No wonder fast-growing agencies allocate over 20% of their budget to staffing software; the right tech stack helps staffing firms hire better talent and build long-tasking client relationships by streamlining everything from recruiting to client management.
In this guide, we’ve rounded up top software options to fit every need—whether you're a small team or managing a large staffing agency—so you’ll find tools that deliver the results you’re looking to achieve.
What to look for in staffing agency software
Are manual tasks eating up your team’s time? Do you struggle with disorganized data or inconsistent communication with candidates and clients? Whatever your pain points, focus on those when examining the feature set of your staffing agency tool.
Key features of an effective staffing agency tech stack
These features will simplify your team's day-to-day tasks and help them manage hiring, onboarding, and client relationships more effectively.
Applicant Tracking System (ATS)
Two-thirds of recruiters use an applicant tracking system (ATS) on a regular basis to manage candidates.
An applicant tracking system (ATS) is a software tool that simplifies and automates the hiring process from start to finish. It’s a central hub where you can store and organize all candidate information, like resumes, application details, and interview notes.
If you're part of the one-third who hasn’t adopted one yet—or you're frustrated with the ATS you’ve got in your tech stack—it’s just about time to bring in a modern system to organize your hiring process.
Most ATS software options come with extra features like recruitment automation, a built-in CRM, and client portals. But depending on your setup, you might prefer using separate systems for those. Either way, these tools are essential for running efficient staffing workflows, so let’s take a closer look at each one.
CRM
In staffing, CRM systems help companies manage relationships with both clients and candidates across recruitment, sales, customer service, and marketing.
You can choose a standalone CRM, like HubSpot or Salesforce, which many agencies use. These platforms are much more flexible than all-in-one staffing agency software, which also means they may require some effort to tailor them to the unique needs of a staffing agency. The upside? You get more control over how the system works for you.
Just make sure your ATS can integrate smoothly with the CRM you choose.
Alternatively, you can opt for an ATS that comes with a built-in CRM. This option is quicker and easier to set up, though it might not offer as much customization for more complex workflows.
Automation tools
Posting jobs, coordinating candidate data across your ATS, CRM, and other systems, following up with candidates and clients, and collecting feedback—these are just a few tasks that eat up a recruiter’s time.
The good news is that automation is included in most staffing agency platforms. However, it’s important to check if the system has the specific automation features you need.
For example, while most CRM systems let you set up automated one-off messages, not all of them support more advanced features like automated workflow sequences, where one event triggers the next.
Take some time to map out your workflows and pinpoint the areas you want to automate. Once you have that laid out, you can compare the features of different software options to see which ones support the automations you need.
Client portal
Managing client communication is one of the top technology-related challenges for staffing agencies, but surprisingly, only 18% have adopted client portals. No wonder the majority struggle with keeping things organized.
A client portal lets your clients log in and check the status of job postings, candidates, and progress at any time, without having to email you for updates. This not only saves time but also builds trust, as clients can see exactly where things stand.
Artificial Intelligence (AI)
Almost half of staffing agencies have already integrated AI into their workflows, and nearly 48% of those who haven't are planning to.
From resume matching to predictive analytics, AI can be used in countless ways to optimize your staffing process. How you implement AI totally depends on your needs, your tech stack, and the specific areas where you want to boost efficiency.
9 Best staffing agency software in 2025
1. Softr
Best for: agencies looking to have full control over their staffing software functionality
Softr is a no-code platform that enables staffing agencies to build custom client portals, applicant tracking systems (ATS), and internal tools without writing a single line of code.
Whether you need a system to manage candidate profiles, streamline onboarding workflows, or organize client communication (or all of the above), Softr lets you create one in just hours or days.
But don’t just take our word for it—let's look at a real-world example.
Use case: Tech Ladies, the largest community of women in tech, built a two-sided marketplace with Softr to connect candidates and companies in under a week.
The resulting platform offers a self-serve experience, allowing candidates to create detailed profiles showcasing their skills and backgrounds.
Businesses can also set up their own pages to highlight what makes them a great place to work and showcase perks and benefits. They also have a candidate pool section where they can save and manage the profiles that best match their needs.
This is how Tech Ladies used Softr to improve recruiting workflows. Sign up for free and choose from a variety of templates tailored to different use cases or create your custom recruiting agency app from scratch.
