In recruiting, speed of response often plays a crucial role. Processing dozens of applications manually every day, an HR specialist is physically unable to give prompt feedback to each candidate and may make errors due to a high workload. Candidates who do not receive a response within the first day after sending their resume usually continue their search and accept an offer from another company. Under such conditions, the risk of losing strong specialists increases. Here is a use case that helps solve this problem. Let’s consider how the ApiX-Drive platform automates the hiring process, making it fast, controlled, and streamlined even during periods of active company growth.
Typical Problems of HR Teams
In many companies, the processing of applications for vacancies is carried out semi-automatically or completely manually. Data from the form on the website is sent to the mail, copied into a table, and transferred to the manager in the messenger or task manager. Each of these steps is simple, but together they take a lot of time. When the company is hiring for only one position, and there are few applications for it, manual processing of applications seems to be a completely adequate solution. As soon as there are more applications, recruiting loses speed and turns into a set of chaotic actions.
The manual processing of job applications creates a number of problems. HR teams most often face the following:
- difficulty of tracking applications that come through several channels at once;
- time spent manually transferring information about candidates to the database;
- loss of applications and errors during their processing due to the human factor;
- managers do not always see new candidate applications quickly;
- candidates receive feedback late;
- it is difficult for management to assess the current hiring situation quickly.
According to our calculations, on average, manual processing of one application takes 8–12 minutes. For the load of 50–70 applications per week, this turns into 6–9 hours of routine work, which not only does not create direct value for the business but also hinders it.
Automated Solution Logic
Let’s consider a live example. The company opened 3 vacancies at the same time. Every week, HR receives about 40–50 applications from various sources. In this mode, a significant part of the working time is spent not on interviews with candidates but on processing applications and synchronization of data in the database.
To eliminate manual operations, the application processing was automated. Its logic is that one action by the candidate should trigger a chain of subsequent steps. The catalyst for automation is the candidate filling out a web form created using the WordPress plugin JetFormBuilder.
Our example scenario involves the following tools:
- JetFormBuilder — to create an application form for candidates on the site;
- Trello — creates a candidate card for the manager;
- Gmail — sends a prewritten letter to the candidate;
- Google Sheets — adds a new row to the table for analytics.
Once you set up automation, data transfer from one service to another happens automatically. Constant monitoring by an HR specialist is not required.
How Automation Works
Automation of the application processing starts from the moment the candidate sends the filled vacancy forms on the website. From this stage onwards, the ApiX-Drive system handles the process automatically. The connector receives new data from JetFormBuilder and performs the following automated steps.
Here’s what happens next:
- A card is created in Trello with the candidate’s data and the job title.
- The applicant for the position is sent an email in Gmail confirming receipt of their application and/or outlining the next steps they need to take.
- A new row is added to Google Sheets to populate the database. The table can be used for weekly analysis, reporting, or monitoring by the HR manager or CEO.
As a result, the manager quickly sees a new applicant and can add comments or change the status. The HR specialist does not waste extra time on manual manipulations: checking email or website admin, copying data, etc. The system itself creates all the necessary records.
What Result Does the Business Get?
The effect of automation becomes noticeable already in the first week of use: not only the speed but also the stability of recruiting processes increases. After its implementation, the company receives:
- reducing application processing time by 50–65%;
- saves an average of 5–7 hours per week for an HR specialist;
- no applications lost or unprocessed due to human error;
- fast and predictable feedback for candidates;
- up-to-date data for the department head and the company without additional requests and reports.
As a result, vacancies are closed faster, and the risk of losing strong specialists due to untimely feedback is reduced. In addition, the HR team can more easily cope with peak workloads.
Who Is This Use Case Suitable For?
The automation scenario will be useful for companies that regularly work with candidates and plan to scale their recruiting. It will help significantly enhance:
- HR departments of small and medium-sized businesses;
- startups at the stage of active development;
- recruitment agencies;
- teams where one HR specialist handles several vacancies at the same time.
FAQ
Most often, it is due to slow feedback. If the candidate does not receive a response within the first day, they continue their search and accept an offer from another company.
It eliminates manual routines, reduces errors, speeds up application processing, and allows HR to focus on interviews and communication with candidates.
No. A basic scenario using ApiX-Drive can be set up in approximately half an hour without developers and complex integrations.
The company closes vacancies faster, saves the HR manager time, and reduces the risk of losing strong specialists due to untimely feedback.
First, create an application form using the JetFormBuilder plugin. It supports a lot of after-submit actions, including firing a webhook, using which you can connect automation services and third-party integrations.
Conclusion
Recruitment automation provides increased speed and predictability of operational processes. When candidate applications are processed automatically, the HR team does not waste time on routine activities and can focus on the main thing — high-quality selection of applicants for positions and communication with people. At the same time, management receives a transparent picture of hiring without additional requests.
Using a combination of JetFormBuilder with ApiX-Drive, a basic automation scenario for recruiting processes can be set up in about half an hour and used as a stable basis. This approach allows you to scale recruiting without increasing the burden on the HR department, reduces the impact of the human factor, and provides candidates with quick feedback. As a result, the company receives a high-quality hiring process that flexibly adapts to new vacancies, changes in the team, or an increase in the number of applications.
