TrackerRMS connector

Use your TrackerRMS data for reporting, automation and AI.

Data Panda pulls your TrackerRMS records into the same warehouse as your finance, marketing and operations data. From one place we turn it into dashboards, automations, AI workflows and apps that recruiters, sales and the agency owner all read from on the same numbers.

TrackerRMS

About TrackerRMS

An ATS and a sales CRM in one database.

TrackerRMS was started in 2005 by Andy Jones and David Alonso, with offices in San Diego and Amersham in the UK, and serves around 5,000 users at staffing and recruitment firms. Where most agency tools split the world into a recruiter ATS on one side and a business-development CRM on the other, TrackerRMS keeps candidates, contacts, clients, vacancies, applications, placements, sales activities and back-office assignments under one schema. Many UK and US agencies pick it over the larger incumbents for that bundled shape, especially in the SMB and lower mid-market.

Inside the agency, TrackerRMS is the working day: where a consultant logs a BD call, where a vacancy is shortlisted, where a placement is signed off, and where the contractor's timesheet eventually lands. The native reporting covers the recruiter weekly view well. The questions that span business development, delivery, finance and contractor compliance, like which clients turn vacancies into placements at acceptable margin, which consultants source versus close, or which contracts are running with documents about to expire, want TrackerRMS data joined to the accounting ledger and the marketing stack. Our connector pulls candidates, clients, contacts, vacancies, placements, applications and sales activities into the warehouse so those joins become a query, not a Friday-afternoon export job.

What your TrackerRMS data is for

What you get once TrackerRMS is connected.

Agency-wide reporting

Vacancy flow, placement margin, consultant split and client health on one set of numbers.

Time-to-fill and shortlist quality per role, sector and consultant
Placement margin per client after contractor pay and consultant split
Pipeline health per consultant: BD calls in, vacancies out, placements closed

Process automation

Turn a placement, a contract end-date or an expiring document into the right downstream action.

Push placements to payroll and accounting the day they are signed off
Re-engage clients automatically when a contract reaches its end date
Flag contractor documents that expire inside the next 30 days

AI workflows

Put the candidate file, vacancy history and client conversation into AI that knows the agency's full memory.

Match new vacancies against the existing candidate base, ranked with placement history
Score lapsed clients on likelihood to reopen a brief this quarter
Natural-language Q&A across candidates, vacancies and placements for consultants

Custom apps on your data

Lightweight tools that sit on the TrackerRMS database rather than another SaaS subscription.

Owner dashboard with live revenue, gross margin and headcount of contractors out
Consultant scorecard with weekly KPIs and commission run
Client account-plan view that joins TrackerRMS activity to invoiced revenue

Use cases

Use cases we deliver with TrackerRMS data.

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

Time-to-fillTime from vacancy open to placement signed, per sector, role and consultant.

Placement marginGross margin per placement after contractor pay rate and consultant commission split.

Vacancy fill rateShare of opened vacancies that convert to placements, by client and sector.

Shortlist qualityShortlist-to-interview and interview-to-offer conversion per consultant and role family.

Consultant productivityBD calls, vacancies taken, shortlists sent and placements closed per consultant per week.

Client health scoringActive clients ranked on briefs, fill rate, payment behaviour and last contact.

Contractor coverageActive contractor headcount and gross margin run-rate by client and sector.

Document expiryRight-to-work, certifications and contract documents expiring inside the next 30 to 90 days.

Source-of-hire reportingPlacements traced back to job board, referral, inbound or rebooked candidate.

Lapsed-client re-engagementClients with no brief in the last 90 days ranked on historic placement value.

Commission and split runsMonthly commission per consultant on placements, splits and fall-offs against plan.

Forecast vs invoicedForecast revenue from active placements compared to invoiced contractor weeks.

Real business questions

Answers you will finally get.

Which clients do we make money on, after the contractor and the split?

Placement margin per client, calculated from the placement rate in TrackerRMS minus the contractor pay rate and the consultant commission split, and rolled up by sector and account manager. The owner sees which logos look big on the brand page but break even after costs, instead of trusting headline GP figures.

Which consultants are sourcing versus closing?

