Custom recruitment agency software
Appfront develops custom software for temporary employment agencies and staffing firms: from a candidate and flex pool database, vacancies and matching, to scheduling, time registration with approval, payroll and invoicing. With support for phases and the chain rule as an indicative tool, ID and Wav checks, and a client and candidate portal. Privacy by design and tailored to your way of working, your collective labour agreement and your clients. For temporary employment agencies, staffing firms, payrolling companies and flex businesses that want their processes tight and demonstrable.
What is temporary employment agency software?
Temporary employment agency software supports the full process of a staffing or secondment agency: building and maintaining a candidate and flex pool database, posting vacancies and matching on availability and profile, scheduling, time registration with approval by the client, and the payroll and invoicing that follow. Everything revolves around one chain: the right candidate in the right place, with administration that adds up from placement to invoice.
Off-the-shelf packages often force your way of working into a fixed mould. Staffing, however, differs greatly from agency to agency: in sector and collective labour agreement, in phase systems, in margins and in how time registration, payroll and invoicing are set up. Custom software fits your process rather than the other way around, and can grow with you as your clients, your collective labour agreement or the regulations change. That prevents shadow administration in loose spreadsheets and keeps the chain from candidate to invoice watertight.
Because you handle a lot of personal data about candidates, from CVs and identity details to contracts and hours, we build privacy by design and data minimisation in from the architecture stage. You can also read more about our wider approach to custom software and the options for integrating existing systems.
One chain from candidate to invoice
Candidate, vacancy, placement, hours, payroll and invoice in one coherent system. Your recruiters and planners work in one place and keep an overview, without retyping data from loose lists or mailboxes.
Phases and deadlines in view
The software flags when a candidate moves to a new phase or a contract chain approaches a limit, based on rules you configure yourself. Indicative and as a tool within your own way of working, not as legal advice.
Demonstrable and traceable
Approvals, changes and access are all logged. That gives you control over hours, margins and compliance, and helps you handle candidates' personal data carefully, along with the requirements around identity and employment law.
If you also arrange housing, this brings its own administration since the Wtta. The register side is handled by SNF software, and the on-site recording by the SNF app.
If you hire from foreign service providers, you as the client have a duty to check their notification. See WagwEU software.
How we build your temp agency software
We work step by step and involve your recruiters, planners and back office early in the process. From a thorough review of your processes, collective labour agreement and clients through to go-live and ongoing support, every step is focused on software your team understands, trusts and can use smoothly every day.
We map out your process, from candidate and vacancy through planning and time tracking to payroll and invoicing. Together we decide which stage rules, integrations and permissions are needed, and what can be left out.
We design the architecture, data model and authorisation model with data minimisation and privacy by design as starting points, plus the approach for timesheet flows, approvals, phase monitoring and integrations with your payroll and accounting package.
We build in short iterations with automated testing, structured logging and monitoring. You see working versions along the way and help steer priorities and alignment with the day-to-day practice of your planners and back office.
Controlled go-live with data validation and a safety net, followed by ongoing management, monitoring and further development as your clients, collective labour agreement or regulations change.
What temp agency software does in practice
We tailor every application specifically to your process, your collective labour agreement and your clients. Below are the features we most often deliver for temp agencies, staffing firms and flexible labour companies.
Candidate & flex pool database
One up-to-date database of candidates and flexible workers, with CV, skills, availability, documents and placement history. Duplicate entries are prevented and recruiters quickly find the right people, with authorisation ensuring only what is needed is shown.
Vacancies & matching
Record client vacancies and match them to suitable candidates based on profile, availability and location. The recruiter can quickly see who fits and keep track of the status of every vacancy and placement clearly.
Planning & availability
Schedule shifts based on availability, skills and agreements with the client. Changes and open shifts are visible immediately, so planners can reshuffle quickly and fill gaps in staffing.
Time registration & approval
Candidates register their hours, the client approves digitally and the back office processes it without retyping. Surcharges, breaks and deviations are taken into account, so approved hours form a reliable basis for payroll and invoicing.
Payroll & invoicing
Approved hours drive candidate payroll and client invoicing, including surcharges, margins and VAT. Integrations with your payroll and accounting package keep your administration balanced and prevent manual errors.
