For international placement agencies
Placement is the start, not the finish.
RecruitHub runs the work that begins once a candidate accepts: visas, housing, transport, payments and the follow-up that keeps every placement on track.
- Visas
- Housing
- Transport
- Client accounts
- AI assistant
- Daily briefings
Who it's for
For agencies whose job continues after the contract is signed.
RecruitHub is built for agencies that recruit people from abroad and look after them once they arrive: arranging visas, finding somewhere to live, providing transport, advancing money and staying in touch.
- Not a job board. You won't post vacancies or collect applications here.
- Not a sourcing tool. RecruitHub starts once you have the person.
- Not accounting software. It tracks what clients owe and what the agency earns and spends. Your accountant still keeps the books.
The client journey
One record follows each person from first contact to settled and working.
Every client moves through clear stages. Anyone who sits in the same stage for two weeks shows up on the dashboard, so nobody waits unnoticed.
- 01
Recruit & place
- Lead
- Qualified
- Documents Received
- Contribution Paid
Put clients forward to employers on a proposal board, record interviews and offers, then confirm the placement in one step.
- 02
Prepare
- Visa Processing
- Flight Booked
- Housing Assigned
- Transport Assigned
Visa, flight, home and transport, lined up before arrival.
- 03
Arrive
- Arrived in Vietnam
- Airport Pickup
- Apartment Check-in
- Lease Signed
- Motorbike Assigned & Contract Signed
The first week, step by step.
- 04
Settle & work
- Training / Orientation
- Settled
- Working
Ongoing support for as long as they're with you.
Operations dashboard
Start every day knowing what needs attention.
One screen brings the operation together: who is stuck in a stage, who is missing documents, whose visa expires soon, who still needs housing or transport, which balances are outstanding and which tasks are overdue. Open it in the morning and refresh it whenever you like.
- Visas expiring soon
- Missing documents
- Stalled in stage
- Awaiting housing
- Awaiting transport
- Awaiting visa
- Needs offboarding
- Outstanding balances
- Overdue tasks
- Today's schedule
- Interviews needing an outcome
- Delivery issues
The client record
Everything about one person, in one place.
Stage, contact details, visa, documents, housing, transport, balance and conversation history, organised into Overview, Finance and Operations tabs.
Visas
Record each visa from submission to approval and expiry, keep the visa document on file, and see expiring visas on the dashboard 90 days ahead.
Documents
A checklist covers passport, degree, teaching certificate, background check, medical check and signed contract, so anything missing is obvious.
Conversations
Log calls, Zalo messages, emails and meetings against the client. RecruitHub shows when you last spoke and flags anyone you haven't contacted in two weeks.
Housing & transport
Housing and transport, managed alongside the placement.
Housing
Keep every property and unit with its rent, deposit and status. Sign a lease and the deposit and first month's rent go straight onto the client's account. Record a rent payment and the client gets an email confirmation.
Transport
Keep track of your vehicles, assign one to a client with its deposit and monthly rate, and record payments the same way.
When a placement ends
Ending a placement archives the client, closes their lease and vehicle assignment, and makes the unit and vehicle available again, in one step.
Money
Know what every client owes, and how the agency is doing.
Every client
Client accounts
Each client has a running balance built from their account history: visa costs, housing, transport, contributions, loans, repayments and adjustments. Issue a loan or record a repayment and the client receives an email confirmation.
Admins and finance staff
Business finance
Record the agency's income and expenses with receipts attached, and follow cash flow, money owed to the agency and money it owes. RecruitHub points out what stands out in the figures, in plain language.
AI assistant & executive briefings
Ask about anything in your operation. Get the day's picture without asking.
The assistant
Type or speak a question about a client, a deadline or what needs attention. The assistant reads your agency's records, summarises them and points out anything that looks out of place.
You stay in control
The assistant can offer to create a task, log a conversation or email a client. Nothing is saved or sent until you confirm it on screen.
Executive briefings
Every evening the agency owner receives a Daily Executive Briefing by email, with a Weekly Operations Summary on Mondays and a Monthly Executive Report. Each opens with a written summary, followed by recruitment, operations, finance and compliance figures and the actions that still need attention.
Built for a team
Clear roles, a clear history, and data kept to your agency.
Emails RecruitHub sends to clients and staff are logged on the record, and any that fail to send appear on the dashboard.
Team management
Admins invite teammates, change their role or deactivate them. There are five roles: Admin, Recruiter, Compliance Officer, Finance and Account Manager. Business finance is limited to admins and finance staff.
A record of who did what
Tasks record who completed them. Team members other than admins add a completion note, and the owner is notified by email. Every status change on the proposal board is written to an audit log.
A separate environment for each agency
Each agency runs in its own separate Google Firebase project, with its own database, sign-in and file storage, never shared with another agency. Using RecruitHub requires signing in, and the database only serves your agency's records to accounts that belong to it.
Day to day
What changes for your team.
Nobody waits in a stage unnoticed.
Two weeks without moving stage puts a client on the dashboard.
Visa and document gaps show up early.
Missing documents and visas expiring within 90 days are listed on the dashboard.
Payments land on the client’s account.
Rent and vehicle payments, loans and repayments are recorded against the client, who gets an email confirmation.
The owner gets the day’s picture without asking.
A briefing arrives by email every evening.
New staff inherit the full history.
Stages, conversations, payments and tasks stay on the client’s record.
FAQ
Questions agencies ask.
Is RecruitHub a job board or an applicant tracking system?
Neither. There are no job posts and no application forms. RecruitHub starts once you have the person: it includes a proposal board for putting clients forward to employers and tracking interviews and offers, then runs everything after the placement.
Will it replace how we work today?
It's designed to replace the spreadsheets, chat threads and shared folders agencies use to track clients, visas, documents, housing, transport, payments and follow-ups. It isn't accounting or payroll software, and it doesn't calculate tax, so it won't replace those.
How is our data kept separate and secure?
Each agency runs in its own separate Google Firebase project, with its own database, sign-in and file storage, never shared with another agency. Using RecruitHub requires signing in, the database only serves your agency's records to accounts that belong to it, and business finance and team management are restricted by role.
How does getting started work?
We set up a separate environment for your agency with your name and branding and create your first admin account. You then invite your team from inside RecruitHub. There's no self-serve import yet, so we'll talk through moving your existing records during the demo.
How much does RecruitHub cost?
Pricing depends on your agency's needs and how you plan to use RecruitHub. Book a demo to discuss your requirements and find the right fit for your team.
What can the AI do on its own?
Nothing that changes your data. The assistant reads your agency's records to answer questions. It can offer three actions (create a task, log a conversation or email a client), one at a time, and each waits for you to confirm it on screen. Emails only go to the address already on the client's record. The assistant runs on Anthropic's Claude.
Who receives the executive briefings?
The agency owner, by email. The daily briefing arrives every evening, the weekly summary on Mondays and the monthly report once a month.
Does it work on a phone?
Yes, in the browser. The layout adapts to phones, tablets and desktops. There's no separate app to install.
Recruiting teachers beyond Vietnam? Let's talk.
RecruitHub is currently tailored to the workflows of agencies placing international teachers in Vietnam. We're always happy to discuss your agency's needs and explore whether RecruitHub is the right fit.
Book a demo
See RecruitHub in action.
Tell us about your agency and we'll arrange a walkthrough of RecruitHub, following a client from proposal through to settled and working.