Key features
- Pre-built templates, including the ATS template, client portal template, time tracker template, etc.
- Integration with Airtable, Google Sheets, SQL, HubSpot, and more
- No-code building blocks, including forms, lists, tables, comments, AI chatbot, etc.
- Custom code
- Workflow automation
- Role-based access control
- AI app generator
- Active community
- 24/7 support
Pricing
Your first published app with Softr is free. You'll get access to 24/7 live support, an active user community, and the ability to invite 10 logged-in users and unlimited viewers into your system.
Paid plans start at $49/month, which gives you 3 apps and 20 users. The most popular plan among agencies is $139/month. It offers unlimited published apps, 100 users, and advanced features like enhanced visibility settings and security options.
What users say about Softr
😊 “It's intuitive and helpful, and support is quick to respond. I like their pricing, too,” Kathleen C.
😊 “Within a couple of days, I was able to create a basic intranet/employee portal. By the end of my first week, I had built a remarkable tool that has organized and streamlined our sales process,” Em C.
🙁”There are some integrations that I would like to see expanded upon,” Nick B.
2. Ceipal ATS
Best for: mid-market companies looking to streamline the recruitment process with AI-driven workflows
Ceipal ATS is a staffing software solution with strong AI-powered applicant tracking capabilities.
AI is practically woven into the system’s workflows. For example, it can generate interview questions based on job descriptions or analyze candidate profiles to highlight the best fits.
One standout feature for staffing agencies is its email inbox extension. Whenever a recruiter gets a new job request from a client via email, they can pull the job details directly into the ATS.
Also, Ceipal ATS is part of the broader Ceipal suite, which means you can seamlessly expand your ATS capabilities by integrating with Ceipal’s VMS and workforce management tools.
💡 While ATS systems like Ceipal excel at applicant tracking and candidate relationship management, they don't offer robust client management features like self-serve client portals. However, you can always build one with Softr and integrate it with your ATS to complement its functionality.
Key features
- Candidate sourcing and assessment
- AI-powered candidate matching
- Job marketing campaigns
- Internal communication
- Integration with job boards and vendor management systems (VMS)
- Branded career portal
- Advanced candidate analytics
Pricing
Right now, Ceipal offers custom quotes upon request. In the past, Ceipal ATS started at around $24 per user, but it's best to check directly for the most up-to-date pricing.
What users say about Ceipal ATS
😊 “The setup process is straightforward, with clear instructions and helpful resources provided,” Chris Z.
😊 “The tools for communication are AI-based and helps a lot in recruiting talent,” Arvind Jumar S.
🙁 “I think the customization options could be a bit more flexible, especially when it comes to reports and workflows,” Gursimran Singh A.
3. Avionté
Best for: staffing firms looking for a comprehensive workforce management solution
Avionté is an all-in-one platform that covers everything from candidate sourcing and onboarding to time tracking and payroll management.
One of Avionté's biggest strengths is its end-to-end workforce management capabilities, allowing agencies to handle the entire lifecycle of a worker in one place.
Its other big benefit is a native VMS integration. Agencies can easily connect with employers, be the first to be informed when they create jobs, and get a complete view of business activity from clients in one system.
Key features
- Candidate sourcing and onboarding
- End-to-end talent relationship management
- Native VMS integration
- Time tracking and payroll management
- Compliance and tax management tools
- Customizable reporting and analytics
- Mobile-friendly interface for workers and admins
Pricing
Avionté offers custom pricing packages tailored to users’ needs.
4. JobDiva
Best for: staffing agencies looking for an all-in-one system at an affordable price
JobDiva is staffing software that gives agencies the tools they need to source, track, and manage candidates more efficiently.
The platform offers similar end-to-end functionality to comprehensive systems like Avionté but comes at a more budget-friendly price point.
Key features
- Automated resume parsing and candidate matching
- Candidate sourcing and job posting
- VMS integration
- Real-time candidate tracking
- Advanced reporting and analytics
- Integrated CRM functionality
- Compliance and onboarding tools
- Apps for talent and recruiters
Pricing
JobDiva offers custom pricing based on the size and needs of your agency.