Portal & ID/Wav check
A client and candidate portal for sharing vacancies, hours, documents and invoices. Identity and Wav checks are recorded in a structured way, with expiry dates monitored and an auditable trail, so you stay in control of compliance and privacy.
Who we build temp agency software for
Temporary work is provided by a range of organisations, each with its own role and administration. For each of them we build software that suits their way of working, their collective labour agreement and their collaboration with clients and candidates.
Staffing agencies
Agencies that match and place candidates, often in high volumes and across varied services. The software supports the entire chain, from recruitment and matching through to timesheets, payroll and invoicing, with phase monitoring as an indicative tool. A well-built custom CRM keeps clients and candidates in view.
Temporary staffing agencies
Agencies that place professionals with clients for longer periods. The focus here is on contract management, timesheets per assignment and clear invoicing based on agreed rates, with visibility of ongoing assignments and margins.
Payroll companies
Organisations that take over the legal employment and payroll administration on behalf of clients. The software supports accurate processing of hours, contracts and payroll, with the separation and logging needed to serve multiple clients carefully.
Flexible staffing firms
Broader staffing agencies that combine multiple forms of intermediation or operate in a specific sector. They need a flexible data model, integrations and solid workforce planning, so that staffing, hours and administration stay aligned.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
We build with a modern, maintainable web stack and integrate with the systems you already use where needed. For temporary staffing, the most relevant are integrations with your payroll and accounting package for payroll and invoicing, payment flows via SEPA and iDEAL, and publishing vacancies to job boards. A well-designed custom CRM and reliable workforce planning fit seamlessly alongside this. We implement every integration with data minimisation, so only what is necessary is exchanged.
Voor de voorbereiding op de SNA-inspectie, met bewijs per eis van de NEN 4400-1, is er onze software voor het SNA-inspectiedossier.
If you house migrant workers and want to know who sleeps where at each location, take a look at our app for migrant worker accommodation.
If clients expect messages in the industry standard, there is our page on a SETU integration.
If you schedule flexible workers in Plan4Flex and want hours transferred to payroll without retyping, there is our page on a Plan4Flex integration.
If you use Easyflex and want to connect it to your own recruitment system or hours portal, there is our page on an Easyflex integration.
For clients who check agencies for registration, certification and G-rekening, there is our supplier screening for staffing agencies.
For the hours of flex workers, recorded at the workplace and approved by the client, there is our app for flexible staffing timesheets.
If you work with placement fees rather than hourly rates, take a look at our app for placement fees and intermediation agreements.
If you also house the people you place, accommodation administration for migrant workers covers residents, occupancy and the separation from wages.
Why choose Appfront for your staffing agency software?
Appfront builds bespoke software and always begins with a thorough analysis of your process, your collective labour agreement and your clients. Staffing software must not only work technically, but also suit the pace, the margins and the care with which your team places, pays and invoices candidates.
We build privacy by design and data minimisation into the architecture from the outset, and write clear documentation so that your own team or a future supplier can understand and manage the software. No black box, but transparent code and clear agreements on authorisation, logging, integrations and management. You stay in control of your own system and your own data.
You work with a fixed point of contact who understands both the technology and the day-to-day practice of temporary staffing. This keeps lines short, prevents miscommunication and speeds up decisions when choices need to be made during the build.
See also our broader services: building custom software, custom software for your sector, a custom CRM and workforce planning software. Have questions? Get in touch with us.
- Custom software for employment agencies, secondment and payroll
- One chain from candidate and vacancy through to payroll and invoicing
- Phases and the chain liability rules as an indicative tool, not legal advice
- Privacy by design and data minimisation as a starting point
- Integrations with your payroll and accounting package
- ID and Wav checks recorded in a structured way
- Role-based authorisation and comprehensive audit logging
- Clear documentation your team can read and manage
- A fixed point of contact, no account managers passed around
- Ongoing maintenance and further development as the rules change
Security and privacy in employment agency software
A staffing agency processes a great deal of personal data about candidates: CVs, identity details, contracts, hours and, at times, documents for Wav checks. That is why privacy by design is central to what we do. For each data flow we record the legal basis for processing, apply data minimisation and set up authorisation based on role and need, so that a planner does not automatically see all financial or identity data. Every access and change is logged, so it is traceable who viewed which data.
