records in bulk - see Importing your data.