Representative transformation / fictional company
Staffing & recruitment / Recruitment workflow CRM
Vale Recruitment Partners
Their CRM held contacts, but recruiters still ran job orders, candidate screening, and placement handovers through email and spreadsheets.
Average shortlist preparation time reduced by about 29%.
- 28 recruiters across three specialist teams
- More than 70 active client accounts
- High-volume contract and permanent placements
- Existing job boards and payroll platform retained
The business challenge.
Recruiters kept the official contact record in the CRM but trusted their own sheets for live jobs and candidate movement. When someone was away, another recruiter could see the contact but not the decisions behind the search.
- The CRM did not reflect the real path from job order to placement
- Candidate status differed between recruiters' spreadsheets
- Client activity and candidate activity were difficult to connect
- Interview notes and follow-up actions were inconsistent
- Management reports were rebuilt manually each Friday
The platform.
A job-order workspace linked clients, requirements, candidate stages, and recruiter actions. The first team used it for six live roles before the wider rollout.
- Client and job-order workflows
- Candidate sourcing and screening pipeline
- Interview and feedback tracking
- Placement and onboarding handover
- Recruiter workload dashboard
- Client and management reporting
Automation and AI, where useful.
Automation follows a defined workflow. AI prepares, summarizes, or flags work for review when judgment still belongs with a person.
- Extract structured information from resumes
- Prepare candidate summaries for recruiter review
- Suggest likely matches against open job orders
- Create follow-up tasks after interviews
- Draft weekly client activity summaries
What changed after launch.
Candidate summaries and interview follow-ups were prepared automatically for review. Shortlist preparation became faster, while senior recruiters still made every recommendation and client decision.
One specialist team kept a private market-mapping sheet because it supported research rather than an operating handoff.
Shortlist preparation
BeforeTeam baseline
AfterAbout 29% faster
Live job reporting
BeforeFriday spreadsheet
AfterAvailable by client and recruiter
Placement handover
BeforeEmail checklist
AfterTracked workflow
“The old CRM knew who the client was. This one also knows what we promised, who is being considered, and what needs to happen next.”
Build for the first recruitment team, then Growth as two additional practices moved onto the platform.
Book a Free ConsultationThis is a representative transformation. The company and stakeholder names are fictional, and the figures are illustrative of the class of outcome this model is designed to support.