Know what happens after the shortlist leaves your inbox
We show you when clients open your shortlists, which profiles they actually read, and when to follow up
A common problem
You send the shortlist. Then silence. Days pass.You don't know if they opened it, who reviewed it, or which candidate caught their eye.The follow-up call becomes a guess.
Get StartedBuilt specially for executive search firms
Every feature is shaped around what a search consultant needs after the shortlist leaves the inbox.
Know When Shortlists Are Opened
Get notified instantly when a hiring manager views your shortlist
See which candidates they actually read
Track engagement by candidate profile, not just the whole pack, so the next call starts with the right person.
Know if they shared internally
Get timing signals when a client revisits, downloads, or goes quiet after activity, instead of chasing on a calendar guess.
Identify warm client intent
Know what the client reviewed before the call, which profiles were skipped, and where the conversation needs to go next.
Spot New Decision-Makers
See when additional stakeholders join the shortlist review, so you know who’s influencing the decision before the next follow-up.
Share professionally and securly
Your firm’s subdomain. Your logo. No client login or password needed
Upload your candidate pack to start getting Visibility
Send the shortlist as a secure link. The client reviews it. Docutracker shows the engagement. Your consultant follows up with context.
Upload your shortlist
Drag in your candidate pack. A branded link is ready in seconds
Share with the hiring manager
One link. No login required for clients. Fully branded to your firm
See every interaction on the candidate pack
See who opened it, which candidates they read, and how long they spent
Docutracker shows you how clients engage with your shortlist.
Your ATS only shows you what your team has done
Email PDFs vs. Docutracker client portal
Your clients still get an email. They just see something worth opening.
Pricing
Start small, then scale document tracking across the firm when the workflow proves itself.
Free
For consultants who want to see it in action
- 2 active tracked documents
- Real-time open alerts
- Basic open & time-spent metrics
- Docutracker-branded share link
- 1 user
- Community support
Starter
For solo consultants running a steady deal flow
- 15 active tracked documents
- Real-time open alerts
- Per-candidate engagement insights
- Email capture before viewing
- Password protection & link expiry
- Custom logo on share page
- 1 user
- Email support
Business Most popular
For boutique firms running multiple active searches
- Unlimited tracked documents
- Full per-candidate attention tracking (scroll, time, sections read)
- Custom branded subdomain (shortlists.yourfirm.com)
- Multi-stakeholder tracking (see who forwarded to whom)
- Engagement dashboard across every active search
- Team workspace — share visibility across consultants
- Up to 20 users
- Priority support
Done-For-You
For firms that want the full setup handled
- Everything in Business, plus:
- White-glove onboarding for the whole team
- Custom shortlist template designed in your brand
- ATS integration setup (Invenias, Bullhorn, Clockwork)
- Dedicated success manager
- Quarterly engagement review & benchmarking
- Partner-level reporting & insights
- SLA-backed support
- Unlimited users
Estimate your Business plan cost
Choose your team size and billing cycle to see the seat-based subscription cost before checkout.
$25.00 effective monthly. First 4 seats are bundled at $300/year.
- Seats selected
- 4
- Bundled seats
- 4
- Additional seats
- 0
FAQS
No. Hiring managers click the link and view the shortlist in their browser. No login, no software, no friction. It feels like opening a normal PDF link — except you see everything that happens.
You control this. By default, tracking is invisible — they see a clean, branded document. If you'd rather be transparent, you can enable a small footer or require email capture before viewing. Most firms keep it invisible.
No, and it's not trying to be. Docutracker sits between your ATS and your client's inbox. Your ATS manages candidates. We manage what happens after you send the shortlist out. The two work side by side.
Under an hour for the whole firm. After that, sending a tracked shortlist takes 15 seconds — drag in the PDF, copy the branded link, send it.
PDFs cover 95% of what executive search firms send — candidate packs, slates, terms of business, search progress updates, market maps. If it's a PDF, we track it.
Usually the same day. The first time a hiring manager opens a shortlist you've sent through Docutracker, you'll get a real-time alert — and that's typically within hours of sending it out.
Yes. We're GDPR compliant, data is encrypted in transit and at rest, and you control link expiry and access. You can also password-protect sensitive documents like terms of business or confidential candidate profiles.
Yes. No annual contracts, no lock-in. Monthly billing on every plan. The Business plan includes a 30-day free trial — if it's not working, you cancel and pay nothing.
On Starter, you get your logo on the share page. On Business and Done-For-You, you get a custom subdomain (shortlists.yourfirm.com) — clients see your brand, not ours. They never know we exist.
Stop guessing when to follow up. Start every client call knowing exactly where the search stands.
Get Started