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An HR consultancy runs on its records. When those records live in spreadsheets, inboxes and folders, the business is only as reliable as the last person who saved a file.
Free, no-obligation consult — just a real person.
Official ERPNext Partner
In business since 2011 · 200+ clients
A client calls and asks for three shortlisted profiles by this afternoon. Somewhere there is a CV that fits — it came in last month, or maybe the month before. Was it saved to the shared folder, attached to an email, or copied into a spreadsheet that someone else has open? And once it turns up, is it the latest version, and who last spoke to that candidate?
That was the daily reality at ActiveHR Solutions, an HR consultancy in Kerala. Their work — matching candidates to employers and keeping the records that go with every placement — depended on data that was spread across Excel sheets and files, sometimes incomplete, sometimes missing altogether, and slow to find when it mattered.
Acube built ActiveHR a web platform that brought it all together: a candidate database for profiles and CVs, a client (employer) portal, and an internal HR records system for the team — with customisation and support after go-live. The project ran in 2019–2020.
In business since
Clients served
ERP projects
Work by referral
| Client | ActiveHR Solutions |
| Location | Kerala, India |
| Industry | HR consultancy |
| Engagement | Custom web platform — candidate database, employer portal, internal HR records — plus customisation and support |
| When | 2019–2020 |
ActiveHR's problem was not a shortage of candidates or clients. It was that the information connecting them had no single home. Four things kept going wrong:
Candidate details, CVs and employer information sat in spreadsheets, email attachments and folders, with no one place that held the full picture.
Entries went missing or were only half-filled, so the team could never be sure the information in front of them was the whole story.
Answering a simple question — who fits this role, what happened with that candidate — meant searching rather than looking up.
There was no reliable record of what had changed, when, or of the placements already made.
The cost of staying as-is: in a consultancy, data that can't be found is the same as data you don't have. Every missing record is a candidate you can't put forward and a question from a client you can't answer quickly.
One web platform with three faces — one for the candidates' information, one for employers, and one for the consultancy's own team — all reading from the same records.
| Capability | What it gives you |
|---|---|
| Candidate database | Every candidate profile and CV stored in one structured, searchable place — not in folders and inboxes. |
| Client (employer) portal | Employers have their own access to the platform, working from the same records as the consultancy. |
| Internal HR records system | The team manages its HR records in the same platform, so information entered once is available everywhere it is needed. |
| One source of truth | Because all three parts share one set of records, there is no second copy to fall out of date. |
| Customisation & support | After go-live, Acube customised the platform further and supported it. |
ActiveHR did not have a measured before-and-after figure for this project, so we are not quoting one. What changed is clear from how the work is done now:
Candidates, employers and HR records live in a single system of record, so nothing depends on finding the right file.
Looking up a candidate or a record became a search in the platform rather than a hunt across folders.
Information is captured once in the platform instead of being re-typed into spreadsheets.
The underlying shift is simple: the record is created in the system, and everything the team does afterwards builds on that record — rather than on whichever copy someone happened to save.
The brief was not "build a website". It was "stop losing our records" — and the three parts of the platform follow directly from the four problems above. A candidate database answers scattered and incomplete CVs. An employer portal gives clients their own way in to the same records. An internal records system gives the team one place to work. Putting all three on one shared set of records is what makes the history trustworthy: there is only one version, so there is only one answer.
And the work did not stop at launch. A consultancy's process changes as it grows — new fields, new reports, new ways of tracking a placement — so the platform was customised and supported after it went live. That long-term support is how we work with every client: in business since 2011, with 70% of our work coming by referral.
A platform like ActiveHR's is worth considering when:
spreadsheets, inboxes, shared folders — and nobody is sure which copy is current.
If answering a client means hunting through files, the time adds up across every request.
rather than waiting for you to send things over.
Without a history, mistakes are hard to trace and easy to repeat.
into more than one sheet.
If two or three of those sound familiar, the problem is usually not effort — it's that the information has no single home. That is what a project like this fixes.
See what it would cost — Answer a few plain questions about how you work, and see a real figure.
Not if your records are the business. ActiveHR is a consultancy, not an enterprise, and the platform was built around the three things it actually needed — candidates, employers and HR records. A focused build that fixes the specific problem is usually smaller than people expect.
Yes. ActiveHR's platform includes a client (employer) portal, so employers have their own access to the platform.
They are the starting point, not something to throw away. The aim of a project like this is to bring scattered records into one place so the spreadsheets stop being the system of record. We plan how existing data moves across as part of the project.
Yes. ActiveHR's platform was customised and supported after go-live — a consultancy's process keeps changing, and the software has to change with it.
Often, yes — ERPNext has HR and recruitment features, and we are an Official ERPNext Partner. ActiveHR's platform was a custom web build. Which route fits depends on how close your process is to a standard one; we will tell you honestly which we would choose for you.
It depends on how many parts you need and how much existing data has to come across. We scope it with you at the start and give you a plan you can hold us to, rather than a number before we've seen your process.
Get a clear plan, an honest timeline, and a fixed scope. Talk to a real expert today — whether or not you work with us.
or write to info@acube.co
Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011