Placements
A placement is a permanent hire you make for a client (Model D). The person joins the client directly; you earn a one-off fee. The Placements screen, under Agency, also lists seconded workers you have converted to a client’s own payroll. See Seconded workers.
Each fee is invoiced once, when the person starts. If they leave inside the guarantee period, the client gets a refund or a free replacement. Nothing is ever edited.
Who can see placements: Owner, HR admin, Payroll admin, Payroll approver.
How a placement moves
Section titled “How a placement moves”| Status | What it means | What you can do |
|---|---|---|
| Placed — not started | Recorded, not yet started. Not invoiced | Mark started (from the start date), Cancel placement |
| In guarantee | Started and invoiced. The guarantee is running | Record that it failed |
| Guarantee completed | The guarantee ended with the person in post. Nothing more is owed either way | Record guarantee completed, if it is not yet recorded |
| Failed | The person left inside the guarantee | Record the replacement, if one is owed |
| Cancelled | Called off before the start. Never invoiced | Nothing |
Record a placement
Section titled “Record a placement”Who can record, cancel and complete placements: Owner, HR admin, Payroll admin.
- Go to Placements and select Record placement.
- Under Client and role, choose the Client, and enter the Job title and the First day on the client’s payroll.
- Choose the Recruiter credited: one of your agency’s own staff. Their placements count towards a placements KPI.
- Under Candidate, enter the first and last name, and if you have them their email, phone, NIN and BVN.
- Under Fee, choose how it was Agreed as:
- A percentage of first-year annual gross: enter the First-year annual gross (₦) and the Fee (% of annual gross); or
- A fixed amount: enter the Fee (₦).
- Check the VAT rate (7.5% unless you change it). Cadre shows the fee, the VAT and the total Invoiced to the client when the person starts.
- Under Guarantee and access, set:
- Guarantee period (days): 90 by default. The start date is day 1; 0 means no guarantee.
- If the person leaves inside it: A free replacement (the default) or A refund on a sliding scale.
- Access window after the guarantee (days): 30 by default.
- Select Record placement.
The fee shown is the one Cadre charges; it is worked out by Cadre, not typed in.
Your agency keeps no employee record for a placed candidate: your view of them is the placement. Their NIN or BVN lets Cadre recognise the same person across organisations. An email address alone never links two people. The NIN and BVN are never shown again.
Start the placement and invoice the fee
Section titled “Start the placement and invoice the fee”Who can start a placement (which issues the invoice) and record a failure: Owner, Payroll approver.
On or after the start date, once the person has started:
- Open the placement and select Mark started.
- Read the confirmation. It names the candidate, the client and the amount the invoice will carry.
- Check the Invoice due date. It is 30 days from today unless you change it.
- Select Start and invoice, which shows the total.
Starting issues the placement fee invoice straight away, with the next invoice number. It is never changed afterwards. See Billing terms and invoices.
Why the fee is invoiced at the start
Section titled “Why the fee is invoiced at the start”The fee is earned when the person starts work, in standard agency terms. A placement called off before the start is never invoiced, so it needs no credit note.
Cancel a placement
Section titled “Cancel a placement”If a placement is called off before the person starts, open it, select Cancel placement and say why. Nothing has been invoiced, so nothing is credited. The placement is kept, marked cancelled.
If the person leaves inside the guarantee
Section titled “If the person leaves inside the guarantee”Open the placement and select Record that it failed. Enter The person’s last day, which must be inside the guarantee and not in the future, and why they left. Select Record failure.
What happens depends on the remedy agreed:
- A refund on a sliding scale. Cadre raises a credit note against the placement invoice for the share of the guarantee not served, with VAT at the same rate. For example, a person who leaves on day 30 of a 90-day guarantee did not serve 60 of the 90 days, so 60/90 of the fee is refunded. The placement shows the percentage refunded and the credit note.
- A free replacement. The placement is marked replacement owed. When you have found someone, open the failed placement and select Record the replacement. The form opens for the same client with no fee: a replacement is placed free under the original guarantee and raises no invoice. Recording it marks the replacement fulfilled.
When the guarantee ends
Section titled “When the guarantee ends”A guarantee that has run out with the person in post is shown as Guarantee completed. Cadre records this each day on its own; you can also select Record guarantee completed.
Candidate contact details
Section titled “Candidate contact details”Your agency sees the candidate’s email and phone until the access window has passed after the guarantee’s last day (or after the cancellation or leaving date). After that, the placement shows only their name and its facts. The placement’s Terms show the date this happens.
This follows the Nigeria Data Protection Act 2023: you need contact details to follow up during the guarantee, and not beyond.
In your reports
Section titled “In your reports”Placement fees appear under Placement fees (D) on the Profitability report. A refund reduces the month the credit note is dated in, rather than restating a month you have already reported.