Recruitment Compliance Software for Staffing Agencies
Every placement, every credential, every expiry. Always being checked.
Tracker builds compliance into the platform, so the responsibility doesn’t fall on someone remembering. Hard stops keep candidates without the right documents from being placed. Alerts catch expiries before they become a problem. A regulatory library updates itself as the rules change. Candidate data, documents, and consent sit in one place, audit-ready across 40+ countries.
How it works
Four ways compliance holds
The certification lapsed three weeks ago, the reminder was in someone’s calendar, and that someone was on holiday. Recruitment compliance software isn’t about producing better policies, it’s about the check happening whether or not anyone remembers it.
On the record
Everything in one place
Certifications, documents, checks and credentials held against the candidate, contractor or client they belong to, with dates and files attached. Not a spreadsheet beside the system.
One record, the whole compliance picture
Before the date
Automated expiry alerts
Expiring credentials are flagged well ahead, and the contractor gets chased automatically rather than when someone notices. Powered by automation, not a diary.
Flagged 30 days out, not the morning of
In the workflow
Hard stops
Candidates and companies are prevented from moving forward without the credentials the role requires. The rule enforces itself, every time.
No submission without what’s mandatory
Across every framework
A library that updates itself
I-9s, payroll rules and data laws change without you tracking them, and GDPR, CCPA and PIPEDA run as built-in frameworks. Across 40+ countries.
Compliant by default, wherever you operate
All four run on the same records the desk works in, so the audit trail exists before anyone asks for it, with no third-party compliance tools required. Done properly compliance stops being a defensive cost: the agencies that can prove every candidate will be compliant before they set foot on site are the ones that win the contracts requiring it.
Credential tracking · Documents · Dashboards
What’s required, what’s held, what’s missing
Compliance starts with knowing the answer to one question for every contractor on the book, and being able to answer it without opening four systems.
Certifications, licences, checks and documents held against the record. With dates, files and status in one view.
Requirements defined per role or client, not one generic list. What a site needs is what gets checked.
Documents collected and filed as part of the process. Not emailed around and saved to a desktop.
Client-side credentials tracked too, like insurance certificates. Compliance runs both directions.
Dashboards show every outstanding item across the whole book. Gaps in plain sight before an audit finds them.
Matters most to Compliance teams
Compliance packs · Facial recognition · E-signature
Twelve minutes, from the sofa, before Friday morning
The compliance journey shouldn’t depend on the agency chasing the candidate. One link, and the candidate completes it themselves: documents, ID, declarations and signatures, all landing on the record.
Compliance packs for any scenario, for new or existing candidates. Build the pack once, and it fires for every placement of that type.
Client-specific packs layered on top of statutory requirements. Seventeen extra client requirements, run automatically every time.
Facial recognition validates photographic ID via webcam or phone. No manual document checks, no back-and-forth.
Online declarations and signature collection in the same flow. Signed and on the record, not chased by email.
Status visible in real time, and the hard stop lifts the moment the pack is complete. The shift is confirmed without anyone touching a step.
Matters most to Compliance teams & candidates
Expiry alerts · Renewals · Escalation
The reminder that doesn’t depend on a person
Every credential has a date, and every date eventually arrives. Tracker treats that as a workflow rather than a thing to remember.
Automated expiry alerts on every tracked document and certification. Flagged 30 days out, not the morning of.
Contractors chased automatically by email or SMS. Without a consultant drafting the message.
Escalation to the compliance team when a renewal stalls. The silence gets noticed.
Renewed documents attach to the record and clear the flag. The queue empties itself.
Nothing depends on one person’s diary or their holiday cover. The process survives the week.
Matters most to Compliance teams & operations
Hard stops · Off-limits · Resume Scrubber
The step that can’t be skipped when it’s busy
Compliance fails under pressure, when the shift needs filling tonight. Enforcement in the workflow is what holds on the bad days rather than the good ones.
Candidates can be blocked from progressing without required credentials. Not a warning someone can click past.
Companies can be blocked too, where their own paperwork is missing. Both sides held to the same standard.
Off-limits and restriction rules respected across the platform. No route around a block.
The requirement is set by admins, not negotiated per placement. One standard, every desk.
The Resume Scrubber redacts what shouldn’t reach a client before submission. GDPR handled at the point of risk.
