A recruitment tracker for retained executive search firms running confidential C-suite and VP-level searches. Manage candidate confidentiality, board-level reporting, and stakeholder communication in Taskade.
What's Included
- Confidential Candidate Database: Candidate profiles with confidentiality flags and access logs
- Search Status Dashboard: Per-search progress with longlist, shortlist, and final-stage candidate counts
- Stakeholder Pipeline: Tracking communication with the client board, hiring committee, and reference contacts
- Outreach Drafting Agent: AI agent drafts personalized outreach for senior candidates referencing their specific career trajectory and the client's strategic context
- Reference Check Tracker: Structured reference questions and aggregated themes per candidate
Why This Template Wins
- Confidentiality built in: 7-tier role-based permissions restrict candidate visibility to lead consultants only, while still allowing partners to see search-level metrics. Audit logs prove no unauthorized access
- Outreach feels human: The Outreach Drafting Agent reads the candidate's LinkedIn, recent press, and known career markers — drafts that feel personally written, not templated. Senior candidates respond to personalized outreach 4x more than templated approaches
- Board reporting without 6 hours of slide-making: The dashboard auto-generates board-meeting-ready charts (longlist diversity, shortlist quality, search-velocity vs benchmark) — your partners spend the meeting strategizing, not formatting slides
How to Use
- Clone this template into your Taskade workspace
- Set up role-based permissions — partners get read-only on all searches, lead consultants get full access on their searches
- Connect LinkedIn Sales Navigator and Gmail for sourcing and outreach
- Train the Outreach Drafting Agent on your firm's voice and senior-candidate engagement style
- Set up automation triggers for stakeholder updates and quarterly board reports
FAQ
How is candidate confidentiality enforced?
Through 7-tier permissions plus audit logging. Candidates marked "confidential" are visible only to assigned consultants. Every read access is logged with user, timestamp, and what they viewed — Business and above retain audit logs sufficient for SOC 2 / ISO 27001 audits.
Can this handle international searches across time zones?
Yes. The Outreach Drafting Agent adapts tone and phrasing to regional norms (US vs UK English, formal European vs casual APAC). Calendar integration handles time zone scheduling automatically.
What plan supports a 12-consultant boutique firm?
Business ($40/mo) supports unlimited team members with the audit logs and access controls executive search firms typically require. Enterprise ($400/mo) adds dedicated support and SLA.
CTA
Try this template free in Taskade. For permission setup, see /learn/projects/permissions. To generate a custom search tracker, try the AI Recruitment Generator. Browse search firm apps in the Community Gallery.