Firefish connector

Use your Firefish data for reporting, automation and AI.

Data Panda lands your Firefish candidates, jobs, applications, contacts, companies, deals and placements in the same warehouse as your finance, calendar and inbox data. From one place we turn it into dashboards, automations, AI workflows and small custom apps that the desk lead, the BD owner and the agency director read every week, not only at the quarterly review.

Data Panda Reporting Automation AI Apps
Firefish logo
About Firefish

A recruitment CRM and ATS purpose-built for the UK agency desk, with careers sites, candidate portal and BD pipeline in the same platform.

Firefish is the recruitment CRM and ATS built in Glasgow for staffing and search agencies that want one platform across the recruiter desk, the BD desk and the candidate-marketing engine. The company sits in the upper mid-market of UK agency software, with a strong base in permanent, temporary and contract recruitment and a particular footprint in logistics, tech and construction. The product mixes the front-office surface a recruiter expects (candidates, jobs, applications, contacts, companies, placements, deals, hot lists, sales activities, sequences) with marketing tools that most pure ATSes leave out: a hosted careers website, a candidate portal, an email and outreach engine, automation workflows, search and match, and a hiring manager portal that lets clients shortlist without a Firefish seat.

That breadth is part of why agencies pick it. One platform covers the recruiter who works applications and submissions, the BD lead who works deals and pipeline, and the marketing owner who runs the careers site, talent pools and outbound campaigns. It is also why pulling Firefish into a warehouse pays off. Firefish itself knows which jobs were filled, which placements were signed and which sequences went out. It does not, on its own, tell you which sourcing channel produced placements that survived the first ninety days, what gross margin a desk runs after contractor pay and consultant split, or which BD deals stalled at the same stage in the same client account two quarters in a row. Those answers want Firefish placement, deal, application and activity tables next to your accounting ledger, your shared calendar and your candidate-marketing spend.

What your Firefish data is for

What you get once Firefish is connected.

Agency reporting on one set of numbers

Time-to-fill, placement fees and BD pipeline coverage on one set of numbers, joined to invoiced revenue and marketing cost.

  • Time-to-fill per recruiter, role family and client, with the application stage where candidates drop off
  • Placement fees per recruiter, branch and sector, joined to invoiced revenue from the accounting tool
  • BD pipeline coverage per quarter against signed retainers, with deal-aging surfaced per stage and per owner

Process automation across the desk

Turn placements, applications, deals and sequence outcomes into the right downstream work in finance, calendar and the careers site.

  • Closed placement drafts the invoice in the accounting tool with client, role, fee and recruiter pre-filled
  • Stalled deals and silent jobs ping the responsible recruiter or BD owner in the right channel
  • Careers-site applications above a match threshold land back on the recruiter queue with the matching candidate record opened

AI workflows on the agency record

Put candidate history, placement outcomes, BD activity and careers-site traffic behind AI that sees the whole agency picture.

  • Match scoring on open jobs against the existing Firefish candidate database, weighted by placement history and recency
  • Fall-off-risk scoring on first-90-day placements using interview, sequence engagement and prior-assignment signals
  • Natural-language Q&A across notes, sequences, sales activities and the placement timeline

Custom apps on your data

Lightweight tools for recruiters, BD leads, branch managers and finance that sit on Firefish data instead of more SaaS subscriptions.

  • Desk P&L view with placements, BD activity, fall-off and careers-site lead flow in one read
  • Recruiter scorecard with submissions, interviews, placements and fees per gross-margin hour
  • BD-deal-aging tracker with stage-by-stage time spent and the client account behind it
Use cases

Use cases we deliver with Firefish data.

A list of concrete reports, automations and AI features we have built on Firefish data. Pick the one that matches your situation.