What users say about JobDiva
😊 “JobDiva's all-in-one approach to functioning as an ATS sets it apart from many of its competitors (whom we have also tried in the past),”
😊”It's packed with features like powerful search tools, customizable workflows, and easy integrations with job boards and social media,” Meredith R.
🙁 “The resume harvester brings in resumes that aren't relevant, at times,” Rick M.
5. 100Hires
Best for: small and mid-sized staffing agencies looking for a simple recruitment automation platform
100Hires is a straightforward applicant tracking system (ATS) that focuses mainly on streamlining the hiring process for staffing agencies.
The platform offers a clean interface that’s quick to learn, even for those with limited tech experience. It’s packed with helpful automation features but without the complexity or price tag of more robust systems.
Key features
- Candidate sourcing and job board integrations
- Candidate qualification
- Interview scheduling
- AI-powered candidate ranking
- Email automation
- Multichannel sequences
- Branded career pages
- Collaboration tools
- Reporting and analytics
Pricing
Pricing starts at $75/month, which covers one user, up to 3 jobs, and 100 candidates. For staffing agencies, the $199/month plan is the best option, offering unlimited users, jobs, and candidates.
What users say about 100Hires
😊“It’s one of the most user-friendly ATS platforms I’ve come across,” Maria P.
🙁”100Hires is user-friendly and affordable, but it lacks some advanced features and integrations needed by larger organizations,” Mohamed A.
6. Sense
Best for: recruiters looking to streamline talent and employer engagement in one system
Sense is a communication and engagement platform that helps agencies manage relationships with candidates and clients throughout the entire hiring process.
Notably, among recruiters who claim to use marketing or recruiting automation software, 27% choose Sense, and it's easy to see why. Sense enables recruiters to keep candidates engaged and maintain communication across multiple channels, including drip email campaigns, SMS, and a dedicated mobile app.
Recruiters often use Sense alongside their ATS systems to fill gaps in communication and automation workflows.
Key features
- Candidate matching
- SMS and email campaign capabilities
- Marketing tools
- Interview scheduling
- Workflow automation
- Real-time notifications
- Candidate engagement tracking
- Built-in talent CRM
- Integration with ATS systems
- AI assistance
- Mobile app
Pricing
Sense offers tailored pricing based on the size of your agency and the features you need.
What users say about Sense
😊 “I love that fact that it's so easy to communicate with candidates, they respond almost instantly,” Wiktoria G.
😊 “We now have automated emails/texts sent out when someone is going to start an assignment or is scheduled for an interview, etc. Things are not slipping through the cracks and our process is much more streamlined,” Jill R.
🙁 “Sometimes the app takes a while to load,” Bianca V.
🙁 “The thing I liked least about Sense was that it was unavailable for us for long periods of time,” Omar.M
7. Fieldglass
Best for: agencies managing large-scale contingent workforces
Almost one-third of staffing agencies use vendor management software (VMS) to support one or more of their clients, and 30% of them choose Fieldglass. If you’re looking for a VMS, you should have Filedglass on your radar.
Fieldglass is a go-to VMS for staffing agencies working with large companies in industries like manufacturing, healthcare, logistics, and IT—sectors that rely heavily on contingent labor.
By connecting directly with the employer through Fieldglass, your agency can quickly receive job requests, submit candidates, and monitor placements all in one system.
Key features
- Job requisition and candidate submission workflows
- Real-time tracking of worker hours and assignments
- Compliance and risk management tools
- Automated invoicing and payment processing
- Integration with ERP and HR systems
- Custom reporting and analytics for workforce management
Pricing
Custom quotes are provided upon request.
What users say about Fieldglass
😊 “In my line of work, speed is everything, and I am always able to submit my candidates in a matter of only a few minutes with zero complexity, and no errors,” Jon F.
🙁”One aspect that I find inconvenient about the product is its short idle logout time,” Vivek Kumar D.
8. TestGorilla
Best for: agencies looking for a preliminary screening tool
TestGorilla is a pre-employment testing platform that helps staffing agencies assess candidate skills and match the best-fit talent for their clients. It offers over 400 scientifically validated tests across various industries and job roles.
It's a great choice for staffing firms working across diverse sectors. Recruiters can confidently screen candidates without needing deep expertise in a specific job or industry.
