Executive search software: progress reports and mandates No more retyping the report.
You review it.
Candidates presented, stages cleared, rejection reasons, interview notes: the assignment report comes out of Marvin in one click, and the client follows progress through a secure link between catch-ups.
Marvin is headhunting software for executive search firms: talent pool, mandates, direct approach and client reporting in the same tool, hosted in France. Confidential mandates are protected by role-based permissions and restricted records, and every action is time-stamped and attributed.
A confidential search.
Two people can see it.
Every search lives in your workspace, with permissions set by role: a consultant only sees what concerns them. And your company statuses (client, off-limits) show on every record.
Paul BergerPartnerAccess
YouConsultant leading the searchAccess- The rest of the firmThe search doesn't appearNone
- Hexa Industrieclient
- Valmont Groupeoff-limits
- Cérès Énergieclient
7 → 1subscriptions replaced by a single licence
Report in one clickstages, rejection reasons and interview notes
Client badgeon LinkedIn, a profile working at a client shows up before the approach
FranceFrench vendor, data hosted in Paris
What Marvin changes
From mapping to client report.
Without switching tools.
For an executive search firm, Marvin goes from mapping to the client report without switching tools. Scout searches your database first, then LinkedIn, Note writes up your video interviews, the assignment report is exported in one click, and scheduled reminders keep in touch during the notice period.
SearchThe firm already knows. The tool remembers.
Scout · your database firstScout searches your database, then widens to LinkedIn. Before the first approach, the record shows who has already met the candidate, when, and what was said.The presentation profile is generated in your branding from the record, with an anonymous version for first presentations.InterviewsFifteen years of notes. Searchable at last.
Note · searchNote writes up your video interviews as soon as the call ends, using your templates. Mobility, timing, conditions, real motivations: search reads the notes as much as the CVs.That is what turns fifteen years of history into a working tool rather than an archive.
Every interview leaves a trace.
- The interview note, pinned to the record.
- The process started on the assignment, dated and attributed.
- The WhatsApp exchange, readable by your partners.
Screenshot of the demo account, fictitious identities.
ReportingThe report comes out of the database. Nothing is copied out.
Desk · BoardCandidates in process, stages cleared, rejection reasons and interview notes: the assignment report exports in one click, with the columns you choose.Between catch-ups, the client follows progress through a secure link, with no account to create.End of processThe search does not stop at the offer.
Desk · statuses · audit trailOn LinkedIn, a badge flags that a profile works at a signed client; your company statuses appear colour-coded on every record. Every action stays timestamped and attributed.During the notice period, reminders scheduled on the record keep the contact going until day one.
Day to day
Two ways to headhunt.
Only one remembers.
With Marvin, an executive search firm no longer starts from scratch on every search. Your interview notes become searchable, you see who has met a candidate before approaching them, a badge flags profiles working at a client, and the client follows the mandate through a link, rejection reasons included.
- Interview note
- “Open to Paris if the role sits on the executive committee.”
- found by search
- Met by
- Claire, partner · March 2024
- before the approach
- Employer
- Groupe Talmont
- client
- Reminder
- Notice ends 15 January
- scheduled
What she shared comes back at the right moment.
Demo, fictitious data.
Consolidation
Seven lines on your statement.
One licence.
One Marvin licence replaces an executive search firm's subscriptions: executive search ATS and CRM, sourcing, email and phone enrichment, approach sequences, AI note taking, client portal and reporting, invoicing. It adds search across your interview notes, the client badge on LinkedIn and the assignment report in one click.
A single licence
and more than your current stack
Per user, it covers the 7 lines opposite. And along the way you get search across your interview notes, the client badge on LinkedIn and the assignment report in a single click.
Prices seen at firms, per user per month. The names listed are examples of common tools for each line of spend.
- Executive search ATS and CRM€130/ month
- Sourcingsearch licence, external database€300/ month
- Email and phone enrichmentKaspr, Apollo, RocketReach€45/ month
- Approach sequencesWaalaxy, lemlist€70/ month
- AI note takerNoota€30/ month
- Client portal and reporting€40/ month
- InvoicingSinao€30/ month
7 subscriptions, €645 a month.
