Palermo Rhodes Uses Loxo's Candidate Status Reports to Save Time & Build Stronger Client Relationships

When Thom Alascio founded Palermo Rhodes back in 2011, his goal was clear: To build meaningful, trusted relationships with his clients by delivering exceptional results. 

Thom is also passionate about elevating the recruitment industry as a whole. He wanted to bring a spirit of innovation and forward-thinking to his business that would inspire recruiters elsewhere. (PS: This flare for the innovative is part of what brought Thom to Loxo's Talent Intelligence Platform, but we’ll get into that later 😉)

It will come as no secret to anyone in the industry that modern recruitment is still plagued by its fair share of outdated processes. 

For example: Clients are often inundated with resumes — and recent research has shown that resumes get cursory glances at best. 

Thom knew that these resumes alone were often not enough to inspire confidence or to sell a client on a candidate’s potential.

Enter Loxo’s Candidate Status Report — a tool that not only transformed Palermo Rhodes’ recruitment process but also became a critical differentiator in a competitive market. 

By integrating this powerful feature into his workflow, Thom elevated Palermo Rhodes from a resume factory to a strategic partner — driving client engagement, winning retainers, and achieving an impressive 95% fill rate on retained searches.

The challenge: differentiating in a crowded market

As a veteran recruiter, Thom understood deeply the fierce competition that defines the executive search industry — not to mention the fact that clients often prefer contingency models (often working with multiple agencies at once) which can turn recruitment into a fairly transactional process rather than a relational one.

Thom wanted to shift this dynamic, positioning Palermo Rhodes as a trusted advisor rather than just another resume provider.

"I've been doing this for a long time, and I wanted to be more than a transactional recruiter," Thom explains. "I needed to show my clients that we weren't just another resume factory — we were their partners in finding the perfect hire."

When facing the challenge of demonstrating the strategic value of his services — while also convincing clients to commit to a retained search model — Thom knew he needed a new way to showcase his firm's expertise, transparency, and the depth of work involved in each search.

The solution: Loxo’s Candidate Status Reports

Discovering Loxo’s Candidate Status Reports marked a turning point in how he manages searches and engages clients. 

Thom will be the first to tell you that he has never identified as a “reports person.” He knew the value of his work but struggled to articulate it in a way that resonated with clients during the sales process. 

That changed when he began using Loxo’s Candidate Status Reports, which have since become a cornerstone of his workflow — and a powerful tool for winning retainers.

“When I first saw the Candidate Status Report,” Thom recalls, “I realized this wasn’t just another feature — it was a game-changer. It let me show clients exactly what we were doing in a way that was clean, professional, and impossible to ignore.”

What even are Candidate Status Reports? 

Loxo’s Candidate Status Reports have allowed Thom to bring clients directly into the recruitment process, transforming the dynamic from transactional to collaborative. 

In short, they’re like the next generation of the resume — beautiful, branded reports that allow you to present a polished and comprehensive overview of the search at any stage, enabling clients to see the progress in real time. Think of it as a 30,000 foot view of all of the candidates you’re presenting to your client — complete with only the data they care most about. 

While Candidate Status Reports are highly customizable within Loxo, Thom found a specific format that worked perfectly for his clients. He typically includes the following:

• Candidate details: Name, title, company, and location provide a snapshot of each candidate. For more cautious clients, Thom uses first names only to protect confidentiality.
• Highlights section: This feature allows recruiters to include standout details, such as “direct competitor experience” or “previously worked with your competitor,” etc. 
• Customizable notes: Thom leverages this field to document critical insights, such as salary expectations or reasons for rejection.
• Real-time updates: The ability to generate an updated report at any moment means Thom can respond to client inquiries instantly with hard data.

“Clients love that the report looks polished and professional,” Thom notes. “It’s branded with our logo and includes the job description, which makes it easy for them to understand the search’s progress and feel confident in our approach.”

