For recruitment agencies on Claude or ChatGPT
One brain for the whole agency
Your consultants talk about candidates and clients all day, in Teams, email, calls and AI chats. We pull the decisions out of those conversations into one secure brain the whole agency shares. Then anyone can ask it a question, or update the CRM, straight from Claude or ChatGPT.
- AI
- Yours
- CRM
- Keep it
- Team
- All
- Seats
- None
00 / The problem
Your agency runs on decisions. Most of them never get written down.
Why a candidate was turned down. What a client really wants. Which fee was agreed. It lives in someone's head, a Teams thread or a personal AI account. When they leave, it leaves with them. We give the whole agency one place to put it, and one place to find it.
01 / Capture
The CRM shows a candidate was rejected. It rarely shows why.
A candidate is marked rejected at final. The reason is in a call that was never written up, a Teams thread with the hiring manager and a note that says "fit". When the consultant leaves, the reason leaves too.
The brain saves the why next to the what: who decided, when, what was said and what happens next. It picks this up from the conversations as they happen, so nobody has to type it up afterwards.
Over time every outcome, a placement, a lost finalist or a client gone quiet, can be traced back to the decisions behind it. That history is what makes the answers any good.
02 / Sources
It listens wherever your team already talks.
We connect the places your consultants discuss candidates and clients. Shared skills read each conversation, pick out the decisions, match them to the right candidate, client and role, and file them in the brain. Anything it is unsure about is checked with the consultant first.
- Team chat
- Microsoft Teams and Slack channels and messages.
- Outlook and Gmail threads with clients and candidates.
- Calls
- Transcripts from Teams and Zoom calls, and note-takers like Fireflies or Otter.
- AI chats
- Say "save this to the brain" in Claude or ChatGPT and the decision is filed.
- CRM notes
- Read from Bullhorn, Mercury, Loxo or whatever you run.
- Everything else
- WhatsApp or LinkedIn messages can be forwarded or pasted in. They can't be read automatically.
03 / Update
Tell your AI what happened. It updates everything else.
Consultants lose hours copying the same update into the CRM, a note, an email and a Teams message. With the brain connected, they say it once, in Claude or ChatGPT, and the rest follows.
Nothing changes until the consultant says yes. Every update is logged with who made it and why.
ConsultantSarah's out for the Halden ops role. Three months' notice, and they need someone in four.
Ready to update
- CRMSarah Patel moved to rejected, Halden Logistics
- WhyNotice period: three months, client needs four weeks
- TeamAccount manager told in the Halden channel
- NextTwo finalists left, both available now
Shown to the consultant first. Nothing changes until they confirm.
04 / Safety
Everyone gets answers. Nobody sees what they shouldn't.
Today, consultants paste CVs and client notes into personal AI accounts because it helps. That is candidate data leaving the agency with no record and no way back: a GDPR problem nobody can see.
With the brain, the team works in the agency's own Claude or ChatGPT account. The brain decides what each person can see, hands the AI only what the question needs, and logs every step. On business and team plans, your data is not used to train the AI.
- 01A consultant asks in Claude or ChatGPT, on the agency's account
- 02The brain checks who is asking and what they can see
- 03It sends back only what that question needs
- 04Names are hidden when the task does not need them
- 05Every question and every change is logged
05 / Any AI
Works with the AI your team already uses.
Use Claude today, ChatGPT tomorrow, or both. The brain, your skills and everything in them stay the same.
- AI tools
- Claude and ChatGPT both plug in through MCP, the standard way AI tools connect to other systems.
- CRM
- Reads and updates Bullhorn, Mercury, Loxo or whatever you run. Change CRM later and the brain comes with you.
- Skills
- Your agency's way of working, written once and shared with every consultant: how you log a rejection, how you write up a candidate.
- Lock-in
- None. Code, skills and documentation are handed over as each phase is paid for.
06 / Workflows
The diagnosis decides which workflows come first.
Every agency's list is different. These are the kinds of work that tend to rank highest once the brain is in place.
- PLAN
Each consultant's day, built from what is open, stalled and closing.
- UPDATE
Tell your AI what happened. The CRM, the notes and the team are updated in one go.
- COACH
The way your best billers work, made visible to everyone else.
- PRESENT
Candidates and roles written up in the agency's voice, approved before sending.
- PROSPECT
New roles and signals in your markets, matched to relationships you already hold.
- RECALL
Any consultant can ask why, and get the answer with its sources.
07 / How it runs
Three phases, and you can stop after any of them.
-
Phase 1 / 3 to 4 weeks
Diagnose
Interviews with the owner, managers and consultants, a read-only snapshot of your systems, and a roadmap ranked by return. We run it with you using Bench, our project tool. The roadmap is yours whether we build it or not.
-
Phase 2 / by roadmap
Build
Connect your chats, inboxes and CRM first, then switch on the brain, then add one workflow at a time. In person at the start, remote after. Each workflow is live for a real week before the next begins.
-
Phase 3 / monthly
Run
Each workflow measured against the baseline dated in phase 1, a short weekly note to the team, and the roadmap re-ranked as the agency changes. Stop any month and keep everything.
What the diagnosis reads
Bench takes a snapshot of the CRM and scores the record before anything is built, so every roadmap item carries evidence, a value range and a dated baseline. The readout on the right is from our fictional demonstration agency.
- Consultants
- 22
- Desks
- 3
- Fees a year
- £2.9m
Candidate records with the field filled
- Last contact85%
- Job title62%
- Employer55%
- Skills45%
Synthetic data from the Meridian demo. Fee figure rounded.
08 / Cost
Priced on the size of the agency and the complexity of the build.
- Diagnose
- A fixed fee, set by the number of consultants and desks, agreed before we start.
- Build
- Quoted phase by phase from the roadmap. Each phase is priced before it begins and you own what it produces.
- Run
- A monthly fee for measurement, the weekly note and keeping the roadmap current. Stop any month.
- AI tools
- Your team uses the agency's own Claude or ChatGPT plan. We add no seats and no mark-up.
09 / Questions
Before the first call
Which AI tools does it work with?
Claude and ChatGPT, on the agency's team or business plan. Both connect the same way, so if you switch later, the brain comes with you.
What is MCP?
The standard way AI tools like Claude and ChatGPT plug into other systems. Think of it as a secure plug: your AI can ask the brain questions and make updates, but only the ones you allow.
Which conversations can it read?
Teams and Slack, Outlook and Gmail, call and meeting transcripts, and anything a consultant saves from a Claude or ChatGPT chat. WhatsApp and LinkedIn messages can be forwarded or pasted in, but not read automatically.
Can everyone see everything?
No. Access follows your roles. A consultant sees their desk, a manager sees their team, and private notes stay private.
Will it change our CRM without asking?
No. Every update is shown to the consultant first and only made when they say yes. Each change is logged with who made it and why.
Do we have to change CRM?
No. The brain reads from and writes to what you run. If a new CRM is the right move, it appears on the roadmap with its own case, and the brain moves with you.
Will our data train someone else's AI?
No, as long as the team works on a business or team plan, which we set up with you. Personal AI accounts are the risk this replaces.
What if consultants do not use it?
Every workflow has an owner on your side and a number it should move. A workflow that is not used comes off the roadmap.
10 / Start
What does your agency know that nobody has written down?
Bring one desk to a 30-minute call. We will show you where its decisions are getting lost today, and how to keep them.
When a roadmap needs board-level recruitment experience, we bring in operators who have run and sold agencies.