What firms say
“Real responsiveness, and a tool that evolves with us.”
- 400+ customerssupported since 2018
- A named data engineeron the migration of your history
- Hosted in ParisFrench software vendor, data with Scaleway
They trust us, among others:
Sovereignty
Your searches and your notes.
No grey areas.
An executive search firm's mandates and notes on Marvin are hosted in France, with Scaleway in Paris. Role-based permissions and restricted records keep confidential mandates separate, the client only sees the candidates presented on their mandate, and every action is timestamped and attributed. A Trust Pack is available on request.
- Sophie M.
- Presented · CV and report
- client feedback
- Paul B.
- Presented · interview Thursday
- Antoine L.
- Presented · declined
- reason: pay
- The rest of the pool
- Not visible
- stays with the firm
Demo, fictitious data.
Your data is hosted in France (Scaleway, Paris). Our sub-processors, including AI providers, are listed in our DPA.
Secrets and tokens encrypted with AES-256-GCM, traffic encrypted with TLS.
Role-based permissions and restricted records: a consultant only sees their own scope and requests access to the rest. On the client side, only the candidates presented on their mandate are visible.
Every action is time-stamped and attributed: who presented which candidate, when, and what was sent to the client.
Strict isolation per firm, sign-in by magic link, password, Google Workspace or Microsoft Entra ID (with Google or Microsoft, your identity provider’s two-factor authentication applies).
A product team in France you can reach, and a Trust Pack on request: DPA (Art. 28), technical and organisational measures, continuity plan, sub-processors, AI System Card.
Migration
Three steps.
Without pausing your searches.
Migrating an executive search firm to Marvin happens in three stages, without pausing your mandates: the export of your tool, your mandate spreadsheets and your notes, then a month of audit and clean-up by our data engineer, and finally a switchover within 24 hours with your history up to date.
Initial export
We help you with the request to your current vendor, whatever the format, and with recovering your other sources: mandate spreadsheets, target company lists, notes.
- marie.laurent@…
- duplicates merged
- Phone
- 06 •• •• •• 41
- kept from the other record
- Skills
- React, TypeScript
- filled in from the CV
- Rule
- Duplicate merge
- approved by you
Structuring and clean-up
Our data engineer audits the database, deduplicates, sets aside empty records and puts the judgement calls to you. An AI fills in missing fields from the CVs. Your teams keep working in the current tool.
- Final export
- The past month
- carried over
- Go-live
- Within 24 hours
- database up to date
- Open assignments
- History up to date
- carried over
Switchover
Final export to capture the past month, live within 24 hours. You start with your mandates and your history up to date.
Demo, fictitious data.
The trade in figures
Your market,
in public figures, sourced and dated.
Direct approach remains a reflex for companies: according to Apec, 63% of French companies that hired a manager in 2025 used it. Worldwide, the AESC puts the 2022 revenue of executive search and leadership consulting at $21.1bn. Each figure links to its public source, with its date; the Apec study is French.
- Almost 11%
of 2025 manager (cadre) hires in France were closed through headhunting or direct approach of candidates (companies with 10 or more employees)
Source: Apec, Pratiques de recrutement de cadres 2026 (French source, in French), - 63%
of French companies that hired a manager (cadre) in 2025 used direct approach, on social networks or elsewhere (3 points fewer than in 2024)
Source: Apec, Pratiques de recrutement de cadres 2026 (French source, in French), - $21.1bn
in worldwide revenue in 2022 for executive search and leadership consulting, the latest publicly available figure from the profession’s association
Source: AESC, How Growth Reflects Value,
FAQ
Questions from executive search firms.
How can an executive search firm produce the progress report for an assignment without rebuilding it in Excel?
In Marvin, the assignment report exports in one click from the mandate: candidates, stages, rejection reasons coded by the firm and interview notes. Between catch-ups, the client follows progress through a secure link and gives feedback on each candidate. You review and send, instead of copying your notes into Excel.