💡 With the growing popularity of skill-based hiring, using a platform like TestGorilla can give your agency a competitive edge over other staffing firms.
Key features
- Over 400 ready-to-use skill tests, including cognitive ability, personality, and software skills
- Custom test creation
- Automated candidate evaluation and ranking
- Integration with ATS and recruitment platforms
- Detailed analytics and reporting
- Branded test portals
- Multi-language support
Pricing
For direct recruiters, TestGorilla offers a free plan that includes up to 5 tests, with paid plans starting at $75/month for unlimited tests. However, staffing agencies with higher hiring volumes will need to request custom pricing based on their specific needs, as per the platform's fair usage policy.
What users say about TestGorilla
😊 “We use these questions as a preliminary screening tool, so that I'm able to identify the strongest candidates for a more traditional face-to-face interview,” Beth C.
😊 “It is most helpful to a recruiter who has only a base knowledge of what the candidate and the hiring manager have a greater knowledge of,” Christopher M.
🙁 “There are occasional technical glitches that prevent some candidates from completing their tests, which can be frustrating,” Pansee R.
9. Great Recruiters
Best for: agencies looking to streamline the feedback collection processes
Great Recruiters is a reputation management platform designed specifically for staffing agencies. It offers handy automation tools to collect, analyze, and showcase real-time feedback from candidates and clients.
If you're struggling to stay on top of feedback collection and reviews, Great Recruiters is a great solution. You can integrate it seamlessly with your ATS and CRM and start collecting shareable reviews without the lengthy setup process.
Key features
- Real-time feedback collection
- Customizable review and rating system
- Review sharing and reputation management tools
- Analytics for performance tracking
- Integration with ATS and CRM systems
- Branded review pages
- Automated review requests
Pricing
Paid plans start at $30/month.
How to choose the right software for your staffing agency
The big question is, should you go for an all-in-one platform with all the bells and whistles or piece together your own system with different tools?
All-in-one software like Ceipal or Avionté can be a great one-stop solution. But, if you want more flexibility and control over your workflows, building your own system with tools tailored to your specific needs might be better. The answer usually comes down to your agency's size and budget:
- Small staffing firms: If your workflows are simple and your budget is tight, look for straightforward, task-focused solutions that can integrate with other systems if needed. You'll get what you need without overcomplicating things.
- Mid-sized agencies and enterprises: With more staff and clients to manage, juggling too many tools might complicate your process. Comprehensive ATS and CRM systems are a better fit since they offer robust features that keep everything in one place.
But regardless of your size, you’ve got one more option. You can build your own system with a no-code tool like Softr. Small agencies can develop simple, internal tools or portals that won’t overwhelm employees or clients. And larger firms can design custom solutions that pull together all the features they need without the limitations of out-of-the-box software.
Benefits of using software in staffing agencies
If you’re still hesitating, understanding the benefits you’re looking to get with your staffing software will help you make a more informed decision:
- Time savings: Automating tasks like resume screening or interview scheduling frees up your team to focus on more important stuff, like connecting with clients and candidates. For instance, an AI-powered ATS can quickly filter applications so you don't have to.
- Better candidate experience: From applying to accessing performance reviews, the software makes the process smoother for candidates.
- Stronger client relationships: Having your data organized in a centralized system helps you manage client requests more promptly. And if you offer a client portal, it gives clients a sense of greater control over the process—they can track progress, review candidates, and share feedback without waiting for status updates from you.
- Staying compliant: The right software ensures you stay on top of legal requirements, like tracking hours or meeting privacy regulations.
- Scalability: With your workflows in order and automated, you can handle more clients and candidates without feeling overwhelmed. This frees up your resources to focus on growing your business and boosting profits.
Which of these are most important to you at the moment? Can you rank them? Understanding your priorities will make it easier for you to find a solution that truly supports your goals and helps your staffing agency thrive.
The best choice for staffing firms
No matter what challenges your staffing agency faces—whether it’s inconsistent workflows, scattered data, or poor client communication—there's a solution that fits your needs.
If you’re looking for a flexible option to tackle your agency's challenges and goals, consider building one with Softr. Ready to take the next step? Start developing your staffing software ecosystem with Softr today!
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