AI Matrx Logo

Recruiting firm

Ivybridge Gate Talent · Recruiting firm · Durham, NC

Calla Castellanos is the recruiting lead at Ivybridge Gate Talent, a technical recruiting firm in Durham, and she uses this to keep the licensing, screening and audit records an inspector or a client would ask to see, with the candidate details that must stay private marked as off-limits.

Staffing and HRComplianceGoverned columns5 tables · 6 views · 1 form · 2 dimension sets · 1 digest · 1 notification · 1 stage rule set · 1 agent
Use this template

Check board

File checks
Requested8
Background screen — Rosales-HuntIVG-209Evander Rosales-Hunt
Work authorization — Mbeki-ColeIVG-211Saoirse Mbeki-Cole
Reference check — OuelletteIVG-214Tavish Ouellette
Credential verification — HalvorsenIVG-216Yusra Halvorsen
Background screen — TillbrookIVG-222Odessa Tillbrook
3 more
Received7
Work authorization — NgataIVG-207Pilar Ngata
Drug screen consent — Rosales-HuntIVG-210Evander Rosales-Hunt
Background screen — OuelletteIVG-213Tavish Ouellette
Work authorization — HalvorsenIVG-215Yusra Halvorsen
Background screen — AdeyemiIVG-219Lucienne Adeyemi
2 more
Verified11
Background screen — LindqvistIVG-201Bashir Lindqvist
Work authorization — LindqvistIVG-202Bashir Lindqvist
Background screen — Castellaro-WebbIVG-203Noemi Castellaro-Webb
Credential verification — Castellaro-WebbIVG-204Noemi Castellaro-Webb
Background screen — OkonjoIVG-205Dariusz Okonjo
6 more
Flagged2
Background screen — NgataIVG-208Pilar Ngata
Credential verification — Mbeki-ColeIVG-212Saoirse Mbeki-Cole

Tables

File checks

28 sample rows · 12 columns

Each check a placement file needs before a candidate starts: screening, work authorization, references, credentials and safety.

CheckFile numberCandidateKind of checkStatusRequestedDue
Background screen — Anand-FellIVG-226Jarek Anand-FellBackground screenRequestedOct 11, 2026Oct 16, 2026
Work authorization — Anand-FellIVG-227Jarek Anand-FellWork authorizationReceivedOct 11, 2026Oct 14, 2026
Background screen — TillbrookIVG-222Odessa TillbrookBackground screenRequestedOct 8, 2026Oct 13, 2026
Reference check — TillbrookIVG-223Odessa TillbrookReference checkRequestedOct 8, 2026Oct 14, 2026
Work authorization — HalvorsenIVG-215Yusra HalvorsenWork authorizationReceivedOct 5, 2026Oct 8, 2026
Credential verification — HalvorsenIVG-216Yusra HalvorsenCredential verificationRequestedOct 5, 2026Oct 12, 2026
Safety orientation — OkonjoIVG-228Dariusz OkonjoSafety orientationRequestedOct 4, 2026Oct 14, 2026
Background screen — OuelletteIVG-213Tavish OuelletteBackground screenReceivedOct 2, 2026Oct 7, 2026
Reference check — OuelletteIVG-214Tavish OuelletteReference checkRequestedOct 2, 2026Oct 8, 2026
Work authorization — Mbeki-ColeIVG-211Saoirse Mbeki-ColeWork authorizationRequestedSep 29, 2026Oct 2, 2026
Credential verification — Mbeki-ColeIVG-212Saoirse Mbeki-ColeCredential verificationFlaggedSep 29, 2026Oct 6, 2026
Background screen — Rosales-HuntIVG-209Evander Rosales-HuntBackground screenRequestedSep 26, 2026Oct 1, 2026

16 more rows

Candidates

14 sample rows · 12 columns

The engineers and technical specialists the firm is placing, with what identifies each and where their file stands.

