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7. Overseas hiring in the CRM
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7.1 The law first
Recruiting Indians for jobs abroad is governed by the Emigration Act, 1983. Three rules shape this whole chapter:
- Only a registered Recruiting Agent may recruit. Vigilon's certificate number is on its statutory profile, and the careers page prints it.
- A worker may be charged only after selection, and only up to the cap. The Emigration Rules allow a service charge of up to INR 30,000 plus GST per worker, against a receipt. Vigilon charges nothing to register or to apply. A "registration fee" collected from candidates before selection is exactly what the law forbids, and OSERP will not raise one.
- Workers with an ECR passport need emigration clearance before they fly to the 18 ECR countries, which include all of the Gulf.
Vigilon's real income from recruitment is the placement fee the foreign employer pays for each worker deployed.
7.2 Hiring is a CRM pipeline
There is no recruitment module. The Overseas recruitment pack (chapter 1) installed a CRM pipeline of kind Hiring, Placing workers abroad. Each candidate is a party (the same person is never two candidates: a second application joins the first), their passport and trade are facts on that party, their papers are documents on it, and each application is a CRM record in the pipeline. The board, tasks, the inbox, WhatsApp and the AI briefing are the CRM's own. A school hiring teachers or a hospital hiring nurses uses the same engine with its own pipeline.
What makes the pipeline lawful is data on its stages: what each needs before a record may enter it, and what entering it starts. Administration > Module Settings > CRM > CRM Settings > Pipelines & stages, the Needs / starts button on a stage:
| Stage | Needs before entering | Starts |
|---|---|---|
| Applied, Screened, Shortlisted, Employer interview | Nothing beyond the application | |
| Selected | A passport number; interview result Selected | A candidate charge may be raised |
| Medical fit | Medical result FIT | |
| Visa issued | Visa number and issue date; passport valid at least 6 more months | |
| Emigration cleared | Emigration clearance number, only when the passport is not ECNR | |
| Ticketed | Travel date and flight | |
| Deployed (won) | Date the worker joined the employer | The placement fee is billable |
A move that skips stages must satisfy every stage it passes, and the refusal names each one. Trying to move a selected candidate straight to Medical fit:
The record's side panel shows Before Medical fit with what is still missing, before anyone tries.
7.3 The openings
CRM > Hiring: four openings from three Gulf employers.
| Field | JO-0001, Al Safwa Security Services LLC, Dubai |
|---|---|
| Opening for, hiring pipeline | A client; Placing workers abroad |
| Job, positions | Security guard (ex-servicemen preferred), 40 |
| Salary, currency, contract | AED 2,200 to 2,600 a month, 24 months |
| Placement fee per person (from the client) | INR 35,000 |
| Charge to a selected candidate (before tax) | INR 20,000, never above the profile's cap of 30,000 |
| Interview | 8 August 2026, Vigilon office, Edappally |
| Show on the careers page | Yes |
Below the opening, its applications by stage, each with the candidate's photograph and any charge raised:
7.4 The careers page
The opening appears on the /careers page of Vigilon's website, built on OSCom.
The page says applying is free and prints the Recruiting Agent registration only because Vigilon declares one. The form for each opening is built from its hiring pipeline: this pipeline asks for the passport number and expiry, ECR or ECNR, trade and experience, and a passport copy and photograph; an in-house opening would ask for a CV and qualifications instead.
The application arrives as a CRM record at Applied, with the facts and papers filed on the candidate. The candidate gets the record number as a reference and checks where they stand on the same page with it and their mobile number.
7.5 The candidate charge
At Selected, Raise charge on the record's Candidate tab creates a sales document for the candidate at the opening's charge, billed under the Recruitment service charge item (SAC 998512), so the tax comes from the item and never from a number written into the software. It refuses before a stage that allows a charge, above the cap, a second charge for the same placement, for any company that does not declare an activity whose law allows charging candidates, and when the item has no tax rate.
September: 34 selected workers charged, INR 7,35,000 before GST, each invoiced and receipted.
7.6 The offer letter
The Candidate tab issues letters too (chapter 2). The pack's Overseas offer and terms reads the opening, the employer, the salary offered on the record, the contract and the capped charge, and tells the candidate not to pay anyone any other amount:
A field with no value stops the letter: a candidate with no home address on file gets a letter without that line, because the template prints it only when there is one.
7.7 The placement fee
Invoice fees on an opening bills the employer for every placement past the stage that makes the fee billable and not yet invoiced:
| Invoice | Opening | Workers | INR |
|---|---|---|---|
| SW-2026-00165 | JO-0001, Al Safwa, Dubai | 6 | 2,10,000 |
| SW-2026-00166 | JO-0003, Najm Facility Management, Riyadh | 4 | 1,20,000 |
| Invoiced | 10 | 3,30,000 |
Two CCTV operators deployed in Dubai under JO-0002 are not invoiced yet: INR 80,000 still to bill, and the opening shows it.
7.8 In the books
Charges and fees are invoiced under their service items, and the service invoice posts revenue line by line, so recruitment income lands in Income from Recruitment Services, apart from the guarding income. The Day Book for 15 October shows a charge raised that day, and a reclassification journal moving the 10,65,000 of September's charges and fees out of Sales, where they were booked before Vigilon's billing items were set up:
A correction is always a new journal with its reason: a posted invoice is never edited.
7.9 The funnel
CRM > Pipeline > Funnel on Placing workers abroad draws the season as a funnel: how many reached each stage in the last 90 days, the share that came through from the stage before on each seam, and the won drop at the bottom. Click a stage to open its records.
84 applied; 70 were screened, 58 met the employer, 43 were selected, 25 got visas, and 12 joined their employers. Today 14 sit at Applied, 4 Screened, 8 Shortlisted, 10 at interview, 12 Selected, 6 at medical, 8 with visas, 3 at emigration, 2 ticketed, 12 deployed and 5 not selected.
7.10 Talking to candidates
The WhatsApp and SMS buttons on a candidate's record open the same compose sheet as the rest of the CRM (chapter 3): interview reminders, medical appointments, visa news and flight details go from inside OSERP and stay on the record.
Next: 8. The small proprietor, the month's profit and lessons