Automating Recruitment Admin Tasks

Background

PNA faced a major operational challenge when their administrative staff member resigned, leaving behind a set of critical manual processes that needed to be completed byt the Managing Director. These tasks included managing their CRM (Capsule), task management system (Monday.com), contract and authority-to-represent document generation, candidate data processing, and billing integrations.

Inturing was brought in to automate these processes using Power Automate, ensuring seamless workflow continuity and improved efficiency.

Challenges

1. CRM and Task Management Integration:

   • Manual job, client, and candidate entry between Capsule and Monday.com was time-consuming.

   • Updating statuses across both platforms required manual intervention.

2. Contract and Authority-to-Represent Generation:

   • Contracts needed to be drafted, sent for approval, and e-signed by clients.

   • The previous process involved multiple touchpoints, leading to delays and errors.

3. Candidate Data Processing:

   • CVs needed to be extracted, saved in OneDrive, and entered into the candidate management system.

   • Client and candidate profiles required enrichment using LinkedIn and other web data sources.

4. Billing and Timesheet Automation:

   • Manually adding timesheet details to the billing software was error-prone and time-consuming.

Solution

Using Power Automate, Inturing implemented a fully automated workflow to streamline PNA's operations.

1. Capsule CRM and Monday.com Integration

• Automated the creation of job, client, and candidate records in Monday.com based on Capsule CRM updates.

• Enabled real-time status updates between Capsule and Monday.com, ensuring accurate data synchronisation.

• Set up automated reminders and notifications for status changes and follow-ups.

2. Automated Contract & Authority-to-Represent Generation

• Developed a system that automatically drafts contracts and Authority-to-Represent documents using data from Monday.com.

• Integrated Adobe Sign for seamless e-signature collection from clients.

• Ensured all signed documents were automatically stored in OneDrive and linked to the relevant candidate records.

3. Candidate Data Extraction and Enrichment

• Implemented a process to extract CV data, categorise it, and store it in OneDrive.

• Designed an AI-powered solution to extract key details from CVs and update the candidate management system.

• Enriched client and candidate profiles using automated LinkedIn and web scraping tools.

4. Automated Billing and Timesheet Management

• Extracted total hours from PDF timesheets and updated the Monday.com fees board.

• Integrated timesheet data with the billing software, eliminating manual data entry.

• Created a workflow that ensures accurate invoice generation and billing records.

Results

• Efficiency Gains: Reduced administrative workload, eliminating the need to hire an additional administrator and enabling recruiters to focus on placements rather than data entry.

• Error Reduction: Eliminated manual entry errors by automating the transfer of data between systems.

• Faster Contract Turnaround: Reduced contract approval and signature process time from days to minutes.

• Improved Data Accuracy: Ensured real-time updates between Capsule CRM and Monday.com.

Conclusion

By automating PNA’s administrative processes, Inturing transformed their recruitment workflow, enabling a more efficient and scalable operation. The seamless integration between Capsule CRM, Monday.com, and other business tools ensured a robust system that could function autonomously without reliance on manual administrative tasks.

Interested in automating your recruitment processes? Contact Inturing today!