Matters most to Compliance, legal & recruiters
Regulatory library · GDPR · Client requirements
The rules change. The platform keeps up.
Most compliance failures aren’t negligence, they’re a policy written against last year’s rules. A dynamic regulatory library means you aren’t the one tracking the amendments.
A dynamic regulatory library that updates as the rules do. I-9s, payroll withholdings, WOTC and data laws included.
Framework coverage across 40+ countries. The right rules for where the work is.
GDPR, CCPA and PIPEDA handled as built-in frameworks. Not a bolt-on you configure yourself.
Client-specific requirements layered on top of the statutory ones. Build the pack once, it runs on every placement after.
You stop keeping track of which framework applies where. The platform already knows.
Matters most to Compliance & legal
GDPR · Subject access requests · Data retention
A subject access request stops being a three-day job
Data rights requests are only hard when the data is spread across three systems. Held in one place, the answer is a retrieval rather than a reconstruction.
Subject access requests answered from one platform. Same-day, not three days across three systems.
Right-to-withdraw and erasure handled as a workflow. With the action logged as evidence.
Data retention reviews run against the records themselves. Stale data surfaces before it’s a liability.
Privacy follows the candidate, whichever framework applies to them. Across every country you operate in.
Nothing leaves the Tracker network and the AI never trains on your data. Candidate data stays candidate data.
Matters most to Compliance & legal
Audit trail · Consent records · Compliance reporting
The trail assembles itself
An audit is only painful when the evidence has to be reconstructed. If the work was done in the system, the evidence already exists.
Every check, document and approval logged with a date and an owner. Who did what, and when.
Signed paperwork and contracts filed on the record. One place to look, not four inboxes.
Automated actions logged alongside human ones. You can see why a flag was raised.
Consent and opt-out held on the record and respected on every send. Data handling you can evidence.
Compliance reporting for client reviews and internal assurance. Straight from the same records.
Matters most to Compliance teams & agency owners
See it on your own requirements
Watch a credential expire, and see what happens next.
Tell us the checks your clients hold you to and we’ll walk the platform against them: the records, the alerts, the audit trail. Thirty minutes, live, no slides.
What you have to hold
Three kinds of obligation, one system
Compliance isn’t one job. Some of it is a check you do once, some renews forever, and some is about how you handle the data itself.
Right to place
Checked before the first shift and revisited when status changes. Getting this wrong is the expensive kind.
Right to work and identity documents
Background and DBS checks where required
Qualifications and professional registration
References held against the record
Ongoing and expiring
The category that causes real trouble, because it was compliant when you last looked.
Cards, licences and site certifications
Training and mandatory refreshers
Insurance certificates, yours and the client’s
Medical and role-specific clearances
Data and conduct
Obligations about how you hold and use personal data, and who you’re allowed to approach.
GDPR, CCPA and PIPEDA across 40+ countries
Subject access and right-to-withdraw requests
Retention reviews and consent on every send
Off-limits rules and client-side redaction
What changes
Some agencies manage compliance. Ones that run on Tracker don’t have to.
The compliance officer who checked every NMC pin and DBS date each Monday gets her Mondays back. The dashboard never takes a day off, so the DBS that expires on a Monday gets caught the week before.
A worker with an expired credential can’t be confirmed for a shift, and a candidate without the right clearance can’t be submitted. The retraction call to the client never has to happen.
One link to the compliance portal: documents uploaded, facial recognition passed, declaration signed on Thursday evening. The hard stop lifts and the shift is confirmed Friday morning.
The expiring NMC pin is flagged, the renewal chase fires, facial recognition re-validates the new certificate and the recruiter confirms her next shift without anyone touching a step.
A subject access request answered from one place, complete and auditable, instead of searched across the ATS, the email archive and a screening tool.
The hospital network wanted occupational health, training certificates and a custom declaration on top of right-to-work. The agency built the pack, proved it in the pitch and won the RFP.
In their words
Agencies who stopped tracking it by hand
From Tracker case studies and verified reviews on G2.
On the compliance side, working with Tracker has made our processes more detail-oriented. We've come a long way with our audits. The way we did them even five months ago, I look back and think, how were we not missing things?
We've been able to adapt workflows, placements, and reporting to meet evolving compliance requirements and increasingly complex reporting needs without outgrowing the platform.