CandidateStageAddedSpecialtyWork authorization basisDate of birthPhone
Bashir LindqvistPlacedJun 20, 2026Backend engineeringUS citizenMar 14, 1988(919) 555-0131
Dariusz OkonjoSubmittedSep 3, 2026DevOps and SREUS citizenNov 23, 1985(919) 555-0133
Evander Rosales-HuntScreeningSep 24, 2026QA automationUS citizenSep 30, 1993(919) 555-0135
Hollis BrynjolfssonPlacedJul 20, 2026Security engineeringUS citizenAug 17, 1982(919) 555-0139
Jarek Anand-FellScreeningOct 9, 2026Data engineeringUS citizenJul 15, 1995(919) 555-0144
Lucienne AdeyemiSubmittedSep 14, 2026DevOps and SREPermanent residentFeb 4, 1989(919) 555-0140
Noemi Castellaro-WebbPlacedJul 10, 2026Data engineeringPermanent residentJul 2, 1991(919) 555-0132
Odessa TillbrookScreeningOct 6, 2026Backend engineeringUS citizenOct 9, 1996(919) 555-0142
Pilar NgataSubmittedSep 8, 2026Security engineeringH-1B transferJan 19, 1990(919) 555-0134
Ruairi Okpara-LundWithdrawnAug 19, 2026QA automationUS citizenJun 21, 1992(919) 555-0141
Saoirse Mbeki-ColeScreeningSep 27, 2026Embedded firmwareTN statusMay 8, 1987(919) 555-0136
Tavish OuelletteScreeningSep 30, 2026Backend engineeringUS citizenDec 11, 1994(919) 555-0137

2 more rows

Licenses and coverage

10 sample rows · 9 columns

Every license, bond, policy and registration an inspector or client could ask the firm to produce.

License or coverageKindWhere it appliesNumberIssuedExpiresStatus
Georgia private employment agency licenseEmployment agency licenseGeorgiaGA-PEA-5086Jul 6, 2023Sep 27, 2026Expired
E-Verify memorandum of understandingCertificationFederalEV-MOU-61592Sep 9, 2022Oct 15, 2026Expired
Secretary of State business registrationBusiness registrationNorth CarolinaSOS-1103927Nov 17, 2024Nov 15, 2026Renewal due
Professional liability policyInsurance policyFederalPL-5530-IVGNov 22, 2025Nov 22, 2026Renewal due
Virginia staffing agency registrationEmployment agency licenseVirginiaVA-STF-7731Jan 16, 2025Dec 12, 2026Renewal due
Screening vendor service agreementVendor contractFederalSVC-VND-0187Jan 31, 2026Jan 31, 2027Current
Workers' compensation policyInsurance policyNorth CarolinaWC-IVG-90417Apr 1, 2026Apr 1, 2027Current
Client data privacy certificationCertificationFederalDPC-IVG-044May 21, 2026May 21, 2027Current
North Carolina employment agency licenseEmployment agency licenseNorth CarolinaEA-48-2210May 1, 2024Aug 24, 2027Current
Surety bond for employment agencySurety bondNorth CarolinaSB-208841Sep 3, 2025Sep 3, 2027Current

Audit visits

8 sample rows · 7 columns

Each inspection, vendor audit or internal review, what it found and what it cost to fix.

AuditWho cameVisitResultWhat they foundCorrections dueCost to correct
State employment agency fee-schedule reviewState labor departmentOct 4, 2026Corrections requiredPosted fee schedule did not list the candidate-paid conversion fee.Nov 1, 2026$120
Internal file review, second quarterInternal quarterly reviewSep 18, 2026PassedEvery file checked had a signed disclosure and a dated result.—$0
Client vendor-compliance review, second accountClient vendor auditAug 19, 2026PassedCertificates of insurance and agency license copies were current.—$0
Internal file review, first quarterInternal quarterly reviewJul 15, 2026Passed with notesThree work authorization files missing the reverification date.—$0
Screening vendor data-handling auditBackground vendor auditJun 20, 2026Corrections requiredTwo candidate reports were saved to a shared folder without access limits.Jul 20, 2026$450
Client vendor-compliance review, first accountClient vendor auditMay 31, 2026PassedAll six requested placement files produced the same day.—$0
Insurance carrier premium auditInsurance carrierMay 1, 2026Passed with notesTwo contractor payroll reports were filed two days late.—$0
State employment agency routine inspectionState labor departmentMar 22, 2026PassedRecords of placements and fees were complete.—$0

Also included

  • Check boardStage rules
  • Flagged checksDigest
  • Check flaggedNotificationTells the compliance coordinator a check did not match so the candidate is asked the same day.

Related templates