Staffing agency platform
Everything an agency runs on, on one record
Front office, worker app, client portal, time, payroll, invoicing, AR, reporting and AI share one database. A placement a recruiter creates is the same placement the worker clocks into, the client approves, and finance bills and pays.
Front office
An ATS that keeps recruiters on the process
- Keyword search across resumes and worker notes, with parsing, so a new recruiter finds people without knowing where to look.
- Job orders with open slots, offers pushed to matching workers in the app, and a placement that carries its own bill and pay rates.
- Process controls: steps a recruiter must complete before a placement goes live, so liability is managed by the system rather than by memory.
- Texting and calls from the record, with the history where the next recruiter can see it.
- Duplicate detection that scores likely matches and merges records side by side.
- Branch and division scoping, so a regional manager sees their region and the owner sees everything.
Worker app
Jobs, clock-in, documents and pay, in your name
- White-labelled and native on iOS and Android, listed under your agency’s name in the app stores.
- Workers see the whole job before they say yes: rate, address, start time, who to report to, and when they get paid.
- Tap interested, accept, clock in and out, upload a document, message a recruiter or the branch inbox.
- A pay tab with hours by day, net pay, deposit date and every deduction explained. If a day looks wrong, the worker flags that day and the question lands in the branch queue already filled in.
- Sick time balances by state, shown in the app.
- In-app messaging with a recruiter or the branch inbox. Workers reply 4x more in the app than by text, and 96% of their messages to agencies arrive there.
The recruiter still runs the relationship. The app removes the phone tag, not the person.
Client portal
Clients post, see who is coming, and approve time
- Clients create or request orders and watch each slot fill.
- Who is scheduled, who clocked in, and who didn’t, without a call to the branch.
- Time approval by the supervisor who watched the work, with rejections flowing back to the record.
- Messaging between client and agency that your whole team can see.
- Clients rate workers after each assignment and keep a preferred list, so the people they liked come back.
Acme Fabrication · client portalApprove time · week of Oct 12
0.0 h approvedR. Delgado40.0 h0 OT
T. Nguyen42.0 h2.0 OT
J. Pham38.5 h0 OT
M. Okafor40.0 h0 OT
Sent to invoice and pay run · nothing re-keyed
Time and payroll
Time comes from the job. Pay comes from the time.
A job is built from time blocks, each carrying a pay rate, a bill rate and a clock-in. That is why a six-month assignment and a two-day job sit on the same record with the same approval and the same path to the pay run.
Clock-in from the app
Punches land on the block they belong to. A missed punch is a flag on the record, not a mystery on Friday.
Payroll through Everee
Weekly pay, tax filings, garnishments and state rules, run by a payroll specialist and fed from the same approved time as the invoice. Same-day pay for workers who want it.
Bring your own payroll
Larger agencies keep their payroll provider. Approved time goes out as a payroll file built for that provider.
A recruiter pay tab
Recruiters see the same pay the worker sees, without a payroll login, and fix a missing day in one click.
Invoicing and AR
Approved time becomes the invoice, and the invoice becomes cash
- Invoices generated from approved time with each placement’s own bill rate, grouped the way each client wants them, with PO splits.
- Supplemental invoices and credit notes for the week a client disputes, tied to the original invoice.
- AR aging and balances by client, with DSO on the dashboard.
- One set of numbers. The invoice and the pay run come from the same approved hours, so there is nothing to reconcile.
- Your finance team keeps its ledger and its bank. We feed it.
Reporting
Dashboards on your own data, in the system your team already opens
- A Reporting tab with fill rate, time to fill, gross margin by client and branch, hours billed and paid, AR and commission.
- Managers build their own dashboards using AI or use ours. Recruiters see the dashboards they need and can filter and distill them easily.
- Finance reports come from the same approved time that produced the invoice and the pay run.
- Read access to your data for your own analysts, because it is your data.
AI
AI inside the workflow, on the record, with a recruiter in charge
Every AI action writes to the same placement record as everything else, so a recruiter can see what was said, what was decided and why.
Voice screening
An AI screener calls new applicants within minutes, asks your questions, and returns a transcript, recording and score to the ATS.
AI receptionist
Answers the branch line after hours, takes availability, reschedules, and logs the call on the worker.
Job descriptions
A full posting drafted from the job order in seconds, in your voice.
What does the ActivateStaff platform include?
An ATS, a native worker app branded to your agency, a client portal, time and approvals, payroll through Everee, invoicing, adjustments and AR, embedded reporting, and AI voice screening. All of it reads and writes one database.
Is payroll built in?
Payroll runs through Everee, embedded in the platform and fed by the same approved hours that produce the invoice. At larger volumes you can keep your own payroll provider and receive approved time as a payroll file.
Is the worker app branded to our agency?
Yes. The app is native on iOS and Android and published under your agency's name. Workers take jobs, clock in and out, upload documents, message the branch and see their pay by day.
Can clients approve time themselves?
Yes. Supervisors approve time in the client portal, and approved time flows to payroll and the invoice without re-keying.
What AI is included?
AI voice screening and an after-hours AI receptionist, run through a specialist voice partner with every call logged on the worker's record, priced per use. AI also drafts job descriptions.
Can we get our data out?
Yes. Your analysts get read access, and you can take a full export whenever you want it.
What is in the box, and what is a partner
One record, with specialists where they belong
Payroll is Everee’s engine, embedded. Onboarding and I-9 are Onboarded’s, embedded. Phone and outreach partners connect to the same record. We run the integrations and the relationships, so the stack behaves like one product.