On the compliance side, working with Tracker has made our processes more detail-oriented. We've come a long way with our audits. The way we did them even five months ago, I look back and think, how were we not missing things?
We've been able to adapt workflows, placements, and reporting to meet evolving compliance requirements and increasingly complex reporting needs without outgrowing the platform.
On the compliance side, working with Tracker has made our processes more detail-oriented. We've come a long way with our audits. The way we did them even five months ago, I look back and think, how were we not missing things?
We've been able to adapt workflows, placements, and reporting to meet evolving compliance requirements and increasingly complex reporting needs without outgrowing the platform.
On the compliance side, working with Tracker has made our processes more detail-oriented. We've come a long way with our audits. The way we did them even five months ago, I look back and think, how were we not missing things?
We've been able to adapt workflows, placements, and reporting to meet evolving compliance requirements and increasingly complex reporting needs without outgrowing the platform.
We've had situations where we thought an employee was ready to walk through the door for a client, but they hadn't completed their compliance paperwork yet, because we didn't have visibility into the pipeline. That's really streamlined now.
Tracker is helping us clean up our database and keep it clean, which will prove to be incredibly helpful in the future in regard to data mapping.
We've had situations where we thought an employee was ready to walk through the door for a client, but they hadn't completed their compliance paperwork yet, because we didn't have visibility into the pipeline. That's really streamlined now.
Tracker is helping us clean up our database and keep it clean, which will prove to be incredibly helpful in the future in regard to data mapping.
We've had situations where we thought an employee was ready to walk through the door for a client, but they hadn't completed their compliance paperwork yet, because we didn't have visibility into the pipeline. That's really streamlined now.
Tracker is helping us clean up our database and keep it clean, which will prove to be incredibly helpful in the future in regard to data mapping.
We've had situations where we thought an employee was ready to walk through the door for a client, but they hadn't completed their compliance paperwork yet, because we didn't have visibility into the pipeline. That's really streamlined now.
Tracker is helping us clean up our database and keep it clean, which will prove to be incredibly helpful in the future in regard to data mapping.
See it for yourself
Bring the check you’re currently doing by hand
Book a 30-minute demo, tell us what your clients audit you on, and we’ll show you the record and the rule that covers it.
FAQ
Compliance questions, answered
Recruitment compliance software holds the credentials, documents and checks an agency is required to keep, tracks their expiry, and enforces them in the placement process. In Tracker that means requirements on the record, automated expiry alerts, and progression blocking where something mandatory is missing.
Every tracked certification and document carries a date, and Tracker flags it well ahead of expiry. Contractors can be chased automatically by email or SMS, and the item clears from the queue when the renewed document is attached to the record.
Yes. Candidates and companies can be prevented from progressing where required credentials are missing, so the check is enforced by the workflow rather than by a warning someone can click past when a shift needs filling.
Yes. Candidates get a single link to the compliance portal, where they upload documents, validate their photographic ID with facial recognition on their phone or webcam, and sign declarations. Everything lands on the record and the hard stop lifts once the pack is complete.
Yes. Requirements are configured by your own administrators rather than fixed, so what a particular site or role demands is what gets checked and enforced for that placement.
Yes. Companies as well as candidates can be tracked and blocked, which matters for things like client insurance certificates and the paperwork a client owes you before a contractor starts.
Consent and opt-out are held on the record and respected on every send, sends are logged, and the Resume Scrubber reviews resumes before submission and redacts or rewrites what shouldn’t reach a client, keeping the meaning and formatting intact. Nothing leaves the Tracker network, and the AI never trains on your candidate data.
GDPR, CCPA and PIPEDA run as built-in frameworks, with coverage across more than 40 countries, so the rules that apply are the ones for where the work is rather than a single configuration you maintain.
A dynamic library that updates as regulations change, covering things like I-9s, payroll rules and data protection law. It means your compliance requirements don’t quietly fall out of date between policy reviews.
From one platform rather than three, which is what turns a three-day exercise into a same-day response. Erasure and withdrawal run as workflows with the action logged, and retention reviews run against the records themselves.
Checks, documents, approvals and automated actions are logged with a date and an owner, and signed paperwork is filed on the record. Because the evidence is a by-product of doing the work in the system, an audit becomes a report rather than a reconstruction.
Document and credential tracking is part of the recruitment platform. The advanced recruitment automation behind expiry triggers and automated chasing sits on the Professional plan.
