Eploy

Eploy runs in-house hiring from the job request to onboarding, with unlimited users in the base price. Many of its published customers hire in volume or cut agency fees. The price follows headcount, and video interviews, company login and links to other software cost extra. Check the self-renewing 12-month term, the change of owner and the licence to your anonymised data.

By Ashish Manchanda Published 4 Nov 2026 Last updated 4 Nov 2026

Eploy suits in-house teams that want one system and can commit to a 12-month term

In one line

Eploy is a hiring system for in-house recruitment teams. It runs one hire from the job request to onboarding the new starter. Eploy is now part of The Access Group.

Buy it if

You want one system from the hiring request to the signed offer. You hire in volume or lean on agencies and want to cut agency fees. You are happy for candidate data to sit in the UK or the EEA. You can commit to a 12-month term that renews by itself.

Do not buy it if

You want a free trial first, because Eploy offers none. You may need to leave early. Ending early makes the remaining fees due at once unless Eploy is in breach. You need another language, because the translation tool must be requested during set-up.

Price

Eploy gives no figures on its own pricing page and offers a quote instead. It also publishes a price list on G-Cloud, the UK government’s catalogue where public bodies buy software. That list starts at £765 a month, excluding VAT, for up to 200 employees. It reaches £4,620 a month at 5,000 to 7,499 employees, on a 12-month minimum.

One system runs the hiring request, the candidate database and the offer

The case for Eploy is that one system runs the whole hire, not only the job advert. Your team then works in one place from the first request to the first day. A hiring manager raises a request from a jobs library or from scratch. The request goes to approvers before any recruiting starts. Candidates then apply on your careers site. They register, upload a CV and Eploy reads the CV into their profile. From their own account they can see their progress. They can also pick an interview slot and sign the offer and contract.

Recruiters move people through drag-and-drop hiring stages. Your administrators can also set rules that move an application on by itself. That saves recruiters from moving each application by hand. One example is moving everyone who passes an online screening form to the hiring manager’s shortlist. A September 2026 release added Automation Flows. These put records into groups, or update an application’s status, on a schedule or when conditions you set are met. Because rules decide who goes forward, someone senior should own them.

Eploy also keeps a candidate database, so past applicants stay available after a job closes. It records every conversation with each candidate and sends email campaigns and two-way text messages. You can build and manage a skills library. When a CV is added, Eploy tags the candidate’s skills automatically and matches the best fits to your vacancies. Inside a vacancy, Quick Match searches the whole database using the vacancy’s skills, location and salary. That lets earlier applicants surface for new roles.

Hiring managers work in their own portal, built for phone, tablet and computer. They create interview slots, and candidates choose one on a first come, first served basis. Managers can take notes, and the portal links to Microsoft Teams and Zoom. The Teams link lets users schedule Teams meetings from inside Eploy. Eploy connects to Office 365 and Google calendars for scheduling. Recruiters use the main system on a computer.

Offers and onboarding sit in the same system. Eploy covers offer and contract creation, e-signatures and a link to your HR and payroll system. That link is where the buying gets complicated, because it is a separate paid item. Eploy has partner connections for Zellis, Fourth, MHR iTrent and Access HR and Payroll. The Zellis one sends new-hire data into Zellis HCM and brings active posts back into Eploy as job openings. For HR and payroll partners, the connection needs an Eploy API subscription. The API is the link other software uses to swap data with Eploy in both directions. It uses keys that you generate in your Eploy system. It supports two-way syncing with HR, payroll, assessment and background-check services.

Eploy’s AI comes in three forms, and each one works differently. The first is writing help. ChatGPT inside the vacancy editor can write a job description from a title and location. It can also rework existing text and write up to 10 interview questions. A role permission called AI Prompts decides who sees the ChatGPT icon. The second is matching. Eploy tags skills from CVs and job descriptions and ranks candidates against job requirements. The third is AdTuner, which checks job adverts for reading ease, sentence length, gender bias and question balance.

Screening forms work differently, because they are rules you set. You build the form, and it grades each answer. It can work as a simple knockout or as an advanced grade. Eploy can then progress or reject candidates automatically on their responses. Eploy can also filter large volumes of applications by criteria you set, such as skills, experience and qualifications.

Automatic rejection is a setting your team chooses. After a structured review with pass or fail scoring, you decide whether failed applications move to Rejected on their own. Rejection emails are not sent automatically by default. A user sends them one by one or in bulk. Decide who may switch these settings on, and check the law where you hire.

Eploy also sells video interviewing, with video and audio questions and flexible grading. It costs extra. Three AI products from partners sit in its marketplace, and each is a separate product. Hubert runs structured interviews and returns 0 to 100 scores with transcripts. Lily is a voice assistant that schedules and holds candidate screening calls. Levlr shortlists and ranks applicants against people already in your hiring system.