We build in encryption in transit and at rest, separation of data between clients, and retention periods that align with your policy and the regulations. When handling identity documents and copies, we take the GDPR and the requirements of the Foreign Nationals Employment Act (Wav) into account. We document data flows and authorisations so that your record of processing activities remains complete and you can demonstrably stay in control.
Read more about our security approach: information security policy and vulnerability disclosure policy. Discuss your situation without obligation via our contact form.
- GDPR-compliant data processing and data minimisation
- A documented lawful basis for each data flow
- Encryption in transit (TLS 1.2+) and at rest
- Role-based access and least-privilege principles
- Separation of data between clients
- Complete audit logging of access and changes
- Structured recording of ID and Wav checks
- Retention periods aligned with your policy and the regulations
Frequently asked questions about employment agency software
Answers to the questions we are asked most often about custom software for staffing agencies and secondment firms.
Employment agency software supports the complete process of a staffing or secondment agency: building a candidate and flex pool database, posting vacancies and matching, planning and availability, time registration with client approval, and the payroll and invoicing that follow. Custom software lets you set up this process around your own way of working, collective agreement and phase system, rather than bending your way of working to fit a standard package. Because you process a large volume of candidate personal data, we build privacy by design and data minimisation into the architecture from the start.
We build bespoke software. Staffing and secondment agencies differ greatly in sector, collective agreement, phase system, margins and the way placement, time registration and payroll are organised. Custom software fits your actual process and can grow with you as your way of working, your clients or the regulations change. After an intake conversation we decide together which functionality matters most and in what order we build it, without promising a fixed timeline or price that we cannot yet substantiate.
We set out the phases and deadlines as they apply to your situation, for example under the CAO for temporary agency workers and the statutory chain rules, and we monitor the transitions with alerts. The software helps you see when a candidate moves to a new phase or when a contract chain is approaching a limit. This support is indicative and intended as a tool within your own way of working. It is not legal advice. For a legal assessment, we refer you to your CAO, your industry body and your own legal adviser, and we configure the rules so that you can adjust them if legislation or the CAO changes.
Approved hours form the basis for both candidate payroll and client invoicing. We build integrations with your payroll and accounting package, such as a payroll system or financial software, and can generate invoices based on hourly rates, surcharges and margins. Payments can run via SEPA and iDEAL. Which integrations make sense depends on your landscape. We map this out during the discovery phase and only build what demonstrably adds value.
When placing candidates, you must verify identity and, for workers from outside the EEA, check whether work is permitted under the Foreign Nationals Employment Act (Wav). The software supports this by recording identity documents, validity dates and any work permits in a structured way, with monitoring of expiry dates and an auditable trail. This keeps you in control of compliance and lets you demonstrate it, with GDPR observed when processing copies and document data.
You process a great deal of personal data about candidates: CVs, identity details, contracts and hours. We build privacy by design and data minimisation into the architecture from the outset. That means a documented lawful basis for each data flow, access based on role and need-to-know, retention periods aligned with your policy and regulations, and logging of access and changes. This lets you demonstrate GDPR compliance and keep your record of processing activities complete, while recruiters and planners see only the data they need for their task.
Yes. We regularly take over existing applications, even when they were built by another party. We review the architecture, integrations, authorisation model, logging and security, document the current setup and propose improvements. From there we can handle changes, integrations and monitoring, or modernise step by step towards a maintainable setup, without having to halt your ongoing service.
We build for organisations that place people and run the associated administration: temp agencies, secondment agencies, payroll companies and broader flexible workforce firms. Whether you operate in a specific sector or mediate broadly, the software supports the chain from candidate and vacancy, through planning and time registration, to payroll and invoicing, with the separation and authorisation you need to serve clients and candidates carefully.
Ready to have your staffing agency software built?
Tell us how your agency works and where you run into problems, from recruitment and matching through to timesheets, payroll and invoicing. We are happy to think along about process, integrations, phase monitoring, privacy and information security. In a no-obligation first conversation you will get a clear picture of what custom software can do for your organisation.