How a Two-Person Agency Runs Like a Big One: Rainy Day Recruitment on Spott
Company: Rainy Day Recruitment
Who: Two billing consultants, based in Adelaide, working Australia-wide
What: Permanent recruitment, hybrid remote model
Before Spott: Bullhorn, then Vincere
Rainy Day Recruitment is exactly the kind of agency legacy ATS vendors quietly ignore. Two billing consultants. No admin support. No account manager to babysit a clunky system. Every minute spent fighting software is a minute not spent billing.
Co-founder John Camm had already done the legacy tour: Bullhorn ("clunky, outdated, cost a fortune because it just needed lots and lots of add-ons," in his words), then Vincere from 2021. After Vincere's acquisition by the Access Group, he watched customer service decline while marketplace add-on costs climbed. The firm paid four years for a client and candidate portal that never even got set up. And when they finally decided to leave, exporting their own data came with a four-figure price tag.
"A true single source of truth, powered by AI that keeps our data clean, accurate, and up to date."
John Camm, Co-Founder & CEO, Rainy Day Recruitment
How they found Spott
John's shortlist process says a lot about where the market is going. He did not start from analyst reports or the vendors everyone already knows. He asked ChatGPT for a recruitment platform less than two years old and built on AI from day one.
His logic: every established ATS was struggling to bolt AI onto data structures designed fifteen years ago. If AI was going to be the core of the product, the product had to be born with it. "Australia is so far behind the rest of the world when it comes to recruitment practice," he told us on the first call. "I'd like to get back ahead of that curve here."
The migration: clean data in, junk left behind
Rainy Day brought roughly 15,000 candidates, 800 companies, and 2,000 client contacts out of Vincere. Instead of dragging everything across, Spott's migration team quarantined incomplete records (no CV, no contact details) so the new database started clean, with the incomplete profiles set aside for a re-engagement campaign rather than cluttering search results.
They went live in early December, used the quiet weeks over Christmas to settle in, and started the new year on the new system.
What changed
- Job to live ad in minutes. Take a job description, create the job, turn the JD into an ad with a template, and publish it to their own website's job portal. As Sam, the other half of the team, put it: "That bit is clean as."
- Conversations feed the system. Zoom and Teams calls are transcribed by Spott's built-in notetaker, phone calls flow in through their Ringover integration, and all of it makes the AI matching smarter, because Spott matches on notes and conversations, not just CVs.
- Candidates apply on their website, not through a job-board middleman that mangles CVs, which is how they lost good candidates before.
- Two people, full coverage. Outreach, presentations, pipelines, and placements live in one platform, so nothing depends on an admin team they do not have.
For a two-person agency, the single source of truth is not a nice-to-have. It is the whole operating model.
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Frequently Asked
The recurring themes in reviews since the Access Group acquisition are support quality (slow responses, premium packages required for decent service), auto-renewing contracts that catch firms at renewal, and a roadmap driven by the conglomerate rather than customer requests. Firms that don't use the temp back-office are also paying for machinery they never touch.
For boutiques of 2-20 recruiters: Spott if you want AI doing the admin and matching (from $139/user/month), Recruit CRM if budget leads (from $85/user/month), Recruiterflow if automated outreach is your engine, and Ezekia if you're purely retained search. Avoid paying for enterprise machinery (VMS connections, pay & bill) a boutique never uses.
Only if you let it happen. Old systems store notes in several places, and a proper migration collects all of them. Ask any vendor two questions: "How do my notes transfer?" and "Will they be searchable afterward?" If the answers are vague, that's your warning.
Outp(l)ace everyone.
You can’t win tomorrow’s placements
with yesterday’s tools.
