CV Formatting for RPO Providers and Talent Partners

CV formatting for RPO providers is about consistency under someone else's brand. An RPO team works inside another company's brand and process. Each client programme has its own CV standard, its own hiring managers and its own expectations about what a shortlist looks like. Recruiters move between programmes, volumes spike with hiring plans, and the client expects consistency and a clear record of what was sent, when and by whom.

CVPitch gives RPO teams a controlled way to produce submissions in each client's format, with facts checked against the source and an approval trail tied to each exact version.

What RPO programmes need from submissions

• The client's standard, every time, regardless of which recruiter prepared the CV.
• Accuracy you can stand behind, because the client's hiring managers treat your shortlist as their own.
• Clear records of who approved which version.
• Privacy controls that match the client's policy, from named candidates to anonymous profiles.
• Integration with the client's ATS or your own reporting.

One variant per client programme

In CVPitch, a client variant captures a format and its rules: one of five layouts and a font, branding and logo, client label, accent colour, section order and headings, required sections, page limit, privacy preset, filename pattern and optional coversheet. If the client has its own Word CV template, add placeholder tags to it and upload it, so every submission fills the client's own document. You can also make recruiter fields mandatory, such as requisition number, hiring manager or right-to-represent date, and require a candidate reference.

Variants are versioned. When a client changes its standard, create a new version; earlier approvals still refer to the version they were approved against. If you need hard separation between client programmes, with different members and retention settings, run them in separate workspaces; access is isolated by authenticated workspace membership.

A workflow that leaves a trail

1. Upload CVs singly or in bulk, forward them to the workspace's email address, import them from the client's connected ATS, or push them in through the REST API from another system.
2. Review facts beside the source. Each fact links to its passage; unsupported facts are marked unverified; recruiter additions and corrections are labelled.
3. Resolve review flags and client rules. Required sections, fields and privacy presets must be satisfied before approval.
4. Approve the exact revision. Approval records the revision, the template version and the contact-removal policy. Any later change needs a new approval.
5. Export an editable Word file and a matching PDF from the approved snapshot, or share it with a tracked link.

Because approval is tied to the exact revision, you can always say which version a hiring manager received and who signed it off.

Evidence-backed shortlists

Hiring managers in RPO programmes often ask why a candidate was shortlisted. CVPitch's job match marks each requirement on the job description as evidenced, partly evidenced or not shown, with the CV passage beside it. The matching is deterministic, not an AI judgement. It drafts an editable pitch email citing the evidence and lists gaps to confirm with the candidate. That gives recruiters a consistent, defensible rationale across a programme. See how to pitch a candidate to a client.

Share and capture hiring manager decisions

Send each approved CV through a secure, expiring link, or a whole shortlist through one spotlight link with a web profile for each candidate. You see when the hiring manager opens or downloads it, and they choose Request interview, Maybe or Not a fit with a comment. Links can be revoked at any time and are not indexed. A client engagement report summarises opens, time to first open and responses per client, shortlists export to PowerPoint and Excel, and signed webhooks can pass responses into your reporting or the client's systems.

On the Agency plan, share pages can show your programme's name and logo instead of CVPitch's and be served from your own domain.

Connect to the systems you already run

• REST API at https://cvpitch.app/integrations/v1 with scoped API keys or OAuth, for uploading CVs, checking status, reading usage and fetching approved files.
• Signed webhooks for events such as ready for review, approved, export completed and client responses.
• Zapier, Make and n8n recipes built on the API and webhooks.
• Chat notifications to Slack, Microsoft Teams, Discord or Google Chat, metadata only.
• Native ATS connectors for Greenhouse, Lever, Workable, Ashby, Teamtailor, Recruitee and SmartRecruiters, among others, using API credentials from the client's account: import a CV attachment and attach the approved files back.
• Claude and ChatGPT through a remote MCP connector that cannot approve anything.

There are no native Workday or SuccessFactors connectors, and Bullhorn is waiting on partner approval. For those, most RPO teams attach the approved files to the ATS record or automate it through the API. See integrations and the developer documentation.

Onboarding a new client programme

A repeatable onboarding routine keeps programmes consistent:

1. Collect the client's CV standard and two or three example submissions they consider good.
2. Build the client variant to match: sections, headings, page limit, coversheet, privacy preset and filename pattern.
3. Add required fields the client expects on every CV, such as requisition number or hiring manager.
4. Run a sample through it, check the draft PDF and the Word file, and record the client's sign-off on the format.
5. Set retention to match your contract with the client.
6. Connect reporting: webhooks or the API for submission events, and chat notifications for the delivery team.
7. Brief the recruiters on the approval rule: any change after approval needs a new approval.

When the client updates its standard, create a new variant version rather than editing in place, so you can show which standard applied to each past submission.

Data protection questions RPO clients ask

• Candidate text never goes to analytics, notifications or webhooks; events carry IDs, statuses and links only.
• Contact removal applies to the generated DOCX, PDF and hidden document metadata; originals are stored separately and never overwritten.
• Retention is set per workspace from 1 to 90 days, with deletion recorded in a journal.
• AI extraction, OCR and the optional AI writing tools use Anthropic's Claude (Haiku), with cost caps on every request.
• Single sign-on over OIDC or SAML 2.0, with verified domains and an option to require SSO for the workspace.
• An audit log owners can export as CSV, and a data location panel showing where data is hosted and processed.

CVPitch does not currently hold third-party security certifications, so plan your client's due diligence around its documented practices. Read our security practices and GDPR guide for agencies before onboarding a client programme.

Related reading

See the full list of CVPitch features, how IT recruitment agencies use CVPitch, and how it sits beside an applicant tracking system or recruitment CRM.

Frequently asked questions

Can each client programme have its own CV format?

Yes. Create a client variant per programme with its own layout, branding, sections, headings, page limit, privacy preset and required fields, or upload the client's Word template with placeholder tags. Variants are versioned so earlier approvals stay accurate.

Can we prove which version a hiring manager received?

Approval records the exact revision, template version and contact-removal policy, and the export comes from that approved snapshot. Version history shows every revision, share links record opens, downloads and responses, and owners can export the audit log.

Does CVPitch integrate with Workday?

Not natively. Use the REST API and signed webhooks directly, or through Zapier, Make or n8n, to move approved files and status updates. Greenhouse, Lever, Workable, Ashby, Teamtailor, Recruitee and SmartRecruiters have native connectors.

How is pricing structured for larger teams?

Every plan includes unlimited users and monthly AI credits. Agency is $99 a month for 500 exports and adds white-label share pages on your own domain. See pricing or start a free trial.