Candidate matching system increases outbound calls by 10%

Prime Workforce are a talent and recruitment partner in the engineering, manufacturing and construction sector.

A short interview with the client

Video transcript

Ezra Wilson, Technology Director at Prime Workforce:
"The key benefit for the business development team is they've been able to find the right candidates faster and more effectively. Then they've been able to spend less time on manual admin and more time on the phone, and they've been able to close more deals....

Continue reading transcript

I am Ezra Wilson. I'm the technology director for Prime Workforce. Prime Workforce are a talent and recruitment partner in the engineering, manufacturing, construction sector.

We've been trying to build what we believe is the best recruitment system on the market.

The problem that this was a very manual process where, we collated all of our candidates, all of our job opportunities in one huge spreadsheet and did a lot of, VBA codes, a lot of manual formulas.

We were spending a lot of time on manual effort, a lot of money every month on freelancers to, fix the code whenever it broke. And that meant that we were missing out on potential opportunities and we had HubSpot already, but we weren't really getting the [00:01:00] most out of it and that's what led us to look for a partner to try and help us.

It was was clear to me that this was gonna be an integration problem. We noticed that Attacat seemed to stand out as one of the partners who had the most experience in HubSpot integrations.

And then when we made the initial outreach to them and a couple of others, Attacat were easy to talk to , understood our business problem implicitly, they just showed themselves instantly to be up to the task.

As a reminder, we had manual spreadsheet driven system. We're pulling in all of our candidate data, all of the open job opportunities from all job boards, so you know, indeed, LinkedIn Total Jobs reads and then trying to develop some algorithm to match them all together. It's taking a immense amount of time.

Attacat and we together were able to remove all of that.

We designed an automated solution where we just upload our data directly into HubSpot and an automated workflow [00:02:00] sorts everything out for us, matches our candidates to the correct jobs instantly.

And this saves us at least a day a week. With this solution that Attacat gave our staff, everything's done for them, all they have to do is get on the phone.

We've seen a 10% increase in calls during the day. And we actually showcased this solution recently, which enabled us to win large contracts and it's transformed our business overnight.

If someone's really on the fence either about whether Attacat is or HubSpot's the right choice I just encourage them to ask the same question that we were asking ourselves. Is all the time that we are spending, on manual processes, all the things that we are getting wrong .

How much is that impacting our business? And how could we get out? For us, HubSpot was the way out, and Attacat were the guide, and I would encourage any business to take the same leap that we did.

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The full story

Introduction

Prime Workforce's business development team finds new clients by making tailored approaches to recruitment managers. When they make that first call, they are already armed with a list of actively looking candidates relevant to the positions the recruitment manager is currently advertising.

Although Prime was already using HubSpot, the information for the call was collated by a home-grown, Excel-based system that pulled information about available jobs from all the main job boards, such as Total Jobs, LinkedIn, and Reed's. Then, macros and formulas would match candidates from Prime's database to these jobs.

Despite the Excel automation, it still took around 30 minutes to generate the candidate list needed for each sales approach. The system was also prone to breaking, which led to delays and the need to pay freelancers every month to fix it.

The challenge

Prime's Technology Director, Ezra Wilson, rightly believed that Attacat would be able to build a much more efficient and stable matching process into HubSpot. By doing so, the business development managers (BDMs) could have the relevant candidate information for any recruitment manager at their fingertips.

The approach

Integrating

Both candidate data and recruiter information were already in HubSpot. The remaining data was the open job opportunity information.

Matching

Once in HubSpot, the open jobs need to be matched to recruiters, and then candidates to the jobs. A “custom code workflow action” allowed us to create associations between the job and candidate objects based on defined matching criteria, all held in HubSpot.

Displaying

The contact record was then customised so that when a BDM opened up the recruitment manager’s record in HubSpot, all the relevant candidates were immediately displayed and organised by available job.

The results

The initial goal was to solve the data collation process. Doing so has increased the amount of time BDMs are spending on the phone and improved their conversion rate.

1 day

Time saved per week

10%

more calls being made

Next up

Now that all the data is in HubSpot, new marketing opportunities and efficiencies have arisen, including lead scoring, automated email outreach, and follow-up.

“ With this solution that Attacat gave our staff, everything's done for them. All they have to do is get on the phone. And we actually showcased this solution recently, which enabled us to win large contracts and it's transformed our business overnight.”

– Ezra Wilson, Technology Director at Prime Workforce

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