ATS and Automations
A recruitment system you actually own. Built in your accounts, in your name.
Built inside your own Airtable and Make.com accounts, in your name, on your card. Scoped on a call, priced once, then built.
Most care providers track recruitment in spreadsheets.
It breaks every time.
Applications in email. Compliance docs in a folder on someone's desktop. DBS status in a paper binder. Every handover means something gets missed, and every inspection means a frantic search for things that should be one click away.
The ATS puts everything in one place: candidates, compliance, comms, and costs. Automated so your team is not running it manually, and built to your service so it actually gets used.
"There is no one system. There are four, they do not talk to each other, and half the team has its own way round them. So things get forgotten and nobody finds out until the rota is short."
What providers describe on the first call
What your system does.
The build is scoped to your service, so what gets built is what your service actually needs. The tier you pick governs how much support, mentoring and development time comes with it, not which features you get.
The candidate pipeline
- Every candidate tracked from application to start
- Documents on the record, stage visible at a glance
- No inbox digging, no spreadsheet nobody trusts
Compliance tracking
- DBS, right to work and references per candidate
- Expiry reminders before anything lapses
- Inspection ready, not scrambling the week before
The whole candidate journey, automated
- Branded emails from application to first shift
- Chasers, interview reminders and no show follow up
- Document collection handled for you
- Sent from your address, in your voice
Reporting and retention tracking
- Open vacancies, drop out points, time and cost to hire
- Starters, leavers and reasons for leaving
- Probation review prompts
- One manager dashboard
The mobile app
- Managers work the system from their phone
- Scan compliance documents straight to the record
- No scanner, no printer, no emailing it to yourself
Job board posting
- Posts to the job boards you already pay for
- Through your own accounts
- One vacancy, entered once
Group-level reporting and the training matrix
- Reporting across every service
- Drill down into any single one
- Training and compliance matrix with expiry tracking
Candidate details form
- Candidates keep their own details current
- Branded, so it looks like you
- Nothing retyped by your team
Your own client portal
- Yours from day one of the build
- Tasks, milestones and documents in one place
- Included in the retainer, never charged for
How it's built.
Delivered in 30 days, with no disruption to your team during the build.
Discovery and design
We map your current process end to end, agree what the system needs to do, and design the structure before writing a line of code. Everything about your processes, your emails and how you communicate goes up through your client portal, so the build never runs on email threads.
Build and automate
The database, candidate-facing forms, automation workflows and compliance tracking are built and connected. You watch every stage take shape in your portal.
Test, train and hand over
We run the system with live roles, train your team, fix anything that needs adjusting, and hand over full documentation. Your team owns it from day one.
It keeps up with you
Adjustments as your service grows and new automations as your process matures. Your portal stays live for the length of the contract as the place to raise change requests and find your documents.
- Configure the compliance check fields Done
Your compliance checks are built into the system, so the paperwork is tracked rather than remembered.
- Build the reference chase In progress
References chase themselves now. You only get involved when a referee has ignored several attempts.
- Draft all candidate message templates Needs review
Your candidate messages are drafted and ready for you to review before anything goes out.
- Client runs a dummy candidate end to end Not started
Your turn. Run a test candidate all the way through and tell us anything that feels wrong.
Ask a question
Send a file
This is not rented software. You own it.
Every recruitment system you have been sold rents you access to something you will never own. This is the opposite of that. Your system. Your data. Your rules.
Ownership
- Built inside your own Airtable and Make.com accounts
- In your name, on your card, yours from day one
- Stop paying FMC and nothing switches off
- Nothing exported, nothing taken back
Control
- A decade of renting systems nobody would change
- This one is in your hands
- Your data, your accounts, your rules, your process
Fit
- Recruitment software is built for corporate recruiters
- Care providers buy it and are back on spreadsheets in months
- This is built around your stages, roles, checks and paperwork
The retainer
- Buys support and development, not access
- Nobody pays FMC for permission to use their own system
- Keeps you current on what is working in care recruitment now
- From someone who has done the job, and still sits in the sector
Pricing.
Sized for the service, not the enterprise. One monthly fee, one set-up fee, both agreed before you commit. You pay Airtable and Make.com directly, and those figures are further down the page.
ATS Starter
50% on signature, 50% on go-live.
For a single service getting recruitment out of the inbox and off the spreadsheet.
Includes
- One service
- Two development hours a quarter
- Automations you trigger by stage
- Support and fixes, managed in your portal
ATS Growth
50% on signature, 50% on go-live.
For providers running more than one service, or hiring faster than one person can keep track of.
Includes
- Up to three services
- Four development hours a quarter
- Automations run on their own
- Support and fixes, managed in your portal
- A monthly 45 minute recruitment review with Matt
ATS Group
50% on signature, 50% on go-live.
For groups and franchises who need every service in one place without losing sight of any of them.
Includes
- Up to eight services
- Six development hours a quarter
- Automations run on their own
- Support and fixes, managed in your portal
- A fortnightly 45 minute recruitment review with Matt
ATS Bespoke, scoped and priced to your service
For providers the ladder does not fit.
Who it is for
- You run CQC and Ofsted regulated services side by side
- You are a franchise network with your own hierarchy to respect
- There is a system this genuinely has to integrate with, not sit alongside
- Your process cannot be configured, it has to be rebuilt
How it works
- A scoping session first, no cost, no obligation
- A written spec covering what gets built, what it does and what it does not
- One price, agreed before any work starts
- Same 12 month minimum term, same support response, same locked price for the first year
Everything in ATS Group is the starting point. What sits on top is yours.
Book a scoping callNot sure which fits? The demo works it out. If the Diagnostic would help clarify your gaps first, start there.
The bit no software company can sell you.
