Replace your outdated CRM with a proactive copilot.
Your CRM waits to be filled in. Defrag transcribes your calls, writes the record from what was said, and puts the next move in front of you. Nothing reaches a candidate or a client until you send it.
For agency owners and principals. Built inside a working search firm.
Built AI-native.
Not retrofitted.
Most recruiting CRMs were designed for typing. AI arrived years later, bolted onto screens and processes built for data entry. Defrag was designed the other way round, from the first line of code: the conversation is the input, and the whole system is built around reading it.
Talk. Review. Send.
The work you already do is the input. Defrag turns it into the record and the next step, and leaves every decision with you.
Have the conversation
Calls and meetings arrive from Dialpad and Fireflies as transcripts, matched to the right candidate or contact by phone number and email. No typing up notes afterwards.
Review what it heard
Defrag proposes updates field by field: notice period, salary expectation, reason for moving. You accept, edit or reject each one. Nothing lands in the record until you do.
Make the next move
Submissions and follow-ups are drafted from what was actually said on the call, in your firm's voice. You read it, change it, and send it from your own Gmail.
One system for the whole desk
Candidates, clients, jobs, pipeline, placements and billing, in one place, with every claim below tied to something the product actually does.
Every conversation feeds the next
A filing cabinet gets fuller. Defrag gets sharper. Each call adds to what the next search, draft and decision can draw on, and the whole loop is built to shorten the path from first call to invoice.
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Step 1
Talk
Calls and meetings are transcribed and matched to the people on them.
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Step 2
Capture
The record is written from what was said, one reviewed field at a time.
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Step 3
Find
The next search reads every call, note and CV by meaning, so the right person surfaces.
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Step 4
Move
Submissions and follow-ups are drafted from the call, ready for you to send.
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Step 5
Place and bill
The placement sets the billing schedule and commission splits in one step.
Then it starts again, richer. Every placement, call and note becomes context for the next search and the next draft.
The AI proposes. You decide.
Your reputation rides on every email that leaves your desk. Defrag is built so that nothing goes out, and nothing in the record changes, without a person choosing it.
Nothing sends itself
No timer or rule can email a candidate or client. A reminder creates a task for you, never a message.
Every change is reviewed
AI output is staged as a proposal or a draft. Canonical fields change only when someone accepts.
Your desk, your definitions
Workflows, note types, skills and lookups are settings your admins edit, not code we have to change.
Your data stays yours
Every record is fenced to your firm at the database level, and internal calls are kept apart from client-facing ones.
Leave your existing CRM, keep your history
Your database is years of relationships. We bring it across in stages and check each one before the next begins, so you start on Defrag with everything you had.
Questions about your setup? Talk to us.
- Companies
- Contacts
- Candidates
- Jobs
- Applications
- Notes and call history
- CVs and documents
- Placements and splits
Built by recruiters, inside a working search firm
Defrag started as the system we wanted for our own desk at Lyle Alexander Consulting: one that remembers every conversation and helps you act on it, without ever acting for you.
See it on your own desk
Thirty minutes with the person who runs Defrag. Bring a search you're working on and we'll walk it through.
Opens an email to jlyle@lyle-alexander.com