Stop chasing candidates for CVs, right-to-work documents, and reference letters.
Let Jotask do it.
Send each candidate a branded portal link. They upload their CV, right-to-work documents, professional references, and compliance forms directly — no account to create, no ATS login to manage. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every candidate compliance pack lands in your dashboard, complete, before the interview date.
Missing candidate documents delay placements and create compliance risk
Right-to-work gaps expose agencies to fines
Recruiting without verified right-to-work documents exposes your agency to significant fines and reputational damage. Chasing these by email — with documents arriving as phone photos of passports — creates an incomplete audit trail. A structured checklist with automatic reminders ensures every document arrives before placement.
Missing references delay client submissions
A candidate submitted without references is a candidate at risk. Waiting for references to trickle in by email means placements are delayed and clients lose confidence. Collecting references as part of a structured document pack, with automatic reminders, closes that gap.
Compliance documents scattered across email inboxes
DBS check consent forms, professional indemnity certificates, and signed terms of business arrive by email, WhatsApp, and sometimes post. Finding a specific document when an auditor asks is a half-day task. Jotask keeps every compliance document for every candidate in one place, with a timestamped record.
How Jotask collects documents from your candidates
- 1
Build a candidate document checklist
Add every document required for a placement: CV, right-to-work, references, certifications. Save it as a template to reuse for every similar role in seconds.
- 2
Send a branded portal link
One email — your agency brand, not Jotask's. The candidate clicks the link, sees their checklist in the browser, and uploads directly. No account to create, no ATS login.
- 3
Automatic reminders handle the chasing
If a candidate hasn't submitted everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your placement timeline stops depending on a candidate remembering to email their documents.
- 4
Everything lands in your agency dashboard
Documents appear the moment candidates submit. See which placements have complete compliance packs, which candidates are lagging, and which documents are still outstanding — at a glance.
Built for every type of recruitment workflow
Permanent placement
Every permanent placement requires a formatted CV, right-to-work verification, two professional references, and a signed terms-of-business before the candidate can be submitted to a client. Collecting these by email creates scattered threads and compliance gaps.
- ✓Formatted CV and professional summary
- ✓Right-to-work document (passport or visa)
- ✓Two professional reference contact details
- ✓Signed candidate terms and data consent
- ✓Professional qualifications and certifications
Temporary & contract staffing
Temporary placements require right-to-work documents, P45 or starter checklist, bank details for payroll, and sometimes professional liability insurance — all collected before the start date. Missing any item delays the placement and risks compliance failure.
- ✓Right-to-work document (passport, BRP, or share code)
- ✓P45 or HMRC starter declaration
- ✓Bank details and payroll information
- ✓Professional indemnity insurance (for contractors)
- ✓Working time directive opt-out (if applicable)
Executive search
Senior executive placements require detailed biographical profiles, board-ready CVs, professional references from previous non-executive directors, and sometimes confidential written references — all managed with discretion before the longlist is presented.
- ✓Board-ready CV and executive biography
- ✓Confidential written reference letters
- ✓Published articles, talks, or portfolio pieces
- ✓Conflict of interest declaration
- ✓Right-to-work and identity documents
Regulated & compliance-heavy sectors
Recruitment in financial services, healthcare, legal, or education requires enhanced DBS checks, FCA registration certificates, professional indemnity certificates, and regulatory compliance documents — collected, verified, and retained as part of a compliant hiring process.
- ✓DBS check application or existing certificate
- ✓FCA, SRA, GDC, or relevant regulatory registration
- ✓Professional indemnity insurance certificate
- ✓Qualification certificates and transcripts
- ✓Signed compliance and conduct declarations
How Jotask compares to what recruitment agencies use today
| Feature | Jotask | ATS | Dropbox | |
|---|---|---|---|---|
| Candidate submits without an account | Yes | No — attachment only | Partial — ATS login required | No — Dropbox login required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | Varies by ATS | No |
| Structured checklist per candidate | Yes | No — free-form | Application form only | Folders only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable templates per role type | Yes | Manual copy-paste | Fixed job templates | No |
| Branded candidate portal | Yes — your logo + colour | No | ATS branding only | No |
| Timestamped audit trail | Yes | Partial — inbox search | Activity log only | Partial — activity log |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for recruitment compliance workflows
No candidate account required
Send a magic link. Candidates open it in any browser — no sign-up, no password, no app to download. A candidate submits their right-to-work document in under two minutes from their phone.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per candidate — never write another 'just chasing your documents' email again.
Reusable compliance templates
Save 'Permanent placement', 'Temporary worker', 'IT contractor', or 'Regulated sector' as templates. Create each new candidate's document request in seconds.
Deadline + automatic pause
Set a submission deadline — two days before the client interview. When it passes, the portal flags missing items so you know exactly what still needs chasing before you submit the candidate.
Timestamped audit trail
Every document submission is logged with a timestamp. When a right-to-work audit happens, you have an unambiguous record of what was received and when — not a reconstructed email chain.
Your agency brand on every portal
Add your logo and accent colour. Every portal your candidates see carries your brand — not a generic tool they don't recognise. Increases submission rates and reinforces your agency's professionalism.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your candidate data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For independent recruiters managing their own candidates.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For staffing agencies managing multiple consultants and pipelines.
Get startedFrequently asked questions
- What is the best document collection tool for recruiters?
- The best tool lets candidates submit CVs, right-to-work documents, references, and compliance forms without creating an account — with automatic reminders for missing items. Jotask covers all of this and is free to self-host.
- How can recruitment agencies collect candidate documents efficiently?
- Send each candidate a magic link. They click it, see a structured checklist in any browser, and upload directly. No account required. Automatic reminders handle candidates who haven't submitted everything before the interview date.
- Do candidates need to create an account to submit documents?
- No. Candidates receive a magic link by email. They click it, see your branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents can recruiters collect from candidates?
- Any document — CV, right-to-work documents, professional references, certifications, DBS consent forms, professional indemnity certificates, and signed terms of engagement.
- How does Jotask help agencies meet compliance deadlines?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a candidate hasn't submitted their required documents. Set it once per candidate — it runs itself.
- Can agencies create reusable templates for different role types?
- Yes. Save 'Permanent placement', 'Temporary worker', 'Executive search', or 'IT contractor' as templates. Create each new candidate's document request in seconds.
- How is Jotask different from email for collecting candidate documents?
- Email loses attachments in inboxes and doesn't show what's missing. Jotask gives each candidate a clear checklist with automatic reminders — every submission is timestamped and auditable.
- How does Jotask compare to an ATS for collecting candidate documents?
- An ATS tracks applications — Jotask collects specific documents from specific people. They complement each other: your ATS manages the pipeline, Jotask handles the compliance document collection that ATSs still leave to email.
Every candidate document, compliant and collected before placement day.
Free to self-host. No credit card required to start on the hosted plan. Set up your first candidate checklist in minutes.