Every month, or every fortnight on Group, someone who has been a recruiter, a support worker and a registered manager sits and looks at your actual hiring with you.
Not a support agent. Not a ticket.
The person who built your system
Forty five minutes on what your numbers are doing and what to change next
Monthly on ATS Growth, fortnightly on ATS Group
Set-up fees.
50% on signature, 50% on go-live.
The final figure is confirmed at scoping and depends on the build.
What it covers
- Scoping call
- Setting up your Airtable and Make.com accounts in your name
- Base build
- Workflow configuration
- Testing
- Handover and training
- Access to your client portal throughout
What it does not cover
- Data migration, which is quoted separately
- Your Airtable and Make.com subscriptions, which you pay directly
- Anything outside the scoped spec
You will always know exactly where your build is.
On every tier including Bespoke, included in the retainer, never charged for.
A build you cannot see is a build you have to chase. So we give you the whole thing in writing, from the first day, in a portal that is yours.
- Every client gets their own portal from day one of the build
- The whole build is laid out as tasks and milestones, so you see exactly what stage it is at and what is coming next
- Documents live there. Contract, scoping spec, anything you need to upload. No email chains, no attachments lost in an inbox
- You can see what is waiting on you, so the build does not stall because someone forgot to send a DBS policy
- It does not switch off at handover. It stays live for the life of the contract as the place to raise change requests and find your documents
You will never have to email and ask how it is going.
What it's built on.
Airtable and Make.com, in your accounts, in your name. Tools you own, not software you rent from a vendor who can reprice you next year.
Airtable
Your database. Flexible, visual and learnable without a developer. Your team can update records and build simple views without coming back to us. The account is in your name and on your card from day one.
Make.com
Your automation layer. Handles the comms, the chasing and the conditional logic. FMC builds inside your account as a collaborator. You keep the keys and you can revoke that access any time.
Your existing tools
Where possible the system connects to tools you already use: your email, your job boards, your calendar. No unnecessary switching, no orphaned accounts.
What the retainer buys, on every tier
Not access. You already own the system.
This is the relationship and support that makes it grow with you.
- Development hours every quarter, so the system keeps changing as your service changes
- Support when something breaks, and fixes when Airtable or Make.com change something underneath
- On Growth and Group, regular time with Matt looking at how you actually hire
- Your client portal, included, never charged for
And the terms, the same whichever tier you are on
- Support response within 12 hours, Monday to Friday, on every tier
- Your own client portal from day one, on every tier, included in the retainer
- 12 month minimum term, then rolling with 30 days notice
- Your price is locked for the first 12 months
- Built inside your own accounts, in your name, and yours to keep
What you pay Airtable and Make.com.
You pay them directly, in your name, on your card. That is what owning it means. Here are the numbers so nothing arrives as a surprise.
Airtable
- Paid directly to Airtable, in your name, on your card
- Team is roughly £15 to £20 per seat per month. Business is roughly £35 to £40 per seat per month
- Only people who need to change things need a paid seat. Read-only users are free and unlimited
- ATS Starter and most ATS Growth builds run on Team
- ATS Group needs Business, because that is what gives each service its own restricted dashboard
- Matt takes one collaborator seat so he can build and support it
Airtable sets its own prices and charges in dollars, so treat these as a guide and check their pricing page for the current figure. Airtable pricing
Make.com
- Paid directly to Make.com, in your name
- Around £10 a month for most providers
- A higher volume build may need more, and that is confirmed at scoping
Make.com sets its own prices, so check their pricing page for the current figure. Make.com pricing
Your client portal is included in the retainer on every tier. You are never charged to access it.
This is the cost of ownership, not a hidden extra. Recruitment software charges you per user whether that user changes anything or not, and you never own any of it. Here you pay for the people who actually work in the system, and the system is yours.
Questions, answered straight.
Do I need to be technical to run this?
No. Training is part of the build and part of the set-up fee. By the time we hand over, your team knows what they need to know to run it. Most people are comfortable within a week of going live.
What does support actually mean?
A response within 12 hours, Monday to Friday, on every tier. If something breaks, we fix it. If your service changes and the system needs updating, we update it. Change requests go through your client portal, so nothing gets lost in an inbox. Support is the same whichever tier you are on.
Do I own the system when you are done?
Yes, completely. The Airtable base is in your account and so are the Make.com scenarios. Both are in your name and on your card. FMC has collaborator access so it can build and support the system, and you can revoke that any time. Stop paying the retainer and the system keeps running.
What happens if I stop paying the retainer?
Your system keeps running. It is in your accounts, not ours. You lose the development hours, the support, the review calls and your client portal, and Matt's collaborator access comes off. The system itself is yours and it does not stop working.
Can you bring our existing candidate data across?
Bringing your existing candidate data across is possible on every tier. It is priced once we have seen what you have. It is quoted separately from the build, because the price depends entirely on the state of the data. One clean export is a different job from four spreadsheets, a shared inbox and a filing cabinet.
Do I have to pay Airtable and Make.com as well?
Yes, directly, in your name. That is what owning it means. Airtable is roughly £15 to £20 per seat per month on Team and roughly £35 to £40 on Business, and only people who need to change things need a paid seat. Read-only users are free. Make.com is around £10 a month for most providers. Both set their own prices, so check their pricing pages for the current figure.
Should I do the Diagnostic first?
If you have a clear picture of your services and current costs, the ATS can follow directly from the demo. If you are not sure where the money is going, the Diagnostic makes the ATS build more targeted and usually cheaper. It is not a required step, just a useful one.
Ready to stop running recruitment manually?
A demo takes 20 minutes. I walk you through the live system, and we work out what yours needs to do, which tier fits, and whether the Diagnostic would help first. No pressure either way.