For how the rest of this market handles the same decisions, read our guide to applicant tracking systems.

Unlimited users, an uptime promise and data tools come with it

These are the parts of the deal that favour you. They are worth keeping in your contract, so check each one against your quote.

The base price covers unlimited users, vacancies and candidates

Adding a recruiter or a hiring manager does not add a licence fee. The base price includes unlimited licences for your central recruitment team. It also includes unlimited hiring manager and authoriser access. The candidate portal, the agency portal and CV reading sit inside it too. The monthly price still follows your headcount. Eploy’s G-Cloud price list puts onboarding with e-signing, and multi-posting, in the core price. The same price list also sells e-signatures on a monthly plan and multi-posting in packs. Ask which of the two applies to you.

A written uptime promise, with money back

A promise with money attached gives you something to claim when the system is down. Eploy guarantees 99.9% uptime. It will refund 5% of the monthly fee for each 60 minutes of downtime. The refund can reach 100% of the monthly fee in a month. Its standard support terms give a system-down problem a 2-hour response and a 4-hour resolution. Support is included in the subscription.

Tools to keep, anonymise and delete candidate data on a schedule

A schedule saves your team from deleting old candidates by hand. Your team sets how long personal data is kept, in months, and a reminder period in days. At the end, Eploy changes the status, anonymises the record or deletes it, as you choose. Anonymising removes personal fields, notes and comments and deletes CVs and files. It cannot be reversed, so test the setting before you apply it to the whole database. The consent tool also checks permission before Eploy emails or texts a candidate.

Blind recruiting and equality data are built in

Reviewers can judge a shortlist without the details that identify a person. Blind Recruiting hides personal details at the stages you choose, for example when a shortlist goes to hiring managers. AdTuner checks job adverts for reading ease, sentence length, gender bias and question balance, and suggests alternatives. Eploy also collects equal opportunities data securely and reports on it, so you can track who applies.

Eploy will move your data from your old system, at extra cost

A switch is easier when the new vendor helps with the data. Eploy migrates customers from other systems. It can map data held in spreadsheets or old databases, including company, vacancy and candidate records, files and placement history. Professional data migration costs extra. Eploy quotes to import live candidates and advises you to think about data consent first. Eploy expects full implementation within 12 weeks of the project start. Barratt Developments, with over 6,000 employees, reports changing its hiring system provider in 16 weeks.

Customers report cutting agency fees and hiring in high volume

Many of the customer results Eploy publishes are about volume hiring or agency fees. If that is you, their results are the closest evidence you will get. Eploy and Access put the average customer at 2,900 employees, from mid-market to enterprise. Eploy helps power hiring at organisations from 150 to over 150,000 employees. Every result below is Eploy’s own report of a customer, so ask for a reference at your size.

Hiring in high volume

Volume hiring means many hires into similar roles, so speed and a large pool of past applicants matter. B&M’s supply chain arm was recruiting up to 250 people a week at its peak. Bidfood’s Head of Operations reports that it recruited 205 people for a new site. Sunbelt Rentals has over 190 depots and a talent pool of over 21,000 registered people. That is a large pool to draw on for new roles. Eploy’s passwordless registration lets candidates apply without creating a password, which suits high-volume roles.

Cutting agency fees

Agency fees are what you pay outside agencies to find candidates, so they are an obvious cost to cut. Arco has about 1,400 employees across the UK and Ireland. It reduced agency fees by 75% in year 1. Samworth Brothers employs 10,500 people. It reports being on track to save £150K on agency fees in the first year. Eploy also has an agency portal, with right-to-work and working time checkpoints. Outside agencies submit candidates into the same system.

Moving more people through to interview and offer

A higher share of applicants reaching interview, and of offers accepted, means fewer roles need advertising again. Secure Trust Banking Group has approximately 950 employees. Its application-to-interview ratio for contact centre roles improved from 40% to 80%. Wren Kitchens has 8,500 employees and reports a 99% offer acceptance rate.

Small recruitment teams and public bodies

Eploy is not only for large hiring teams. Stantec has 700 employees across its 15 UK offices, and two people work full time in recruitment there. At Islington Council, the average time to create a vacancy requisition more than halved. A manager there reports that reference requests return within hours. Eploy sells its system to the NHS, central government, local authorities, education and the wider public sector.

Know who owns Eploy and what the contract holds you to

Before you sign, know who you are buying from and what the contract holds you to. Eploy has a new owner, so the company that signs, owns the roadmap and holds your security papers has changed.