Time-to-fillDays from job opened to placement signed, per recruiter, branch, role family and client.
Placement fees per recruiterFee revenue per recruiter and per branch, joined to invoiced amounts in the accounting tool.
BD pipeline coverageOpen deal value against the quarter target, with deal-aging per stage and per owner.
Submission to placementConversion from submitted candidate to interview to placement, per client and recruiter.
Source-of-hire ROIJob-board, referral, careers-site and rebooked candidates traced through to invoiced fees.
Fall-off rate within 90 daysPlacements that ended inside the guarantee window, joined to clawed-back fees per branch.
Sequence engagement to outcomeOutbound sequence opens, replies and bookings traced through to the deals and placements they moved.
Careers-site funnelCareers-site visitors, registrations and applications mapped to placements that closed.
Hot list agingActive hot lists by recruiter and client, with the candidates that have not been actioned this week surfaced first.
Pipeline aging by stageJobs and deals aging past target, with the stage where they stall surfaced first.
Client account healthPlacement volume, fee trend and complaint signal per client account, in one view.
Activity to outcome mixCalls, emails and submissions per recruiter mapped to placements that reached signed.
Real business questions

Answers you will finally get.

Which recruiters and branches are running real margin once you net out marketing and consultant cost?

Placement fees per recruiter joined to careers-site spend, sequence cost and consultant split, rolled up per branch and per role family. The leadership team sees the recruiter whose headline fee number looks healthy but whose cost-per-placement sits above plan, next to the smaller desk quietly running better unit economics on rebooked candidates.

Where is BD pipeline silently rotting two quarters in a row?

Open Firefish deals broken down by stage age, owner and client account, with the deals that have sat past target time-in-stage two quarters running surfaced first. BD reviews stop being a feel and start being a list of three accounts where the same conversation is stuck for the same reason, so the agency director can decide to push, repitch or close-lost.

Which sourcing channel produced the placements that stuck?

Job-board, referral, careers-site and rebooked candidates traced through to placement and through to the 90-day fall-off mark, with cost per channel attributed. Marketing and BD spend stops being defended on volume of submissions or careers-site visits and starts being defended on placements that survived the guarantee window.

Value for everyone in the organisation

Where each function gets value.

For finance leaders

Placements reconciled against invoiced fees, marketing spend, careers-site cost and consultant splits in one view. Month-end stops being a Firefish export per branch crossed against an accounting export by hand.

For sales leaders

BD owners see deal-aging per stage, fee trend per client account and submission-to-placement conversion behind it. Pipeline reviews coach on the specific account where deals are stalling, not on a deal-board feeling.

For operations

Pipeline aging, source-of-hire ROI, sequence engagement and fall-off within 90 days in one delivery picture. Operations sees where the candidate funnel and the fee line stop tracking each other, before the quarterly review asks.

Ideas

What you can automate with Firefish.

Pair with Exact Online

Push Firefish placement fees into Exact Online for invoicing

Closed placements in Firefish create or update the matching invoice draft in Exact Online, with the client, role, fee, recruiter and legal entity already filled in. Finance stops re-keying placement detail at month-end and the fee book in Firefish stays in step with the invoiced revenue line in Exact, so reconciliation becomes a check rather than a rebuild.

Pair with Slack

Drive Firefish deal and placement alerts into the right Slack channel

Deal stage changes, signed placements and fall-off alerts in Firefish post into the right channel and ping the deal or placement owner when something has been waiting longer than the agreed window. The wins channel sees closed placements, the BD channel sees stalled deals and the finance channel sees fall-offs that trigger a clawback, so branch leads stop refreshing Firefish to spot what already happened.

Pair with Calendly

Stitch Calendly interview slots back onto the Firefish candidate timeline

Calendly bookings made by candidates or hiring managers land on the matching Firefish candidate, application and job record, with the interview type, attendee and outcome captured next to the application stage. Recruiters stop pasting interview times into notes by hand, and time-to-interview from first submission becomes a number on the desk dashboard rather than a field someone forgot to update.

Pair with HubSpot

Reconcile Firefish deals with HubSpot marketing touches

Where the agency runs HubSpot for content, events and inbound forms and Firefish for the actual BD pipeline, the warehouse joins HubSpot contact and campaign engagement to the matching Firefish deal and company record. Marketing sees which campaigns sourced the deals that converted to signed retainers, and BD sees which inbound contacts are still sitting in HubSpot with no Firefish deal opened against them.

