Automating Applicants Screening and Engagement
Temporary-workers agencies often rely on manual processes for handling applications, CVs, and interview records. Our client, a mid-size agency, approached REFLEKT LAB with a critical challenge that was not allowing the company to scale efficiently.
Problem Statement
Manual Processes
The agency relied on manual screening and processing of applications, CVs, and interview records.
Failed CRM Implementation
An off-the-shelf CRM solution was adopted but proved time-consuming and error-prone, leading to abandonment. As a result, the company had no efficient way to leverage past successful candidates for new job placements.
Lack of Automations
Due to poorly stored data, the company couldn’t run re-activation campaigns among its previous applicants to fill-in the roles faster with reliable candidates.
Quality Issues
Difficulty in sourcing qualified candidates within tight timelines affected candidate quality and client satisfaction.
Operational Bottleneck
The lack of a proper Applicant Management System and automation tools hindered efficiency and growth.
Solutions
Integration
Integrated to the client ATS’ APIs to synchronise the CV bank daily, upserting the latest modifications.
Knowledge Mapping
Embedded, classified and labelled all the data within applications using our vector database system to allow effortless screening through the applications based on a variety of parameters.
Simple Interface
Built an interface and extracted basic candidates information using RAG (names, contacts, education, primary job area etc.).
Advanced Contextual Search
Created a flexible search window that allowed users to enter any search criteria in a natural language and find all CVs that fit the criteria (e.g., find “candidates that have professional sport experience” for an event of a sport apparel company).
Automations
Built SMS automation that would notify pre-selected candidates about job placement opportunities, allowing them to immediately confirm their availability and secure the job.
Privacy
Used dedicated cloud servers and open-source small language models rolled out on company’s servers for cost efficiency and strict data security.
Benefits
Increased Efficiency
Automating the recruitment process, reducing the time spent on manual screening and data handling.
Cost Savings
Elimination of repetitive tasks reduces operational costs and enables staff to focus on higher-value activities.
Improved Candidate Quality
Enhanced ability to find and engage with qualified candidates quickly, improving client satisfaction.
Scalability
The automation solution allows the agency to manage a larger volume of applicants without a proportional increase in human resources.
By adopting REFLEKT LAB data extraction and automation solution, the Agency transformed their recruitment process and realised significant cost savings, improved efficiency and client satisfaction, and freed up resources for further growth. This revolutionary approach sets a new standard in the temporary work industry, showcasing the power of AI in tackling complex, document-based processes.
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