Eploy is now part of The Access Group. The Access Group announced on 27 June 2025 that it had agreed to acquire Eploy, subject to regulatory approval. Companies House records Access UK Ltd as holding 75% or more of Eploy Limited’s shares, notified on 1 August 2025. Eploy Limited holds 75% or more of ITS Software Systems Limited, the company that trades as Eploy. On G-Cloud, the supplier is Access UK Ltd. Eploy’s Trust Centre has been replaced by MyAccess, the Access Group’s portal, which needs a registered account. Ask which company signs your contract.

There is no free trial

Eploy offers no free trial, so ask for a demo and a reference at your own size. That lets you judge the system before you commit to a year.

The term renews itself, and ending early makes the rest due at once

The term is the main commitment in this deal. Under Eploy’s G-Cloud agreement, the term renews automatically for successive 12-month periods. Either side must give at least 60 days’ written notice before the term ends to stop that. Eploy may raise fees at the start of each renewal on 90 days’ written notice. If you disagree, you may end the contract at the end of the term. If you end it early, all fees to the end of the term fall due at once. The exception is an ending caused by Eploy’s breach.

Eploy may keep using anonymised data from your use, for good

Under its G-Cloud agreement, Eploy holds a perpetual licence to use anonymised data generated from your use. It may use that data for statistical analysis and for improving its services. Ask whether you can limit this in your order form.

Eploy gives two answers on where your data sits

On G-Cloud, Eploy says your data is stored and processed in the United Kingdom, and you cannot choose the location. Its master services agreement puts the hosting datacentre within the EEA or the UK. If data location matters to your legal team, ask for one named country in the contract.

The ChatGPT writing help needs an account you supply

Eploy includes AI in its price. The ChatGPT help in the vacancy editor still runs on your own account, from OpenAI or from Microsoft Azure. You give your own key and model name to Eploy’s Success team for set-up. The provider may charge you. Check your own terms with that provider.

British English is the default, and translation must be requested at set-up

British English is the default language of all Eploy systems. Automatic translation uses Google Translate, and Eploy advises you to review the translations. Unless you request it during initial implementation, the Translation Tool will not be available in your system. If you hire in other languages, raise this before you sign.

Recruiters work on a computer, not a phone

The candidate and hiring manager portals adapt to a phone screen. The recruiter core system does not. Plan for your recruiters to work on a computer.

Eploy gives two accessibility standards for its candidate portals

WCAG is the web accessibility standard. On G-Cloud, Eploy gives WCAG 2.2 AA for its candidate portals, verified by an independent body. On its own product page for the candidate portal, Eploy gives WCAG 2.1 AA, certified by the Digital Accessibility Centre. You must make your own content compliant. Ask which standard applies to your account.

From £765 a month by headcount, and what leaving costs

Eploy’s monthly price rises with the number of employees you have, so your headcount sets your starting price. Eploy gives no figures on its own pricing page. It offers a quote based on your requirements and organisation size. It does publish one price list, on G-Cloud, the UK government’s catalogue where public bodies buy software. That list sets a monthly subscription by number of employees, in pounds excluding VAT, on a 12-month minimum term.

Eploy platform price per month, by number of employees
Employees	Monthly price
Up to 200	£765
201 to 349	£935
350 to 499	£1,100
500 to 699	£1,375
700 to 899	£1,650
900 to 999	£1,925
1,000 to 1,499	£2,200
1,500 to 1,999	£2,475
2,001 to 2,999	£2,860
3,000 to 3,999	£3,300
4,000 to 4,999	£3,850
5,000 to 7,499	£4,620

The list stops at 7,499 employees, so ask Eploy for the price above that. Ask whether a quote for a private employer follows the same bands.

Several useful parts cost extra. Eploy charges more for video interviewing and for a custom data export for an HR system. It also charges more for connections to third-party DBS check or testing services. Professional data migration, the Eploy API and company login cost extra as well. DBS checks are UK criminal record checks. The API is the link other software uses to swap data with Eploy.

Some extras are sold in packs, so your volume sets the cost. Video interviewing is sold by number of applications. 100 applications cost £99 and 2,000 cost £1,100. Text messages are sold by monthly volume, from 500 for £35 to 5,000 for £199 a month. Multi-posting of job adverts is sold in packs, from 120 posts for £625 to 2,400 for £7,750. E-signatures run from 60 documents for £33 to 2,000 for £440 a month. The same price list also puts multi-posting and e-signing in the core price, so ask which applies.

Some add-ons, including links to other systems, carry their own monthly fee by employee band. At 1,000 to 1,499 employees, the API costs £220 a month. The HR system connector costs £550 and the careers site content tool £400. At 500 to 699 employees, they cost £138, £275 and £300.

Support is included in the subscription. Extra support for hiring managers or candidates, and onsite support, cost extra. Implementation includes onsite consultation and one day of training for up to 6 people from the central recruitment team. A full careers site design and build is quoted case by case.

