Phone system for recruitment agencies
The best phone system for a recruitment agency is a cloud (VoIP) one, because speed to answer wins the placement and consultants are rarely sat at a desk. It lets a candidate or client call ring across the desk and consultants' mobiles together, holds callers in a queue at busy times, and records calls for quality and training. There are no new phone lines or hardware to install, you keep your existing number, and it is unaffected by the 2027 switch-off.
Incoming call
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One call, reaching the desk and consultants' mobiles at once, so it is answered first.
The calls a recruitment agency can't afford to miss
Speed to answer
A candidate or client rarely waits. The first agency to pick up or call back usually wins the placement, so a call that rings out or sits in a voicemail is business handed straight to a competitor.
Consultants out and about
Recruiters are at client visits, on site or sourcing on the move as often as they are at a desk. Calls need to follow them to a mobile, not get stuck on a deskphone no one is sitting at.
Candidate and client briefs
A candidate calling about a role or a client ringing with a new brief is a live opportunity. Miss it and the moment, and often the placement, is gone before anyone calls back.
Quality and training
When a client queries what was agreed on a rate or a role, a recording of the call settles it. Recordings also help coach new consultants. Recording must be set up properly and handled in line with GDPR.
Busy-period call volume
When a hot role goes live or a campaign lands, calls arrive in waves. The desk can only hold one line, so callers hit a busy tone and try the next agency on their list.
Multi-branch routing
An agency with more than one branch or specialist desk needs each number pointed at the right team, with calls shared between branches when one desk is swamped.
Recommended setup for a recruitment agency
You do not need a complicated system. A handful of well-chosen building blocks covers almost every recruitment agency, and you can switch any of them on without new lines or an engineer visit. Here is the setup we would recommend, with the reason each one earns its place on the desk.
- Ring groups - a call rings the desk and consultants' mobiles together, so it is answered first by whoever is free.
- Call queues - when a hot role drives a spike, callers hold in order with a short, reassuring message instead of a busy tone.
- Voicemail to email - any message left after hours or when the desk is flat out lands in an inbox for a prompt callback.
- Auto attendant - an optional menu can split candidates, clients and accounts so each reaches the right desk first time.
- Call recording - GDPR-aware recording settles any query about a rate or a role and supports consultant training.
- Business-hours routing - calls follow your opening times automatically, switching to an out-of-hours message when you close.
- Number porting - keep your existing agency number so candidates and clients carry on dialling exactly as they do today.
Consultants answer on the mobile app or a web browser as well as a desk phone, which suits a team that is out at client visits and sourcing on the move. See the full feature set for everything that comes in the box.
An example candidate call, step by step
An illustrative call flow for a typical agency. Yours is set up to match how your desk actually works.
They ring the main agency number to ask about a live role they have seen advertised.
A ring group means whoever is free picks up first, rather than the call landing on one deskphone no one is sitting at.
They hear a short, friendly message - "you are in the queue and we will be with you shortly" - instead of a busy tone.
The candidate is qualified, and the call can be recorded so the details discussed are on file for quality and coaching.
Business-hours routing plays an after-hours greeting and points the caller to voicemail or the AI receptionist.
To voicemail, or to the AI receptionist if enabled. It is emailed to the agency and logged, so a consultant calls back first thing.
AI receptionist for recruitment agencies
When the desk is closed or every line is busy, the optional AI receptionist answers in a natural voice, takes the caller's name, number and reason for calling, and emails it to the agency so the right consultant can ring back. It is there to cover out-of-hours and overflow - a safety net so an after-hours candidate or a peak-time overflow call is captured rather than lost, not a replacement for your consultants. You decide when it picks up: only when you are closed, only when all your lines are busy, or both.
Frequently asked questions
What is the best phone system for a recruitment agency?
The best phone system for a recruitment agency is a cloud (VoIP) one. Speed to answer wins the placement, so it lets a candidate or client call ring across the desk and consultants' mobiles at the same time, holds callers in a queue at busy times, and records calls for quality and training. There are no new phone lines or hardware, you keep your existing number, and it is unaffected by the 2027 PSTN switch-off.
How do we answer faster and never miss a candidate?
Use a ring group so a call rings several handsets and consultants' mobiles together rather than one phone, then a call queue so callers hold in order with a message when the desk is busy. If no one can pick up, voicemail to email or an AI receptionist captures the caller name, number and reason so you can call straight back. In recruitment the first agency to call back usually wins the placement, so the aim is that no call rings out to nothing.
Can we keep our existing agency phone number?
Yes. You move your existing number to Voxora through number porting and keep it exactly as it is. Porting is normally free, your number does not change, and your calls simply start ringing on the new system once the transfer completes. Candidates and clients carry on dialling the same number.
Can consultants take calls on their mobiles and across branches?
Yes. Consultants answer on the mobile app, a web browser or a desk phone, so they take calls out at client visits and while sourcing on the move. A multi-branch agency can point each number at the right branch, share calls between branches when one desk is busy, and route by time of day. Because the system is in the cloud, staff at any branch, or working from home, are on the same setup.
How much does a recruitment phone system cost?
Voxora is priced per user per month, so you only pay for the consultants who need a phone. The Standard plan is £6.95 per user per month and Pro is £9.95 per user per month, both before VAT, with UK call handling included. The AI receptionist is an optional add-on for out-of-hours and overflow cover. See the pricing page for what each plan includes.
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