Recruiting Workflow Automation With Zero Code

Find out how we saved recruiters of the above 700-employee company from routine work, set up seamless recruiting automation, and helped raise the rate of error-free registered employees from 30% to 100%. Let’s talk about how we have managed to achieve these results.

What Was Before Automation

Task Setting – What Processes Are Required to Be Automated

How Automation Works
- Collecting Applicants’ Data

- Specialist Selection Stage

- Interview

- Assessment And Testing

- Contract Conclusion

Summary

Results Achieved

What Was Before Automation

In the following business case, we are going to take a close look at our client, an international online school with several hundred employees. The school always needs new employees of different specialties, so the recruitment process never stops. In total, the company has five recruiters, and each month, they hire about ten people. As a result, recruiters have to review hundreds of CVs and interviews.

Prior to the recruitment automation, an HR specialist did the following tasks:

–   led each applicant throughout the recruitment funnel personally

–   filled in all the necessary tables and documents manually

–   constantly switched between the services which they worked with

The recruiter worked and manually entered data into the following services:

–   SignNow, an electronic document management service

–   Slack, a corporate messenger

–   Jira, used as an ATS (Applicant Tracking System) but later replaced by Recruitee

At each stage, the recruiter interacted not only with people but also with services. At the same time, the process was neither automated nor standardized. Recruiters input information differently, and since they managed all processes manually, this caused a lot of mistakes.

Task Setting – What Processes Need Automation 

Recruiters used Jira as an ATS and tried to record applicants and documents in it. In real life, it was completely different. They did their work but did not update data in the ATS. Consequently, the system didn’t track processes and registered most employees in the company incorrectly.

We found out that switching between task trackers and other services was inconvenient. They spent more than 20 hours a week on administrative work that was beyond their responsibilities. This made it harder to complete main tasks such as recruiting and interviewing applicants.

They needed to set up a seamless process of recruiting to automate the following workflows:

–   reviewing and treating CVs

–   sending the same-type emails and tests

–   scheduling interviews

–   entering information on the results of interaction with the applicant

Such automation could save up to 30% of the recruitment’s working time.

How Recruiting Automation Works

We used Jira as an ATS, but later the client decided to switch to Recruitee. Based on it, we created an automated recruitment no-code solution that connected all services used by the client.

Regardless of the ATS in a company, whether it is Recruitee, Jira, Trello, Airtable or any other, you can always automate recruitment processes with low code / no code.

In this case, we created 90% of the system using no-code development based on Jira and later Recruitee. As a result, you can now complete the recruitment and automation processes, which took half the recruiter’s day, in a couple of clicks.

During the search, using our no-code browser plug-in, the recruiter can scrap any applicant’s CV from the job search website to Jira or Recruitee in a single click.

The interview with applicants can also be scheduled in one click. An email with an individual link to the calendar to schedule the call time is automatically sent. After the meeting, the recruiter manually writes feedback on the interview results to the Jira or Recruitee card.

An email with a testing or assessment invitation can also be sent in just one click. Different positions and departments need different tests, and automation considers this scenario.

If the applicant accepts an offer, the recruiter clicks ‘Create a contract’ – and that’s all, the contract is prepared. The applicant enters their personal and payment details in the contract and the recruiter checks it.

Once the applicant signs the contract, the onboarding process starts automatically.

Collecting Applicants’ Data

Automation allows collecting data on applicants from multiple sources:

–   Web site parsing within our no-code Google Chrome plugin

–   Google Forms

–   Application form on job search websites or the company’s website

–   Any other source can be added

Specialist Selection Stage 

We stored all information on the applicant in a Jira or Recruitee personal card. Changing a status starts several automated processes:

sending emails to applicants

saving all changes in the process of interaction with the applicant in the applicant’s individual Slack thread

notifying responsible employees — usually those are notifications of the need of attention to some process

If the recruiter likes the applicant’s experience and skills, they move the applicant’s card to the ‘Assessment & Scoring’ stage, and the applicant receives a link to the test or invitation to a call.

Interview

A recruiter appoints an interview in the Recruitee calendar, which is similar to the Calendly solution. Each recruiter has their own calendar where they can mark the available call slots.

When changing the card status to “Interview”, the automation sends the applicant an email with a link to the calendar.

Assessment And Testing 

This stage is automated through the CodeSignal, Slack and mail service integration.

Once the recruiter moves card to the ‘testing stage’, the automation checks the applicant’s position. If there are tests for this position in CodeSignal, the applicant receives an email inviting them to appear for a test based on their position.

The system stores test information in the database and sends it to the responsible recruiter in Slack.

With notifications of all interactions with the applicant, the recruiter does not need to constantly switch between different services.

Contract Conclusion

When the interview and testing stages are successfully completed, the recruiter adds feedback about the applicant to the card and moves it to the “Contract Conclusion” section.

There are 4 types of contracts in the company depending on the department. The system draws up a cooperation agreement by one of the four templates. In these templates, the system has already added information on the department and the applicant’s salary.

The system then sends the contract to the applicant. The applicant needs to verify that all data is correct.

By clicking on the button in the email, the applicant gets into the document form, which specifies what personal and payment information you need to enter. Changing the main text of the contract is not available, and unless you fill in all fields, they cannot send the contract back to the recruiter.

If the system does not find the information necessary for the contract, the recruiter will receive a notification that some data is missing. If everything is okay, the system will send a notification about the document execution stage.

Recruiting Automation Summary

The recruiters’ task is to find talented employees for the company. That is why we created a comfortable working environment that allows them to save time on electronic document management, drawing up tables and contracts.

Recruiters do their work according to their core responsibilities – assessing and interviewing applicants.

What we automated.

Results Achieved

–   Recruiters saved more than 30% of their time, improving the efficiency of applicant selection.

–   The rate of correct registration of employees increased to 100%.

–   Managers have access to up-to-date information on company employees.

In the next article we’ll tell you about the onboarding process that starts automatically after the applicant signs the contract.

If you want the same results or need help in automating any process in your company, please contact us!