Automating Recruitment Workflows for an HR Tech Platform

The Challenge

The organization ran on systems built a decade ago. Staff spent hours on manual data entry that should have taken minutes. Customer information lived in separate spreadsheets across three departments, and response times to client requests were getting worse, not better.

Our Approach

Research, Analysis, and Strategic Foundation

• Audited the existing tech stack and identified 14 gaps that needed fixing before anything else could work
• Designed an architecture that could handle 10x the current load without a rewrite
• Created an implementation roadmap in three phases, starting with the changes that would show results within 60 days

Design, Development, and Implementation

• Built the core platform features, prioritizing the ones users asked for most
• Set up analytics so the team could see what was happening in real time instead of waiting for monthly reports
• Automated the repetitive workflows that were eating 15+ hours per week
• Connected the separate systems into one data pipeline so every team worked from the same numbers

Launch, Optimization, and Scale

• Launched acquisition campaigns on the two channels that testing showed worked best
• Built automated email sequences that moved prospects forward based on what they clicked and downloaded
• Set up a referral program that rewarded existing customers for bringing in new ones
• Created a content strategy targeting the specific search terms that potential buyers were using

Key Takeaways

1. Over 70% of user sessions in every European market we entered came from mobile devices. Designing for desktop first and adapting for mobile was backwards.
2. The organic content we published in month two was still generating leads eight months later. Paid campaigns stopped the moment we stopped paying for them.
3. Talking to customers every two weeks caught problems that the analytics dashboards missed entirely. Qualitative and quantitative data tell different parts of the story.
4. Reducing monthly churn by 2 percentage points had the same revenue impact as increasing new signups by 15%. Retention math is unforgiving.
5. Shipping a visible win in the first 60 days changed the internal conversation. Stakeholders who were skeptical about the project became its biggest advocates.

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