Automation for Recruitment & Staffing Agencies

We integrate with Personio, Recruitee, Bullhorn, SAP SuccessFactors, Workday and many other ATS systems. Almost any system can be connected via APIs. What matters is which objects the system holds properly: candidate, vacancy, application, assignment and client as separate records with stable IDs. Where assignments only exist as a free-text note, that is the first thing we resolve before building.

The matching compares structured fields – qualification, experience, availability, location, shift willingness – and adds a language-based assessment of the profile text. The result is a ranked shortlist with a reason per hit, not a decision. Automated assessment of applicants counts as a high-risk application in the EU, so selection stays with the recruiter and every rejection is a human decision.

A candidate applies through two boards, with two email addresses, once using a nickname instead of a given name – that is the normal case, not the exception. Matching uses several attributes and a threshold: clear hits are merged, uncertain ones are proposed to a person. Merges are reversible and logged, because a wrong link costs more than a duplicate.

Every record carries a purpose, a legal basis and a deletion date derived from its status: rejected, in the talent pool with consent, converted into an assignment. Records that fall due are presented in a batch, deleted after approval, and the deletion is logged. Attachments, exports and mailbox copies are deleted with them. The actual retention periods are set by you and your data protection adviser, not by us.

The automation tracks client, period, activity and contract status per assignment, and flags cut-off dates before they arrive – extensions, breaks in assignment, upcoming pay adjustments. It produces templates and lead-time lists, not an employment-law assessment. Whether a deadline applies in a specific case, which collective agreement governs it and how equal pay is calculated is settled by your legal advisers and your payroll function.

This is the case that costs money every single month. With a defined lead time before the cut-off, the pipeline checks per running assignment whether a timesheet exists and whether the client has confirmed it. If something is missing, the reminder goes to the worker and the client contact, the escalation to scheduling. Whatever is still open at cut-off appears on a list – and is not estimated.

Applicant data is among the most sensitive data in this sector, so we build tightly. Processing runs on EU servers, typically self-hosted n8n or Make.com with EU data residency. Before we build, we define which fields need to enter the pipeline, who has access, how long logs are kept and how deletion works. A data processing agreement is part of that, and responsibility as controller remains with you.

Largely yes – with one caveat we state openly. We automate your process rather than imposing a standard model. But where a step exists only because two systems do not talk to each other, we would rather remove it than rebuild it. That is part of the work and it is discussed up front, not discovered afterwards as a surprise in the finished workflow.

A starter package with applicant management automation starts at €5,000. Projects with multiple system integrations — ATS, calendar, contracting — start at €15,000. Ongoing tool costs are EUR 50-200/month. The price covers a scope defined up front; additional job boards, client interfaces or a payroll connection are quoted as a separate step.

The engagement is set up as a six-week effort, and a first automation is typically in production within 4 to 8 weeks. We start with one area – usually intake and scheduling – and let it run in production for two to four weeks before assignment planning and the payroll handover follow. What drives the timeline is the state of the data in the ATS, not building the pipeline.

It makes no selection decision and issues no rejection. It does not replace employment-law review of framework and assignment contracts, and it is not a payroll system – it prepares the handover. It also does not repair an ATS where assignments live as free text and candidates exist three times over. And it does not replace the phone call that actually wins a candidate.