Staffing Agency Docs

Generate offer letters, onboarding packages, candidate profiles, client performance reports, and compliance checklists — the full placement document stack for SMB staffing agencies.

Important: All documents generated by this plugin are drafts intended as starting points. Employment documents should be reviewed by HR counsel or a qualified employment attorney to ensure compliance with federal, state, and local labor laws.

Installation

1. Download the pf-staffing-agency-docs.plugin file
2. Open Claude Desktop and navigate to Settings > Plugins
3. Click Install Plugin and select the downloaded .plugin file
4. The plugin will be installed and available immediately

Note: All data stays local on your machine. No external API calls or cloud storage required.

Overview

Staffing Agency Docs is a Claude plugin that automates the creation of professional placement documents for staffing and recruitment agencies. It produces draft-ready for review DOCX files with state-specific compliance language, professional formatting, and no manual editing required.

Key Features:

• State-compliant offer letters (CA, NY, TX, FL, IL)
• Complete onboarding packages with federal/state forms
• Client-facing candidate profiles
• KPI performance reports with Python-computed metrics
• Placement compliance checklists by role/state/industry
• ATS-agnostic CSV import (works with any ATS export)
• All data stays local — local processing

No dependencies: Runs entirely on your machine. data is processed within the Cowork environment.

Quick Start

1. Initialize Workspace

/staffing-setup

You'll be prompted for:

• Agency name (e.g., "Apex Staffing Solutions")
• Primary state (e.g., "CA")
• Specialty (e.g., "Technology & Engineering")

This creates:

• .staffing/config.json — agency configuration
• inbound/, processing/, outbound/, archive/ — folder structure
• templates/ — 5 starter DOCX template files

2. Generate Offer Letter

/staffing-offer "Jane Smith"

Or answer prompts conversationally:

• Candidate name, role, salary, start date, state, manager name

Output: outbound/jane-smith-offer-letter.docx

Features:

• State-specific at-will language (CA, NY, TX, FL, IL)
• Compensation table
• Employment law disclaimer
• Safe filename handling for non-ASCII names (José García → jose-garcia)

3. Generate Onboarding Package

/staffing-onboard "Jane Smith"

Output: outbound/jane-smith-onboarding-package.docx

Includes:

• I-9, W-4, state tax forms (federal requirement: I-9 within 3 business days)
• NDA template with signature block
• Handbook acknowledgment
• Employment type detection (W-2 vs 1099 contractor)

4. Generate Candidate Profile

/staffing-candidate "Jane Smith"

Or batch process: /staffing-candidate inbound/candidates.csv

Output: outbound/jane-smith-profile.docx

Includes:

• Skills matrix (with proficiency levels)
• Professional experience summary
• Availability and rate range
• Agency branding

5. Generate Performance Report

/staffing-report "Acme Corp"

Requires: inbound/placements.csv (ATS export)

Output: outbound/acme-corp-performance-report.docx + processing/staffing-metrics.json

Metrics computed in Python:

• Fill rate (%)
• Time-to-fill (days)
• Cost-per-hire (average)
• 90-day retention (%)
• Placement details table
• Narrative insights

6. Generate Compliance Checklist

/staffing-compliance "Healthcare Nurse" "CA" "Healthcare"

Output: outbound/healthcare-nurse-ca-compliance-checklist.docx

Includes:

• Background check requirements (FCRA, state screening)
• Drug testing mandates (if applicable)
• I-9 timeline (3 business days federal requirement)
• Role-specific certifications
• State-specific notes (e.g., ban-the-box laws)
• Document retention schedule

Full Placement Suite

Generate offer + onboarding + candidate profile in sequence:

/staffing-all "Jane Smith"

Commands Reference

Command	Purpose	Input
/staffing-setup	Initialize workspace	Agency name, state, specialty
/staffing-offer	Generate offer letter	Candidate name, role, salary, state, start date
/staffing-onboard	Generate onboarding checklist	Candidate name, role, start date, employment type
/staffing-candidate	Generate candidate profile	Candidate name (or CSV path for batch)
/staffing-report	Generate KPI performance report	Client name (requires inbound/placements.csv)
/staffing-compliance	Generate compliance checklist	Role, state, industry
/staffing-all	Full placement suite (offer + onboard + candidate)	Candidate name
/staffing-status	Show workspace summary and file counts	(none)

