Umbra Penance

Services

Industries · Recruitment

Recruitment automation around the CRM you already use.

Candidates, CVs, client updates and compliance paperwork move through the same steps every day. We automate those steps around the CRM you already use, so consultants spend their time on calls, not copy-paste.

Describe your process instead
  • 20 minutes with an engineer
  • No obligation
  • Reply within one working day

You’ll speak with Adel or Mehdi, the founders who design, build and test every project. About us

Where the hours go

  • CVs arrive by email, job boards and LinkedIn, and someone re-keys every one into the CRM.
  • Candidates wait days for a reply because screening depends on who's in the office.
  • Clients chase for shortlist updates that already exist somewhere in the system.
  • Right-to-work and compliance documents are collected by hand and tracked in a spreadsheet.
  • Placements, timesheets and invoices are reconciled manually at month end.
A woman on the phone at her desk with a laptop open

Our approach

We start from your team's day, not from software.

We spend time with the people doing the work, list what they repeat, chase and re-type, and automate the steps that cost the most, keeping people in the loop wherever judgement matters.

Workflows we build for firms like yours.

Typical examples. Each one is mapped from your real process first, with people kept in the loop wherever judgement matters.

Candidate intake6 steps
  1. Application receivedJob board, email or careers pageWebhook
  2. CV parsedSkills, history, location, right to workAI extraction
  3. Duplicate checkMatched against existing candidatesCRM API
  4. Record created or updatedTagged to the right vacancyCRM
  5. Acknowledgement sentPersonalised, within minutesEmail / SMS
  6. Consultant notifiedOnly when the match is strongSlack / Teams
Before
Consultants re-key CVs from inboxes and job boards; strong candidates wait.
After
Every application lands in the CRM, de-duplicated and acknowledged, with consultants alerted to the best matches.

Works with your tools

We build against your CRM's API, whether that's Bullhorn, Vincere, HubSpot or another, rather than asking you to migrate. We'll confirm on the first call what yours allows.

n8nMakeZapierHubSpotMicrosoft 365Google WorkspaceOpenAI / Claude APIs

Questions we get asked

How much does it cost?
Every project gets a fixed quote after a free 20-minute scoping call, so you know the price before any build starts.
How long until the first workflow is live?
A focused workflow is often live within one to three weeks. Larger journeys are phased so something useful ships early.
Will this work with our recruitment CRM?
Most recruitment CRMs expose an API, which is what we build against. We confirm what your CRM allows during the first call; if a direct integration isn't possible we'll say so before any work starts.
Is it safe to put candidate data through AI tools?
Candidate data is personal data, so we design for it: we minimise what is sent to any AI provider, use providers and settings that don't train on your data, keep processing in approved regions where possible, and document the data flow for your GDPR records.
Do consultants lose control over what candidates and clients receive?
No. Anything client-facing can include an approval step. Automation handles the routine; consultants approve the messages that matter.
Where should a recruitment agency start?
Usually candidate intake: it's high volume, easy to measure and touches every consultant. We'd map it with you on a call and recommend the first workflow before quoting.

Talk it through with an engineer.

You describe the process, the tools and where it breaks. We tell you what we’d automate, build or test first, and roughly what it would take.

Describe your process instead
  • Pick a time in the next step
  • Free, no obligation
  • 20 minutes on Google Meet