DokuTrak for Recruiters and HR consultants
Client Portal for Recruiters,
Paperwork Back Before They Ghost.
DokuTrak is the candidate document portal for recruiters and HR consultants. Magic-link uploads for signed offers, I-9 supporting documents, and background check consent. No candidate login. $49/month flat, every placement.
Why recruitment paperwork is the worst
Offer accepted Monday, start date still slipping
Candidate accepted verbally. You sent the offer letter Tuesday. Wednesday you asked for the signed offer back, I-9 supporting docs, and background check consent. It is now next Tuesday and you have the signed offer and nothing else. Their start date just slipped a week.
Wrong document type, wrong again
Candidate sends their driver's license when you asked for List A I-9 docs. Or sends their passport expired last year. Or sends a photo where half the document is cut off. You start a new email thread, explain again, wait again.
Candidates ghost when the portal asks for a password
Your ATS has a candidate portal. It asks for email verification, password creation, and security questions. Your 22-year-old software engineering candidate treats it like spam and never finishes onboarding. Placement dies a week later.
How recruiters and HR consultants use DokuTrak
At offer acceptance, you send one Magic Link. The candidate sees every document you need, uploads from their phone, and you can assemble a complete package same-day when they act fast. Works alongside your ATS (Greenhouse, Lever, Workable) — you keep the ATS for the recruiting pipeline, use DokuTrak for the document intake step where ATS portals consistently fail.
Pre-hire document templates
Build a template covering your standard pre-hire intake: signed offer, I-9 supporting documents (List A, or List B + List C), direct deposit form, benefits enrollment, emergency contact, background check consent. Reuse across every placement. Customize per client account when enterprise clients have their own forms.
Urgency-tuned reminders
Candidates ghost when the paperwork feels optional. DokuTrak reminders frame the timeline: day 2 is "friendly nudge", day 4 is "we need this to keep your start date", day 6 is "last chance". Candidates complete, placements stick.
Reject wrong docs without starting over
Candidate sent a driver's license when you needed List A? Click Reject, type "I-9 List A requires a passport or permanent resident card. Driver's license counts as List B but you also need a Social Security card (List C)". Send. DokuTrak re-opens the specific slot. No new intake from scratch.
One subscription, all clients, all candidates
$49/month flat covers every client, every open role, every candidate. No per-placement fees, no per-recruiter seat, no per-client contract. A boutique staffing agency runs 50 active candidates through intake at under $1 per candidate.
No login
for candidates — Magic Link upload only
$49/mo
flat, every client and placement
Phone
upload — iPhone photos of paper docs supported
Why recruitment specifically
Recruitment and HR consulting have a unique document-collection problem: you are collecting from people who are not yet your client. A candidate accepted a verbal offer. They are in the “will I actually do this job or take the counter-offer” phase. Every friction point during paperwork is a chance for them to disengage.
That is why your ATS’s candidate portal with account creation, email verification, password requirements, and 2FA is the worst-possible tool for this step. Candidates do not want another account. They want to click the email, upload their passport photo, and go back to thinking about whether they made the right choice.
DokuTrak removes the login wall specifically at the moment where friction kills placements. Magic Link uploads work on the candidate’s phone, take under five minutes total, and give you a complete intake package by end of day. Combined with your ATS for the recruiting pipeline upstream, you have a stack that actually gets people hired and started on time.
Good for independent recruiters, boutique staffing agencies, HR consultants placing interims and fractional roles, and in-house TA teams at companies with more than 20 hires/year.
What's included for your staffing firm
- Unlimited document requests for recruiters and hr consultants
- Unlimited clients and team members
- Magic-link uploads — your clients never see a login screen
- Automatic reminders on a polite cadence
- One-click accept / reject with auto replacement
- Reusable templates for recurring staffing firm workflows
- Secure vault with full-text search across years
- AES-256 encrypted at rest, EU-hosted, GDPR-compliant
$49/month
$1 for first 14 days. Cancel anytime.
Staffing firm FAQs
Is DokuTrak a replacement for my ATS (Greenhouse, Lever, Workable)?
No. ATS tools manage the recruiting pipeline — sourcing, screening, interviews, offer tracking. DokuTrak handles the document intake step specifically, where ATS candidate portals consistently fail because they require candidate account creation. Most recruiters keep their ATS and use DokuTrak at offer acceptance for the paperwork collection phase, then upload the completed package back into the ATS record.
Is DokuTrak I-9 compliant?
DokuTrak is the transport and storage layer for I-9 supporting documents (passport photos, SSN cards, driver's licenses, etc.). You, as the employer or employer's agent, remain responsible for the I-9 certification itself — physically examining the documents per Section 2, completing the I-9 form, and retaining per retention rules. DokuTrak collects the supporting document images securely and gives you an auditable chain of custody. Many HR consultants use DokuTrak for the pre-I-9 document collection, then do the Section 2 examination live via video or in-person.
Can I use DokuTrak for background check consent and authorization?
Yes. Upload your FCRA-compliant disclosure and authorization forms as templates. Candidates download, sign (e-sign, or print/sign/scan), and upload back via Magic Link. DokuTrak is not an e-signature tool — pair it with DocuSign or Dropbox Sign for the signing step if you want inline e-signature, or use fillable PDFs for simpler workflows.
Is it secure enough for sensitive employment documents?
AES-256 encryption at rest, TLS 1.3 in transit, EU-hosted on a dedicated VPS in Paris, full audit log on every access. Note: we host in the EU — if your candidates are US-based, this is typically fine for employment document collection, but your compliance team should review if you have specific US data residency requirements. Security documentation available under NDA.
Can the candidate use DokuTrak without creating an account?
Yes — that is the entire point. Candidates click the Magic Link in their email, see the upload page, upload documents from phone or laptop, done. No account, no password, no email verification, no 2FA. Zero friction at the moment where friction kills placements.
Can I customize the intake per enterprise client?
Yes. Build a template per client account ("Intake for Acme Corp placements" vs "Intake for BigCo placements") with that client's specific forms, their policies, their direct deposit format. When you place at Acme, send the Acme template; when you place at BigCo, send the BigCo template. All under one DokuTrak subscription.
Stop chasing recruiters and hr consultants paperwork.
$1 for 14 days. Send your first request in under three minutes. Cancel in one click if it doesn't fit.
Start trial for $1