Case study · Staffing & Recruitment · Logic Square’s own product
The recruitment platform recruiters actually use.
Smoothire is Logic Square’s own agency-native recruitment platform, built around the client → mandate → submission → placement workflow that generic ATS products don’t model. It has run in daily production inside a specialist recruitment operation for about two years — 25–30 recruiters, a candidate pool of ~180,000, and ~250 placements.
- Ownership
- Logic Square’s own product
- Industry
- Staffing & Recruitment
- Status
- ~2 years in daily production
- Stack
- MERN (MongoDB · Express · React · Node.js)
The agency workflow — the differentiator, drawn. Generic ATS products don’t model it.
01 — The Challenge
The agency’s real state lived in inboxes and heads.
Mandate chasing
Which mandates are open, who’s working them, and what’s likely to close — answered by asking around, not by the system.
Submissions tracked in inboxes
Submitted CVs sat without feedback; client responses lived in email threads no one else could see.
Knowledge left with recruiters
Pipelines and client relationships lived with individual recruiters — when one left, a slice of the business left too.
02 — The Decision
Build the workflow, not the database.
Rather than adapting another ATS, we built Smoothire — our own product — around the agency workflow itself: client, mandate, submission, placement. A database stores information; the workflow is what creates value. The competitive contrast isn’t with any specific vendor — it’s between generic in-house hiring models and software that models agency work directly.
03 — What We Built
An operational platform where the agency pipeline is the spine.
The hard workflows
The mandate-to-submission pipeline
Every mandate carries its submissions, and every submission carries its client feedback — in the system, not in email. Clients see status and respond through the loop, so submitted candidates don’t sit unanswered and the pipeline’s real state is visible to the whole desk.
One candidate pool across sourcing channels
Structured import via Unipile and ContactOut-style channels brings candidate profiles into one searchable pool (~180,000 today) instead of scattered spreadsheets — and AI proposes matches against open mandates. Recruiters decide what goes forward.
What structured import solves: candidates found on sourcing channels arrive as clean, deduplicated profiles inside the workflow — no retyping, no private spreadsheets, no losing the candidate the second time you need them.
04 — AI on friction, humans on judgment
AI proposes. The recruiter decides.
AI in Smoothire sits on the slow, repetitive parts — proposing candidate matches against mandates, drafting outreach, summarizing long profiles for submission. Every consequential call stays with the recruiter. That line is why recruiters trust the assistance instead of routing around it: the efficiency is real, and the judgment stays theirs. Direction from here is deliberately modest — deeper assistance on the same frame, never a replacement for the recruiter’s call.
05 — Before vs After
The pattern agencies run on — and what the platform changes.
- —Candidates in spreadsheets, conversations in email, status in heads.
- —Recruiters as the manual integration layer between tools.
- —Revenue a guess; the pipeline invisible.
- One pipeline modeling client → mandate → submission → placement.
- Candidates centralized; feedback in the system, not inboxes.
- Likely-to-close revenue visible; knowledge institutional, not personal.
06 — Tech Stack
The engineering that matters, before the framework list.
Workflow model: the client → mandate → submission → placement pipeline is the data model, not a view over one — which is why the system matches how the work moves instead of fighting it.
Structured import: sourcing channels feed one deduplicated candidate pool through clean import paths — no scraping, no private copies.
MERN — MongoDB · Express · React · Node.js
Structured import via Unipile / ContactOut-style channels
07 — The Results
The adoption test, passed — in daily production.
The real test of recruitment software is whether recruiters keep using it after launch excitement fades. Smoothire has.
What we usually tell clients
Adoption is the symptom; workflow mismatch is the disease. If recruiters are working around the ATS you already pay for, the fix isn’t training — it’s software that models the business they actually run.
Common questions
Smoothire, answered.
Why do recruiters abandon the ATS an agency already pays for?
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Because generic ATS products model a company hiring for itself, not an agency working for clients. When the system fights the client → mandate → submission → placement workflow, recruiters route around it into spreadsheets and email. Smoothire models the agency workflow directly — which is why it passed the adoption test.
How is agency software different from an in-house ATS?
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An in-house ATS is built around internal requisitions and one pipeline. An agency works for external clients, manages mandates, submits candidates, tracks placements, and invoices outcomes — Smoothire is built around that model, with the client relationship at the centre.
Can we migrate from our existing ATS?
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Usually, yes — in phases. The highest-friction workflow moves first, runs alongside the existing system, and is proven in daily recruiter use before anything is switched off.
What drives cost and timeline?
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The scope of the workflow being modeled, the sourcing channels to integrate through structured import, migration from existing tools, and how much of the AI layer you adopt. Delivery is phased, with working software in recruiters’ hands before full rollout.
Who is Smoothire right for?
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Agencies running multi-client mandates where the workflow is the differentiation — typically 15+ recruiters. For small teams whose process matches a staffing-specific SaaS, buying is usually the better call, and we say so.
