AgencyOptix, in full

What AgencyOptix covers

• –Recruitment and staffing agencies operating under the Conduct of Employment Agencies and Employment Businesses Regulations 2003
• –Multi-branch agencies, from a single branch upwards
• –Candidate records — right-to-work, DBS and qualification tracking
• –Client and placement records, temp and permanent
• –Timesheets, calendar and cross-branch reporting
• –Incident and complaint records

What it doesn't cover

• –Payroll processing, invoicing or accounting
• –Job board listings or candidate sourcing/advertising
• –Umbrella company or contractor payment administration
• –Applicant tracking for direct (non-agency) employers

Placements

A live register of every placement you run.

• –Placement profile, client and candidate in one place
• –Switch between an all-branches view and a single branch's workspace
• –Role-based visibility, so consultants only see the desks they work on

Timesheets

Build and approve timesheets without a spreadsheet.

• –Digital timesheet submission and approval, branch by branch
• –Permission-gated editing for branch managers and payroll
• –Temp and permanent placements tracked side by side

Calendar

Compliance renewals, reviews and bookings, together.

• –One calendar across every branch, filterable by consultant or type
• –Upcoming right-to-work and DBS renewals surfaced automatically
• –Event details link straight through to the candidate or client record

Candidates

A single record for every candidate on your books.

• –Right-to-work, DBS and qualification expiry tracked per candidate
• –Placement history and client feedback kept together
• –Risk flags surfaced on the dashboard the moment they're logged

Forms & Records

Digital forms built for compliance and audit.

• –Drag-and-drop form builder for registration and compliance checks
• –Draft and submitted records tracked separately, so nothing goes missing
• –A searchable record library for every form ever submitted

Clients

Keep every client relationship compliant and on record.

• –Contracts, rate cards and account owners tracked per client
• –Role-based access from Consultant to Branch Manager
• –Client profiles linked directly to placements and bookings

Incidents

Complaints and incidents, handled properly.

• –Structured incident capture from first report to close-out
• –Notes, outcomes and follow-ups attached to a single record
• –Trends surfaced so recurring issues don't go unnoticed

Reports

Everything an auditor or client asks for, ready to export.

• –Compliance and placement roll-ups across every branch
• –Filter by branch, date range or category in seconds
• –Built from the same records consultants already enter — nothing re-keyed

01

REC-ready compliance and placement records, kept on the same platform your consultants already work in

02

Multi-branch management with role-based access, from Consultant to Branch Manager

03

Right-to-work, DBS and qualification tracking, with renewals surfaced automatically rather than chased manually

04

Timesheets, calendar and compliance in one place — nothing re-keyed between systems

05

One licence per company covers unlimited candidates and clients — no per-seat maths

06

All 8 platform modules included at the published price, with no separate module fees

07

Product updates and secure cloud storage included for the life of the subscription

Price

£3,495 / year

Pricing model

Includes up to 100 active placements, then £25 per additional placement / year

no per-seat fees

What's included

Unlimited candidates & clients; all 8 platform modules; product updates; secure cloud storage; Timesheets, Calendar & Forms & Records; email support.

Free trial

14 days, free

start without a card and set the dashboard up in full. Nothing is charged unless you choose to carry on at the end of it.

Set-up fee

None as such. Onboarding and data migration is offered at £399 as an optional one-off

the licence can be bought without it, and it is not charged again at renewal.

Discount for educational or non-profit organisations

Not currently published

ask us directly.

01

Kick-off

We walk through the rollout plan together, so your team knows exactly what to expect and when.

02

Discovery

We look at your branches, your current records and your processes, so the platform is set up to match how you actually work.

03

Configure

We set up your branches, clients, roles and permissions, so the platform is ready to use from day one.

04

Train & deploy

We train your team, run final readiness checks, and support you through your first weeks live.

Getting started

Kick-off, discovery, configuration, then training and deployment

see the four steps above.

Training cost

Not currently published

included as part of the rollout described above; ask us directly for specifics.

Data export while active

You can export your records at any time while your account is active

candidate files, right-to-work checks, placement history, all in a standard format.

Formal end-of-contract export commitment

Not currently published in the Terms of Service beyond the ability to export while your account is active

we'd encourage exporting before your subscription ends.

Assistance on exit

Not currently published.

Support channel

Email support, included at no extra cost for as long as your subscription is active.

Cost

Included in the licence fee

no separate support charge.

Response time

Response times are targets, not guaranteed service levels, unless separately agreed in writing (per our Terms of Service, clause 11).

Phone support

Not offered.

Named account manager

Not offered.

Third-party/community support

Not currently published.

Access

Web browser

no separate app to install.

Supported browsers

Not currently published.

Mobile

Not currently published.

Customisation

A drag-and-drop form builder is included for registration and compliance checks, so agencies can build their own forms and records without custom development.

Public API

Not offered.

Data import tools

Not currently published.

Data protection basis

UK GDPR and the Data Protection Act 2018. We act as processor for Customer Data submitted to the Platform, under a data processing agreement; the Customer organisation remains the data controller (per our Privacy Policy and Terms of Service).

Encryption in transit

Yes, per our Privacy Policy (clause 11, Security).

Access control

Role-based access controls, with regular review of access permissions, per our Privacy Policy.

2FA / SSO

Not offered

not mentioned in our Privacy Policy or Terms of Service.

ISO 27001

Not held.

Cyber Essentials

Not held.

Penetration testing frequency

Not currently published.

Uptime SLA

Not published

we aim to keep the Platform available at all times but do not guarantee uninterrupted or error-free operation (Terms of Service, clause 11).

Data hosting location

Not explicitly published. Where data is transferred outside the UK or EEA, we use appropriate safeguards such as the UK International Data Transfer Addendum or a jurisdiction covered by a UK adequacy regulation (Privacy Policy, clause 8).

Built for UK recruitment regulation

Designed around the standards that govern the Conduct of Employment Agencies Regulations.

REC-aligned recordkeeping

Compliance and placement records structured around the evidence auditors ask for.

GDPR-conscious by design

Role-based access keeps sensitive candidate records need-to-know, not open to the whole team.

Role-based access, built in

From Consultant to Branch Manager — permissions that match how agencies are actually run.