Apex Staffing Operations Platform

Overview

An internal web application for a mid-size staffing agency that replaces spreadsheets and email for placement tracking, job orders, candidate pipeline, timesheets, and reporting. Built for 40+ recruiters and operations staff to see placements, hours, and revenue in one place.

Pains

• Placements, job orders, and timesheets lived in separate spreadsheets and inboxes, making it easy to miss changes.
• Recruiters and ops had no single view of active placements, open roles, and candidate pipeline.
• Timesheet submission and approval relied on email, causing delays, disputes, and weak audit trails for payroll and compliance.
• Leadership lacked clear, up-to-date reporting on fill rates, revenue by client, and recruiter performance.
• Preparing payroll and client reporting took hours of manual consolidation and checking across tools.

Solutions

• Placement dashboard that shows active placements with filters (client, recruiter, status, date range) and quick stats for leadership.
• Central placements register with candidate, client, job, dates, rates, status, attachments, and audit history for every assignment.
• Job order management module that tracks open roles, requirements, rate cards, number of openings, and linked placements.
• Candidate pipeline that consolidates stages from sourced to placed and links to placements when a candidate is hired.
• Timesheet module where workers submit hours against placements and recruiters/clients approve with a full audit trail.
• Reporting views for fill rate, revenue by client, hours by placement, and recruiter performance, with export for payroll and compliance.
• Role-based access for recruiters, operations/admin, and leadership so each group sees the right level of detail.

Business achievement

• Single source of truth for placements, timesheets, job orders, and candidate pipeline across the whole agency.
• Faster, clearer timesheet approvals with an auditable workflow that supports payroll and compliance reviews.
• Leadership can see fill rates, revenue, and recruiter performance without waiting for manual reporting.
• Platform is structured around real staffing workflows, making it easier to onboard new recruiters and ops staff.

Saved hours

Recruiters and operations teams no longer reconcile placements, timesheets, and revenue across multiple spreadsheets and email threads. Weekly reporting and payroll prep are driven from the system instead of manual exports. Estimated 10–15 hours/week saved across the team.

ROI

Clearer visibility into hours and revenue reduces leakage and billing errors, and faster approvals accelerate cashflow. The platform turns operations data into live reporting for leadership, supporting growth without adding the same level of back-office headcount.

Tech

• React
• Node.js
• PostgreSQL