Folder Structure

.
├── .staffing/
│   ├── config.json              (agency configuration)
│   └── logs/                    (operation logs)
├── inbound/                     (user CSV exports from ATS)
│   ├── candidates.csv           (candidate data)
│   └── placements.csv           (placement records for reports)
├── processing/                  (intermediate JSON files)
│   └── staffing-metrics.json    (computed KPIs)
├── outbound/                    (final DOCX documents)
│   ├── jane-smith-offer-letter.docx
│   ├── jane-smith-onboarding-package.docx
│   ├── jane-smith-profile.docx
│   └── acme-corp-performance-report.docx
├── archive/                     (date-stamped snapshots)
│   └── 2026-03-12/
└── templates/                   (starter DOCX files)
    ├── offer-letter-base.docx
    ├── onboarding-checklist-base.docx
    ├── candidate-profile-base.docx
    ├── client-report-base.docx
    └── compliance-checklist-base.docx

CSV Import Guide

Candidates CSV (inbound/candidates.csv)

Export from your ATS with columns:

candidate_name,role_title,salary_amount,salary_type,start_date,employment_type,state,manager_name,skills,experience_years,availability,rate_range
Jane Smith,Senior Software Engineer,145000,annual,2026-04-15,Full-time,CA,Sarah Chen,Python|Java|AWS,8,2 weeks,"$145-160K"

Mapping for common ATS exports:

Bullhorn:

• candidateName → candidate_name
• jobTitle → role_title
• salary → salary_amount
• employmentType → employment_type
• startDate → start_date
• state → state

Zoho Recruit:

• First Name + Last Name → candidate_name
• Job Title → role_title
• Expected Salary → salary_amount
• Employment Status → employment_type
• Joining Date → start_date

Vincere:

• Candidate Name → candidate_name
• Vacancy Title → role_title
• Salary → salary_amount
• Employment Type → employment_type
• Start Date → start_date

Placements CSV (inbound/placements.csv)

For performance reports, export with columns:

role,client_name,candidate_name,start_date,fill_date,status,salary,manager,end_date
Sr. Software Engineer,Acme Corp,Jane Smith,2026-01-15,2026-01-01,active,145000,Sarah Chen,
Software Engineer,Acme Corp,David Lee,2026-02-10,2026-01-25,active,120000,Sarah Chen,
Product Manager,Acme Corp,Emily Chen,2026-01-22,2025-12-15,active,130000,Robert Kim,

Required columns:

• role, client_name, candidate_name, start_date, fill_date, status, salary

Optional columns: manager, department, job_family, end_date

Status values: active, filled, ended, on-hold

AI-Powered Features

• Offer Letter Customization: Generates state-specific offer letters (CA, NY, TX, FL, IL) with compliant at-will language, compensation tables, and employment law notices
• State-Compliant Document Generation: Creates entity-aware documents tailored to employment type (W-2 vs 1099) and jurisdiction-specific compliance requirements
• Performance Metric Calculation: Computes fill rates, time-to-fill, cost-per-hire, and 90-day retention from ATS CSV data using deterministic Python calculations
• Candidate Profile Creation: Synthesizes candidate data into client-facing profile documents with skills matrices, experience summaries, and availability information

Estimated Cost per Use

Disclaimer: Token estimates are approximate and based on typical usage patterns measured from skill prompt sizes. Actual costs vary with input data size, conversation length, and complexity. Estimates use Claude Sonnet 4.6 pricing ($3/1M input, $15/1M output). Cowork and Claude Desktop subscription users (Pro/Max/Team) are not charged per-token — these estimates apply only to direct Anthropic API usage. Running stages individually in fresh sessions uses fewer input tokens than running the full pipeline sequentially, because pipeline mode accumulates conversation history across stages.

Per skill (run individually in a fresh session):

Stage	Skill Prompt	User Input	Total Input	Output	Est. Cost
staffing-candidate	~4.7K	~800	~8.2K	~4.7K	~$0.10
staffing-report	~5.5K	~800	~9.1K	~6.0K	~$0.12
staffing-onboard	~4.9K	~800	~8.4K	~4.9K	~$0.10
staffing-compliance	~5.7K	~800	~9.2K	~5.7K	~$0.11
staffing-offer	~4.7K	~800	~8.2K	~4.7K	~$0.10
Standalone total			~43.2K	~26.0K	~$0.52

Full pipeline (all stages in one session — context accumulates):

Stage	Base Input	+ History	Total Input	Output	Est. Cost
staffing-candidate	~8.5K	0	~8.5K	~4.7K	~$0.10
staffing-report	~9.3K	~5.5K	~14.9K	~6.0K	~$0.13
staffing-onboard	~8.7K	~12.3K	~21.0K	~4.9K	~$0.14
staffing-compliance	~9.5K	~18.0K	~27.5K	~5.7K	~$0.17
staffing-offer	~8.5K	~24.5K	~33.0K	~4.7K	~$0.17
Pipeline total			~104.9K	~26.0K	~$0.71

Running the full pipeline once typically costs $0.49–$0.92 in API tokens (Claude Sonnet 4.6).