Pair with monday.com

Mirror Firefish hot lists into a Monday client delivery board

Hot lists and active jobs in Firefish (a retained search, a volume hiring sprint for a logistics client, a tech contractor pool) mirror into a Monday board so the client and the recruiter see the same delivery picture without giving the client a Firefish seat. Stage updates flow back into the Firefish job and candidate record, so the system of record stays Firefish while collaboration happens where the client already works.

Pair with Mailchimp

Sync Firefish talent pools to Mailchimp for nurture campaigns

Firefish candidate segments (a placed-and-completed pool, a passive-but-warm pool, a careers-site registrant pool) sync to Mailchimp audiences with the consent and unsubscribe state intact. Marketing runs nurture sends from Mailchimp without exporting CSVs, and engagement (opens, clicks, unsubscribes) flows back onto the Firefish candidate record so recruiters see who has been warmed up before they pick up the phone.

Your existing tools

Your data lands in a warehouse. Your BI tools read from it.

You keep the reporting tool you already have. We connect it to the warehouse where your Firefish data lives.

Power BI logo
Power BI Microsoft
Microsoft Fabric logo
Fabric Microsoft
Snowflake logo
Snowflake Data warehouse
Google BigQuery logo
BigQuery Google
Tableau logo
Tableau Visualisation
Microsoft Excel logo
Excel Sheets & pivots
Three steps

From Firefish to answers in three steps.

01

Connect securely

OAuth authentication. Read-only by default. We sign a DPA and your admin keeps the keys.

02

Land in your warehouse

Data flows into your warehouse on your schedule. Near real time or nightly, your call. You own the data.

03

Reporting, automation, AI

We build the first dashboard, workflow or AI feature with you, then hand over the keys. Or we stay on for ongoing delivery.

Two ways to work with us

Pick the track that fits how you work.

Track 01

Self-serve

We set up the foundation. Your team builds on top.

  • Firefish connector configured and running
  • Warehouse set up in your cloud account
  • Clean access for your Power BI, Fabric or Tableau team
  • Documentation on what's in the data model
  • Sync monitoring so you're warned before reports break

Best fit Teams that already have a BI analyst or data engineer and want to own the build.

Track 02

Done for you

We build the whole thing, end to end.

  • Everything in Self-serve
  • Dashboards built to the questions your team actually asks
  • Automations between your systems
  • AI workflows scoped to real tasks your team runs
  • Custom apps where a dashboard does not cut it
  • Ongoing delivery at a pace that fits your team

Best fit Teams without in-house BI or dev capacity. You tell us what you need and we deliver it.

Before you book

Frequently asked questions.

Who owns the data?

You do. It lands in your warehouse, on your cloud account. We don't resell or aggregate it. If you stop working with us, the warehouse stays yours and keeps running.

How fresh is the data?

Near real time for most operational systems. For heavier sources we schedule hourly or nightly. You pick based on what the reports need.

Do I need a warehouse already?

No. If you don't have one, we help you pick one and set it up as part of the first delivery. Common starting points are Snowflake, Microsoft Fabric, or a small Postgres start.

Which Firefish objects land in the warehouse?

Candidates, contacts, companies, jobs, applications, placements, deals, hot lists, sales activities and sequences come across as first-class tables, with notes and stage history around them. That covers the front-office reporting surface a UK agency desk needs without writing custom Firefish API jobs for every dashboard.

Does the connector cover the Firefish careers website and candidate portal?

Where your agency runs the Firefish-hosted careers site and candidate portal, the connector pulls the registration, application and engagement records those modules write back into the core Firefish data model. That is what lets a recruiter dashboard show careers-site visits, registrations and applications next to the placements they ultimately produced, instead of a separate web-analytics view.

We run Firefish with multiple brands or trading entities. Can the warehouse keep them apart?

Yes. Brand, owner, currency and pipeline metadata stay on each record, so reporting can roll up at group level or split per brand and trading entity without losing the local view. Currency conversion for fee reporting can happen in the warehouse on the date the placement was made, instead of a single end-of-month rate flattening the picture.

GDPR-compliant
Data stays in the EU
You own the warehouse

A first deliverable live in four to six weeks.

We review your Firefish setup and the systems around it. Together we pick the first thing worth building.