Does an executive search firm’s assignment report come out in Word or PDF, with the firm’s logo?
Not today: the assignment report comes out in Excel, in French, English or Spanish, with the columns you choose, from stages to interview notes. For a written report, your AI assistant reads the same data through the MCP server and formats it. Candidate CVs and profile summaries, on the other hand, come out in your brand style as PDF or Word, with your primary or secondary logo.
How does an executive search firm keep its executives’ profiles up to date, including those without LinkedIn?
For a profile with a LinkedIn URL, the Marvin extension updates the record in one click from LinkedIn, and an automatic refresh rereads part of the talent pool every day and flags changes of employer. Without LinkedIn, updates come from your conversations and notes, or from a new CV, which Marvin reads to complete the record.
Does connecting Claude or ChatGPT to Marvin expose an executive search firm’s confidential mandates?
No. Through the MCP server, the assistant acts with the permissions of the consultant who connected it: a restricted record or a mandate outside their scope stays invisible to it. It only receives the data requested, for the length of the conversation, and your database stays hosted in France. Marvin does not use your data to train any AI model.
How should an executive search firm manage off-limits companies?
Marvin shows a badge on LinkedIn when a profile works at a signed client, before any approach. Company statuses are configurable, each with its colour (client, off-limits, fund portfolio company), and visible on every record. Marvin does not automatically exclude these companies from search results.
Are an executive search firm’s confidential mandates protected in Marvin?
Yes. Marvin applies role-based permissions and restricted records: a consultant only sees their own scope and requests access to the rest. On the client side, only the candidates presented on their mandate are visible. Every action is time-stamped and attributed, and data is hosted in France.
Does an executive search firm have to take every Marvin module, and is migrating its history charged?
Marvin comes in two plans. Pro covers the ATS, CRM, outreach, invoicing and the careers site; Suite adds Scout for sourcing, Note for interview write-ups and Board, the client portal, often useful in executive search, plus Radar (business signals, in beta). Migrating your history, worth €1,500, is free with annual billing, and training is fundable by your OPCO, the French training fund.
Does Marvin have access to all the emails of an executive search firm’s consultants?
No. For email, Marvin only keeps conversations with people who have a record in your database: an email with a stranger is not imported. A consultant can also exclude a person from their sync: their past messages are then deleted from Marvin, and later ones no longer come in, whatever the channel.
In Marvin, is an interview note linked to the mandate or only to the candidate?
To both, if you wish: a note is attached to the candidate and, at the same time, to the relevant mandate, process, company or contact. A candidate followed on three mandates several months apart thus keeps a single history, where each note shows which assignment it relates to, and it also appears on the mandate’s record.
Can an executive search firm message its candidates on WhatsApp from Marvin, and what about text messages?
By WhatsApp, yes: once the account is connected, messages go out from Marvin, one by one or in a sequence, and replies arrive on the record. Marvin does not send text messages itself. If the firm uses Aircall, texts and calls made with Aircall are logged on the candidate’s record, with the call recording.
Can Marvin be used in English in an international executive search firm?
Yes. The Marvin interface exists in French, English and Spanish, and each user picks their language. Automatic emails to candidates can be written in all three languages, and the assignment report comes out in the user’s language. Data stays hosted in France, whatever country the firm is in.
What happens to candidate conversations if an executive search firm stops using LinkedIn Recruiter?
What is synced into Marvin, LinkedIn conversations from the connected account, notes and write-ups, stays on the records and belongs to the firm. Search starts from your database, then widens to LinkedIn with Scout. Ask to check in the demo what the sync covers for your type of LinkedIn account.
How long does it take an executive search firm to get started on Marvin?
Allow about a month with a heavy history: that is the time the migration takes, while your teams keep working in the current tool. A Marvin data engineer audits the database and submits every clean-up rule to you before the import. Training is delivered by our Qualiopi-certified training body (the French quality label), fundable by your OPCO, the French training fund.
They use Marvin
30 minutes on a real search.
And on your latest progress report.
Updated