A list price is only a starting point, and public contracts give a real figure. Sport England signed a two-year contract with Eploy for £36,450 from 18 June 2025. The London Borough of Islington signed for £169,415 from 15 February 2024 to 14 February 2027. Manchester City Council’s contract ran from 1 August 2022 to 31 July 2024 for £194,000. These are what public bodies committed over a whole term. Ask Eploy what each of these included, so you can compare with your own quote.

Some terms can raise your bill. Eploy may invoice extra fees if you go past the capacity limits in your order form. Ask what those limits are for your plan.

Other terms cap the money at stake. Under Eploy’s G-Cloud agreement, each side’s liability is capped. The cap is 100% of the recurring fees paid in the 12 months before the event. For a breach of data protection law, the cap is 200% of the fees paid during the initial term. That is the most either side can claim from the other under the agreement.

Your candidate records are what you have built up in the system, so the exit terms matter. Eploy invoices recurring fees monthly in advance, so a month already paid is not refunded unless the agreement provides otherwise. Eploy erases your data no later than 10 business days after termination. If you ask in writing for the latest backup, Eploy delivers it within 30 days, provided all fees are paid. So put that request in writing early. Eploy has a data export utility for CSV or XLS files and can supply a full database backup on request. Eploy also provides a Customer Exit Plan to public-sector customers.

You could also run hiring steps with agents built on your own systems. We have mapped what that looks like. The HR Agent Map

Eleven questions to put to Eploy before you sign

Eploy gives different answers in places, and your quote may differ from its G-Cloud price list. Put these eleven questions to Eploy and get the answers in writing before you sign.

Does the G-Cloud price list apply to us, or will our quote differ? Good answer: A written quote on our own headcount band, with each add-on priced.
Which of video interviewing, the API for links to other software, company login and data migration do we need? What does each cost? Good answer: A priced list tied to our plan, with nothing added later.
Are multi-posting and e-signing inside our base price, or sold separately? Good answer: One written answer, with the pack or plan size and price if they are extra.
What do we owe if we end early, and can we cap it? Good answer: A written figure, and a break date we can plan around.
Which role can switch on automatic moves and rejections, and where is each change recorded? Good answer: A named role, and a record of who changed what and when.
Can you limit the licence to use our anonymised data? Good answer: Yes, in the order form, with a stated list of uses.
Will our data sit in the UK only, or in the UK or the EEA? Good answer: One named country, put in the contract.
Which accessibility standard do the candidate portals meet, WCAG 2.1 or 2.2? Good answer: A named standard with the certificate, and a list of what we must fix ourselves.
Which company signs our contract, and where do we read your security documents? Good answer: One named legal entity, and security papers sent to us without an account.
Will you switch on the translation tool at set-up? Good answer: Yes, put in the implementation plan.
How do candidate files and history come out in bulk when we leave? Good answer: A stated file format, a time limit and a named person.

Alternatives to Eploy

If Eploy comes off your shortlist, look at Tribepad, Oleeo, Pinpoint, Cezanne and NEOGOV, or keep what you have.

Start with how you find out the price. Eploy gives a quote, and its lowest G-Cloud band is £765 a month. Tribepad publishes prices on its own website. Its Gro version suits organisations with fewer than 750 employees. It starts at £579 a month paid annually, plus a £2,000 set-up fee. Its Pro version, for organisations with over 750 employees, starts at £2,000 a month paid annually. Oleeo also publishes a price. It charges per full-time equivalent employee each year, with a minimum of £13,200 a year for up to 750 employees. Oleeo includes supported users in that fee, and extra supported users cost £100 each a month. Pinpoint gives a price after a short call and does not charge per recruiter seat or open role. NEOGOV customises its price by product and agency size.

Then look at what the vendor adds around the hiring system. Cezanne Recruitment works with Cezanne’s HR system or on its own. It prices by headcount range, and implementation and standard support carry no extra charge. Eploy includes standard support but charges extra for hiring manager, candidate and onsite support. Pinpoint is a common choice for teams of 1 to 5 recruiters at organisations between 50 and 5,000 employees. NEOGOV Insight is built for public-sector hiring. It covers job postings, applicant scoring and the ranking of applicants who meet minimum requirements. You need not buy the whole platform from NEOGOV. Oleeo Recruit is built for high-volume hiring, the same job Eploy suits.

You can also keep what you have. If your HR system already holds job posts and applicants, ask that vendor for a recruiting upgrade price. Do that before you add a second system. Eploy promises one vendor and zero integration time as part of The Access Group. It also tells customers they can now get HR and payroll from The Access Group. Weigh that only if you would buy Access HR and payroll too.