IT Support for Recruitment Agencies

Managed IT and security for recruitment agencies and employment businesses across Cardiff and South Wales.

Recruitment agencies

IT that keeps consultants on the phone

Alphabyte IT provides managed IT support for recruitment agencies in Cardiff and across South Wales. We keep your CRM, laptops, phones and Microsoft 365 working, protect candidate data under UK GDPR, and set up and close down accounts every time someone joins or leaves, for a fixed fee from £40 per user per month + VAT.

A recruitment desk loses money quickly when it can’t work. If the CRM won’t load, a headset stops working or a new consultant’s laptop isn’t ready on their first morning, billing time is gone.

We look after one of South Wales’ largest recruitment agencies, so we know how fast a desk moves and how much candidate data passes through it. You get a small team who knows your consultants by name, with no call centre in the way.

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Unlimited support

Phone, remote and onsite support for a fixed monthly fee, from £40 per user.

Straight-away response

When a problem stops your desk working, we typically pick it up straight away, backed by our SLA.

Starters and leavers

Accounts, laptops and access ready on day one, and shut off properly on the last.

Candidate data protected

Multi-factor authentication, daily backups and systems kept to the Cyber Essentials standard.

Your CRM

When the CRM is down, so is the desk

Most recruitment CRMs and applicant tracking systems run in the cloud. When one seems to be down, the cause is usually closer to home: the office connection, a browser or Outlook add-in that has stopped syncing emails and diaries, an expired sign-in, or a CV parser that no longer picks up attachments. We fix those, and when the fault really is with the supplier, we raise it and chase it so your consultants can keep working.

Two things worth checking with any CRM supplier: how often they back up your data, and how you get it all back out if you ever leave. We’ll help you ask the right questions.

Laptops and phones

Consultants who can work anywhere

Every consultant’s laptop is set up the same way, kept up to date automatically and encrypted, so a laptop left on a train is an inconvenience rather than a data breach. We support the headsets, docks and second screens too.

Mobiles matter just as much. Work email, Teams and the CRM app on a company phone are protected with a PIN and can be wiped remotely. On a consultant’s own phone, we protect just the work apps and can remove them on their last day without touching anything personal. Under Cyber Essentials, a personal phone that gets work email is in scope; one used only for calls, texts and sign-in codes isn’t.

Staff turnover

Starters and leavers without loose ends

Recruitment teams change often, and every arrival or departure is a security question. Just tell us the date, and we handle the IT side of both.

When someone joins

Microsoft 365 account and licence set up, with multi-factor authentication working before their first morning
Laptop built, updated and ready, with headset and phone extension
Access to the right shared mailboxes, Teams and folders, and nothing more
CRM and job board logins requested from the suppliers, so nobody shares a password

When someone leaves

Sign-in blocked and every session ended at the time you choose, even mid-meeting
Mailbox kept for the manager and the licence freed for the next starter
Files handed over, so client and candidate work isn’t lost with the account
CRM and job board access removed, and work data taken off personal phones
Laptop collected, wiped and ready for the next person

Candidate data

CVs, records and UK GDPR

CVs carry home addresses, phone numbers, work history and sometimes much more. The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require records to be kept for at least a year, and details of each work-seeker and client for at least a year after you last provided services to them. They can be kept electronically if they can be reproduced in legible form. UK GDPR says you mustn’t keep personal data longer than you need it. So set retention periods, and make sure your systems actually delete on schedule.

Candidates can also ask for a copy of everything you hold on them. You normally have one month to respond, after a reasonable and proportionate search. When candidate details live in the CRM, ten inboxes, Teams chats and call recordings, that search becomes a scramble. We help you keep data where it belongs and search Microsoft 365 properly when a request arrives.

Right to work

Right-to-work evidence, stored securely

For temporary workers you engage and supply, your agency, as the employment business, is responsible for the right-to-work check. The Home Office employer’s guide says copies of the documents must be kept securely for the duration of employment and for two years afterwards, then securely destroyed, along with a record of the date the check was made.

Passports and visas are exactly what identity fraudsters want. We set up a restricted location for compliance documents with access limited to the people who need it, keep them out of email attachments and consultants’ camera rolls, back them up daily and make deletion dates easy to follow. The checks themselves stay with your trained staff.

Phones and calls

Phones that keep up with the desk

A modern phone system gives consultants the same number on a desk phone, laptop and mobile, with call queues for the main line and hunt groups for each desk. We help you choose and run one, working alongside our telecoms partners. More on business phone systems.

If you record calls, the recordings are personal data. Tell callers and staff, limit who can listen, delete them on schedule, and remember they can fall within a subject access request.

Cyber Essentials

Ready for supplier checks

Clients increasingly ask agencies about security before they sign terms. Central government buyers and NHS bodies are required to ask for Cyber Essentials or equivalent controls on contracts where a supplier handles personal information, such as people’s home addresses or bank details. We keep every system we manage to the standard, certified or not, and our Cyber Essentials service starts from £295 + VAT plus the IASME fee, with a 100% pass rate. If a client asks for Cyber Essentials Plus, we prepare you for that audit too.

Larger agency with its own IT person? We can work alongside them with co-managed IT. For AI and automation, our sister business AlphaOps covers AI and automation for recruitment agencies.

Questions

IT for recruitment agencies: FAQs

How much does IT support for a recruitment agency cost?

Our managed IT support starts from £40 per user per month + VAT, covering unlimited support, monitoring, daily backups and security. The price depends on your headcount and set-up, so we give you a fixed quote first. Microsoft 365 licences and new hardware are extra. See what’s included.

Can you support our recruitment CRM?

Yes. We look after the laptops, network, email and Microsoft 365 your CRM depends on, and when a fault sits with the software, we deal with the supplier for you.

How quickly can you set up a new consultant?

Tell us the start date and role, and we’ll have the account, laptop, multi-factor authentication and phone ready for their first morning. If someone starts at short notice, call us and we’ll prioritise it.

Someone is leaving on bad terms. What do we do?

Call us before you speak to them. We can block their sign-in and end every session at the moment you choose, so they can’t download candidate lists on the way out.

How long should we keep right-to-work documents?

The Home Office says copies must be kept securely for the duration of employment and for two years afterwards, then securely destroyed. We can set your storage up so those dates are easy to follow. This is a summary, not legal advice.

Can consultants use their own phones for work?

Yes, with the work apps protected. We can require a PIN to open them, stop candidate data being copied into personal apps and remove the work data on their last day. Bear in mind that a personal phone used for work email is in scope for Cyber Essentials.

How hard is it to switch IT provider?

Usually it takes one email from you. We assess your systems for free, agree a plan and handle the handover with your current provider without disrupting the desk. See how it works.

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