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◉ 3 examples from practice

Automating recruiting
From the application to the deletion deadline

Recruiting produces more duplicate data entry than any other part of people work. Applicant data is copied from the applicant system into the HR system, status changes are updated by hand, rejections are written one at a time. Anyone with several sites or legal entities does all of it several times over.

Discuss your workflow Calculate your savings
50 % faster handling per application measured in one rollout
22 minbefore, per application
11 minafter
100 %deletion deadlines met
“With HR-Autopilot our recruiting finally runs automatically. Applicants go straight to the right role.”
Artour IvantchoHR Team Lead, Schülerhilfe
The starting point

What recruiting
costs in time today.

1

Applicant data is entered two or three times: in the applicant system, in the HR system, in payroll

2

Rejections sit around because each one has to be written individually

3

Deletion deadlines under the GDPR are monitored by hand, or not at all

4

In multi-stage selection nobody loses track of where things stand

Programmes involved

These are the systems
tied to this area.

All already connected. If yours is missing, we build the integration at no extra cost, on average within three days.

softgarden rexx systems Personio d.vinci Talent2Go StepStone Indeed LinkedIn

Is your programme included?

Three examples

Simple, medium
and genuinely complex.

All of them examples from live operation. What gets built is whatever comes up in your work.

SimpleA few steps, ready straight away

Applications land in the right place

TriggerArrival through a job board or the careers page

  1. Record the application
  2. Assign it to a role
  3. Acknowledgement of receipt
  4. Inform the department

ResultNo application is left lying around, each one is assigned within minutes.

MediumWith conditions and approvals

Rejections without a second thought

TriggerStatus change in the applicant system

  1. Check the status
  2. Choose the text block
  3. Send the rejection
  4. Set the deletion deadline
  5. Offer the talent pool

ResultLegally sound rejections with a deletion deadline, even with 200 applications per role.

ComplexBranches, deadlines, several systems

Run a multi-stage selection process

TriggerAn application reaches the second round

  1. Put the panel together
  2. Match dates through the calendar
  3. Distribute the documents
  4. Collect the assessment forms
  5. Escalate when there is disagreement
  6. Document the decision

ResultA selection process across several rounds, sites and panels, documented so it can be traced.

The exceptions

And what about
the special cases?

That is the question most automation projects fail on. With us the exceptions get built in, not left out.

An application for several roles at once
Internal applications with a different route
A rejected applicant returning months later

Each of these cases can be mapped in the builder as its own branch, with a condition, an approval and a different route. Without a line of code.

Common questions

What we are asked about recruiting
most often.

How long does it take to connect our applicant system to the HR system?
As a rule three to five working days if both systems are already connected. The first workflow then runs in test mode before it goes live. If one of your systems is not yet connected, add about three days for the integration.
What happens to applicant data after the deletion deadline?
The workflow sets the deadline when the application arrives and gets in touch before it expires. On request it deletes automatically in every system involved and logs that in an audit-proof way, exactly the evidence a data protection officer wants to see.
Does it work for multi-stage selection processes too?
Yes. Each stage can have its own people, its own deadlines and its own conditions. If approval from the head of department is needed after the second interview, the workflow waits for it and sends a reminder after the set time.
Can we assign applicants to the right site automatically?
Yes, by postcode for instance. One customer in services saved half their recruiting effort that way, because the pre-sorting disappears.
Other areas

It rarely stops
at one workflow.

OnboardingSee three examples → Employee records & changesSee three examples → Time and attendanceSee three examples → PayrollSee three examples → TrainingSee three examples → Incidents & special casesSee three examples →
The next step

Tell us
what comes up in your work.

30 minutes on your actual programmes. We rebuild your recruiting workflow live, not on a made-up company.

Book a demoAll 36 workflows