From Incoming CVs to Client-Safe Candidate Profiles

Manlytic Group is a manpower and contract staffing agency in Mumbai that places workers with employers in the Gulf. Its recruiters do their work on Android phones, and CVs reach them as WhatsApp attachments, scanned pages and photos. Many arrive as bio-data tables in two columns, with the same label spelt several different ways.

The details that matter most leave the least room for error. A candidate record needs a name, a date of birth and a passport number with its issue and expiry dates, and a passport number has to be right to the character. The same worker can also apply again later, with a renewed passport and a newer CV, and the agency needs to know it is the same person.

The agency is the route between employer and candidate, and every document it sends an employer says so. A CV forwarded as it arrived can carry the candidate’s phone number, email address and links, in the header, the footer or deep in the work history. Recruiters needed to send employers a clean, consistent profile, and to keep working on a phone when the signal dropped.

We built one app that runs on the recruiter’s phone, as an Android app, as an installed web app or in a browser. A CV that arrives on WhatsApp, in Gmail or in Files is shared straight into it, or a whole set is imported at once. The app reads the passport and work details into a candidate record, and searching and editing carry on without a signal, with changes sent when the phone reconnects.

Nothing is guessed to make a record look complete. A detail the CV does not give is left empty, and the app is built not to work out Arabic from someone’s nationality or a destination from where they live. Passport characters it is unsure of are flagged, and years of experience added up from dated jobs are marked unsure until a recruiter confirms them. A Review tab gathers everything that needs a person: new imports, missing details, unsure values, possible duplicates, passports that have expired or are about to, and follow-ups.

Each new CV is checked against the people already saved: by passport number, by phone number however it is written, by email, and by name with date of birth. A likely match is reported and never merged, and in a batch import it is held back for the recruiter who imported it to decide. Two different people who share a name are not treated as one. Each person is kept apart from the jobs they are put forward for, so their progress is tracked job by job without losing their history.

Anything made for an employer is a new document: a candidate profile, a package of several candidates, or a shortlist spreadsheet, in the agency’s own branding. It is built from a fixed list of approved fields. The candidate’s phone, WhatsApp and email and the recruiter’s notes are not on that list, and passport number, date of birth and photo appear only when the recruiter chooses. Values still marked unsure stay out until someone confirms them, and the CV as it arrived is kept untouched, apart from every file made from it.

Before a file can be shared, the app opens the finished document again and searches all of it: the text, the links, the hidden details and the raw contents. Any phone number, email address or link that is not the agency’s own stops the file, and so does a file that cannot be opened. In place of the share button, the recruiter is offered a way to fix the candidate’s details or to send the candidate profile instead. The original CV can still be sent on purpose, after a clear warning that the employer will then be able to contact the candidate directly.