Candidate Status Reports in action

One of the Candidate Status Report’s biggest value-drivers? The efficiency gains. 

One of Thom’s favorite examples comes from a search his team was conducting for a high-level executive. Thom presented an early-stage candidate list complete with titles, locations, and personalized notes like “worked at your competitor” or “lives five miles from your office.” From there, the client was able to review the list, provide actionable feedback, and even flag specific candidates they already knew — making the search process faster and more targeted.

“I tell clients, ‘Go ahead, redline the people you know or don’t want, circle the ones you’re interested in, and send it back to me,’” Thom explains. “That feedback is invaluable. It saves us both time and ensures we’re aligned on the right candidates from the start.”

Another memorable search involved a client in Texas looking for a highly specialized engineer. Thom created a Candidate Status Report to present a list of potential hires. The client circled three names, highlighting their preferred candidate, and Thom quickly secured an interview with their top choice.

“That candidate was hired within weeks,” Thom says. “It was a perfect example of how the report fosters collaboration and speeds up the entire process.”

For Thom, the Candidate Status Report isn’t just a feature — it’s a cornerstone of Palermo Rhodes’ success. It has allowed him to move away from contingency recruiting entirely, build stronger relationships with clients, and position himself as a trusted advisor in the executive search space.

Going beyond the basics: use cases and benefits

We know: all of this sounds really great (and it is!). But for Thom, what truly sets Candidate Status Reports apart is their versatility. He’s discovered multiple ways to build the report, customized to the needs of different clients or to the stage. 

1. Selling retainers with confidence

For prospective clients hesitant to commit to a retained search, Thom creates sample reports using data from past searches. By anonymizing candidate details and focusing on relevant roles, he demonstrates exactly what Palermo Rhodes delivers — an immediate differentiator from transactional agencies.

“If I’m pitching a new client, I’ll say, ‘Here’s what we did for a similar search.’ It’s proof of our expertise and the quality we bring to the table,” Thom says. “It turns skeptics into believers.”

2. Aligning expectations early

Before diving deep into a search, Thom generates a preliminary list of candidates based on initial criteria. This list often uncovers critical insights, such as companies the client prefers or candidates they’ve already interviewed.

“I once presented a list to a client, and they immediately spotted someone they wanted to hire. That candidate ended up being placed within a month,” Thom recalls. “It saved us weeks of effort and made the client incredibly happy.”

3. Addressing market realities

Thom uses Candidate Status Reports to educate clients on market conditions, such as salary expectations or skill availability. By including notes on each candidate’s compensation or concerns, Thom provides hard evidence that helps clients make informed decisions.

“One client wanted to hire at $70,000, but every candidate we spoke to was making $80,000 or more,” Thom explains. “I used the report to show them the data. They raised their budget, and we filled the role shortly after.”

4. Enhancing client communication

Whether it’s a quick update or a deep dive, Candidate Status Reports allow Thom to keep clients informed without overwhelming them. Clients can request updates at any time, and Thom can generate a new report in minutes.

“I had a client call and ask, ‘How’s the search going?’ Within five minutes, I sent them an updated report showing every screened and rejected candidate, with notes on why,” Thom shares. “That level of responsiveness builds trust and positions me as a true partner.”

5. Streamlining internal processes

The Candidate Status Report isn’t just for clients — it’s also a valuable internal tool. Thom uses it to track progress across his team, ensuring every candidate is accounted for and no opportunities are missed.

“It’s like a cheat sheet for the entire search,” Thom says. “I can see exactly where we stand and make adjustments on the fly if needed.”

Conclusion

Thom credits the Candidate Status Report with not only transforming his approach to recruiting but also redefining how he collaborates with clients.

“It’s not just about tracking candidates — it’s about showing clients the value of what we do,” Thom concludes. “This report has helped me win retainers, align expectations, and deliver results that make clients want to work with us again and again.”

About Loxo

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