Seamless Recruiting Automation

How Digital Workflows Automatically Assign Applicants to Suitable Positions and Significantly Relieve HR

Challenges:

The Agency for Household Help conducts recruiting for a variety of locations where regional assignment is crucial.

High manual effort: New applications previously had to be manually reviewed and assigned to the correct positions – a time-consuming process.
Error-prone assignment: Incorrect or delayed assignments led to delays in the application process.
System breaks: Application data from Recruitee had to be manually transferred to the internal ERP system.
Lack of transparency: Without automated workflows, it was difficult to track the current status across all systems at any time.

Implementation:

Duration: The implementation of automated recruiting was achieved within a few weeks.
Steps: Together with HR Autopilot, a workflow was developed where new applicants from Recruitee are automatically transferred to the internal ERP system via webhook. Assignment is based on the postal code – applicants are directly assigned to the appropriate position, while the original position is automatically removed. Additionally, a connection to Rex was implemented to continuously transfer the status of applicants to the ERP.
Key aspects: A key success factor was the tailored development for the existing IT landscape (ERP in Python Django). Through close collaboration with the HR teams, the process was designed to achieve maximum practical applicability.

Collaboration:

The collaboration with HR Autopilot was described as pragmatic, fast, and solution-oriented. The flexible integration with a custom-developed ERP system was particularly valued.

50%
less effort in day-to-day recruiting by eliminating manual sorting

over 90%
Reduction in errors from incorrect assignments

Results & Added Value:

For GEMA, HR Autopilot meant a significant gain: more efficient processes, secure data, and transparent operations.

Measurable Results:

Automatic Matching: Applications are assigned to the appropriate position by postal code in seconds.
Time Savings: Approximately 50% less effort in day-to-day recruiting by eliminating manual sorting.
Error Reduction: Incorrect assignments were reduced by over 90%.
Implementation: The workflow was operational within a few weeks.

Qualitative Results:

Greater Precision: Applicants land directly in the correct branch – without detours.
Faster Response: HR can contact candidates sooner and shorten decision-making paths.
Integration with Existing Systems: Recruitee, ERP, and Rex work seamlessly together via webhooks.
Scalable: The setup can be easily extended to other locations and systems.

Artour Ivantcho

Human Resources Team Lead

"With HR Autopilot, our recruiting is finally automated. Applicants are directly assigned to the correct position – faster, simpler, and without manual detours."