Known Limitations

1. No E-Signature Integration

   • Offer letters and onboarding docs generate as DOCX files
   • Integrate with DocuSign, HelloSign, or Adobe Sign separately after generation
   • Workaround: Use third-party DocuSign API integration or manual distribution

2. State-Specific Variants Limited

   • State-compliant offer letters available for CA, NY, TX, FL, IL only
   • Other states use generic at-will clause with disclaimer to verify compliance
   • Workaround: Customize templates in templates/ for additional states; consult employment counsel

3. No Real-Time ATS Sync

   • Requires CSV export from your ATS (Bullhorn, Zoho, Vincere, etc.)
   • No direct API connection to ATS systems
   • Workaround: Export CSV manually or set up scheduled ATS export to inbound/ folder

4. Form Content Links Only

   • Federal forms (I-9, W-4) are linked, not reproduced in documents
   • Onboarding checklists reference URLs to IRS.gov, USCIS.gov, and state labor departments
   • Workaround: Candidates download current forms from official sources; designed to support alignment with form version requirements

5. Metrics Based on CSV Data Quality

   • Cost-per-hire estimated from salary (15% margin assumption) if cost not in CSV
   • Time-to-fill computed from fill_date to start_date
   • 90-day retention requires end_date column; missing data treated as still active
   • Workaround: Ensure CSV export includes all relevant columns; verify data before report generation

Feature Comparison

Feature	Staffing Agency Docs	Bullhorn	Zoho Recruit	JobAdder
State-specific offer letters	✓ Full (CA, NY, TX, FL, IL)	◐ Partial	✗ None	✗ None
Onboarding package bundle	✓ Full	◐ Partial	✗ None	✗ None
Client KPI performance report	✓ Full	◐ Partial	✗ None	◐ Partial
Candidate submittal profile	✓ Full	✓ Full	◐ Partial	✓ Full
Placement compliance checklist	✓ Full	✗ None	✗ None	✗ None
ATS-agnostic (CSV import)	✓ Yes	✗ No	✗ No	✗ No
Data stays local	✓ Yes	✗ Cloud-based	✗ Cloud-based	✗ Cloud-based
Annual cost	included with your subscription	$20K-$50K	$1.5K-$4.5K	$5K-$15K

Python Dependencies

• python-docx (automatically installed) — DOCX file generation
• Python 3.7+ — built-in modules (csv, json, unicodedata, datetime)

Installed automatically by /staffing-setup if missing.

Troubleshooting

Q: "Template not found" error

• Run /staffing-setup first to create templates/

Q: Non-ASCII candidate names creating file issues

• Feature: Automatic sanitization (José García → jose-garcia filename, but preserves full name in documents)
• Verified for accented characters, diacritics, and non-Latin scripts

Q: Report KPI calculations don't match my manual calculations

• All metrics computed in Python, not LLM
• Verify CSV has required columns: start_date, fill_date, salary, status, end_date (for retention)
• Use processing/staffing-metrics.json to audit calculated values

Q: State-specific at-will clause doesn't match my jurisdiction

• Supported: CA, NY, TX, FL, IL (clauses provided)
• Other states: Generic clause included; always consult employment counsel
• Consider customizing templates in templates/ for your state

Version

Current: 1.0 Released: 2026-03-12

See CHANGELOG for release notes and version history.

License

MIT License. Copyright (c) 2026 Plugin Factory.

See LICENSE for full details.

Support

For issues, feature requests, or feedback, please refer to the project documentation and verify your setup with /staffing-status.

Important Disclaimers

• AI-Generated Content: This plugin uses AI (LLM) technology which can produce inaccurate or incomplete outputs. All content should be treated as a starting point and reviewed for accuracy before use.
• Not Professional Advice: Outputs do not constitute legal, financial, tax, medical, or other professional advice. Consult qualified professionals before making decisions based on generated content.
• No Compliance Guarantee: References to industry standards, regulations, or guidelines are for informational purposes only. This plugin does not guarantee compliance with any law or regulation. Users are responsible for verifying all outputs meet their specific regulatory requirements.
• No Endorsement or Affiliation: Mention of third-party products, standards, or organizations does not imply endorsement, partnership, or certification by those entities.
• Not Legal Advice: This plugin does not provide legal services or legal advice. All legal documents and analysis should be reviewed by a licensed attorney before use.