Per-consultant breakdown of BD activity, vacancies taken, shortlists sent, interviews arranged and placements closed, with the placement margin attributed back through the split. Team leaders see who is filling the funnel, who is converting it, and who is being carried by team-mates that the commission run quietly subsidises.

Which contractors and contracts need attention this month?

Active contractor list joined to right-to-work, certification and contract end-dates from TrackerRMS, with documents expiring inside the next 30 to 90 days flagged. Compliance and operations work from one list rather than three spreadsheets, and the owner sees which contracts need renewal or re-pricing before they roll off.

Value for everyone in the organisation

Where each function gets value.

For finance leaders

Forecast revenue from active placements reconciled against invoiced contractor weeks and the accounting ledger. You see margin per client and per consultant before the month-end run, not in next quarter's review.

For sales leaders

Vacancies, shortlists and placements per consultant on the same view as their BD activity. The team meeting starts from one number, not from a Friday export each consultant builds their own way.

For operations

Active contractors, expiring documents and contract end-dates in one compliance picture. Renewals and re-pricing land on the calendar weeks before a contract rolls off.

Ideas

What you can automate with TrackerRMS.

TrackerRMS

Pair with BambooHR

Hand a placement to BambooHR the day it is signed

When a placement is closed in TrackerRMS for an internal hire or a long-term assignment, the candidate file, start date, manager and contract terms create the matching employee record in BambooHR. HR stops re-keying the same details from a PDF, and the new starter has accounts and onboarding waiting on day one rather than at the end of week one.

TrackerRMS

Pair with HubSpot

Bridge BD activity into the wider sales motion

TrackerRMS sales activities, vacancies and placements feed HubSpot company and deal records, so marketing campaigns to client accounts read from the same activity log the consultants use. Account-based campaigns stop firing at clients who placed a contractor last week, and lapsed clients show up in nurture flows weeks before a consultant would have noticed manually.

TrackerRMS

Pair with Xero

Match contractor weeks to Xero invoices automatically

Approved timesheets and placement rates in TrackerRMS reconcile against Xero sales invoices and contractor pay runs, so the gross-margin number per placement is the same in both systems. Finance stops chasing missing timesheets in spreadsheets, and disputes about a contractor week or a split are settled from one trail rather than two.

TrackerRMS

Pair with Slack

Push placements and expiries into the right Slack channels

Placements closed in TrackerRMS post to the team channel with consultant and gross margin, while right-to-work or contract documents expiring inside 30 days ping the responsible consultant and the compliance lead. Wins land where the team can see them, and renewals stop slipping past their date because nobody opened the report that week.

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 TrackerRMS data lives.

Power BI Microsoft

Fabric Microsoft

Snowflake Data warehouse

BigQuery Google

Tableau Visualisation

Excel Sheets & pivots

Three steps

From TrackerRMS to answers in three steps.

Connect securely

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

Land in your warehouse

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

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.

TrackerRMS 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 TrackerRMS objects land in the warehouse?

The connector pulls candidates, clients, contacts, vacancies, applications, placements and sales activities, and where the back-office module is in use it also pulls assignments and timesheets. That covers the reporting surface most agency owners need: who is in the database, what is being worked on, what closed, and what is being invoiced.

We are weighing TrackerRMS against the larger ATS+CRM names. Why pull it into a warehouse at all?

TrackerRMS is strong on the day-to-day recruiter and BD workflow, and its native reports cover a consultant's week well. The warehouse is where you answer the agency-owner questions: margin per client after the split, lapsed-client value, consultant productivity normalised across teams. Those need TrackerRMS data joined to accounting and marketing data, regardless of which ATS sits underneath.

Can we use this to support right-to-work and contractor compliance reporting?

TrackerRMS captures certifications, document expiry dates and contract terms on candidate and assignment records. In the warehouse we surface the live list of expiries inside the next 30, 60 and 90 days, joined to the responsible consultant and the client. The connector does not make a status determination for IR35 or any other framework on its own; it gives compliance and finance one queryable list to work from.

GDPR-compliant

Data stays in the EU

You own the warehouse

A first deliverable live in four to six weeks.

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

Book a call See our other connectors