Recruitment software solution: 50% less time to find the right candidate

AWS

Business process automation (BPA)

Data management (DMS)

HR & recruiting

Information technology

Java

React

TypeScript

Innowise has developed an internal enterprise recruitment software that enhances hiring procedures for organizations.

Customer

Industry

Information technology

Region

Client since

2007

Innowise is a leading software development company that has been providing innovative digital solutions to businesses across the globe for over 16 years. The company has implemented about 800 projects and earned the trust of numerous clients from various industries.

With a proven track record of providing high-quality enterprise web application development services, Innowise is passionate about delivering transformational impact to entire organizations through cutting-edge technologies.

Challenge

Creating a comprehensive resume database for recruiters with the functionality of ATS

By 2023, our team has grown to over 1,500 highly skilled IT professionals, multiple development centers, and representative offices across Europe and North America. Due to this significant growth, a powerful recruiting tool has become essential.

One of the challenges with the existing applicant tracking system (ATS) solutions on the market is the lack of a comprehensive database of candidates. Once a vacancy is filled, the candidate information is typically removed from the system. However, at Innowise, we encountered this problem and found a workaround using the ATS by adapting it to serve as a permanent candidate database by never closing vacancies. However, this approach had limitations, such as the inability to indicate the status of a candidate and the restriction of candidates to only one vacancy, which hindered effective management of the database since a candidate could be suitable for multiple positions.

To address these issues, we identified the following problems:

Dependency on intermediary (the data is on the site of ATS rather than in Innowise);

Limited search opportunities and navigation in the candidate database (irrelevant filters, assignment of candidates to one vacancy only);
The main ATS job application tracking feature (from opening to recruitment) is not available.

The following objectives were the focus of our project:

Comprehensive database of candidates for Innowise;
Independence of intermediaries;
Speeding up the headhunting time from its own database by at least 50%;
Automation of job application posting.

On this account, we were challenged to create a web-based recruiting solution to store and update all candidate information in a centralized system.

Solution

A recruiting automation software to streamline the hiring process

With our proven track record in software development, we managed to create a powerful solution for recruiters. Our solution provides a centralized database of candidates, allowing easy management and tracking of the hiring process.

We have also implemented robust user management features, ensuring that recruiters and administrators can securely manage user access, permissions, and roles. With our solution, recruiters can streamline their workflow and have all the necessary tools at their fingertips to make the hiring process more efficient.

Sourcing software solution

We have developed a system that streamlines the sourcing process, ensuring it is quick, efficient, and organized. With our system, sourcers can effortlessly input candidate data into the system in just 10 seconds, thanks to a convenient browser plugin. This plugin allows for the seamless download of candidate information from LinkedIn profiles or PDF files directly into our system’s database, creating or updating candidate profiles with ease.

One of the key features of our system is the elimination of duplicate candidate profiles. We understand the importance of maintaining a clean and organized database, so our system automatically detects any duplicate entries and notifies sourcers about it, ensuring an easy access to accurate and relevant candidate information.

Beyond just capturing skills and qualifications, our system takes candidate experience into account. It carefully analyzes the candidate’s work history, examining the chronological order of their employment to identify any gaps or inconsistencies. The system provides valuable insight into the candidate’s professional background by evaluating the continuity and progression of their career.

To promote collaboration and avoid redundancy, the tool assigns ownership of candidate profiles to the sourcer who initially interacts with them. This means that the sourcer who creates the candidate profile in our system becomes the exclusive point of contact for that candidate. Other sourcers are made aware of this booking and refrain from contacting the candidate, which provides a more seamless and efficient hiring process.

Recruitment database software

The recruiting tool provides a centralized system that enables recruiters to create and manage a centralized database of candidates.

Unlike traditional systems, our resume database for recruiters allows candidates to be associated with multiple vacancies, giving you more flexibility in finding the right match for various positions.

With our tool, all candidate information is stored in one place, making it easy to track and manage their entire journey throughout the hiring process. Recruiters and administrators can leave comments and reviews on candidate profiles, providing valuable insights for decision-making.

To streamline the hiring process, our tool offers a range of customizable filters. These filters allow you to refine your candidate search based on specific requirements, ensuring that you focus only on the most relevant candidates. Additionally, when you create a new vacancy, our system suggests the most suitable candidates from the database based on the job requirements, saving you time and effort.

The recruiting tool also includes a comprehensive status model that allows you to track updates and view the chronological overview of each candidate’s progress. The statuses are dynamic, making it easy to add, update, and remove profiles. This feature ensures that you have a clear and organized view of the entire hiring journey.

Managing candidate data is made easy with our tool’s support for exporting Excel and PDF files. This means you can easily add or update candidate information in bulk, simplifying the data management process and reports preparation. Furthermore, our system prioritizes data security, allowing the head of the recruiting and sourcing service to set up access permissions and security measures to prevent the leakage of confidential information.

In addition to candidate management, our tool provides features for organizing candidate interviews. You can conveniently view the availability of candidates and interviewers in a centralized calendar view, making it easier to schedule and coordinate interview sessions.

After the candidate is hired, the profile of a new employee is automatically created in our human resource management (HRM) system. The employee profile serves as a comprehensive record of an individual’s employment journey within the organization. It includes information about their role, department, reporting hierarchy, compensation and benefits, performance evaluations, training and development initiatives, and any other relevant data.

Integration

Google’s ecosystem integration: Our software solution offers effortless integrations with popular services such as Google, enabling users to fully leverage the power of Google’s extensive ecosystem. With this integration, our recruiting tool enhances productivity, streamlines data management, and promotes collaboration across various platforms;
HRM integration: Our tool supports seamless data migration, allowing for smooth transfer of employee information. For example, once an employee successfully completes their probation period, this information can be automatically sent to the recruitment tool, serving as an indicator of the recruiter’s effective work;
Telegram integration: Communication can be conveniently organized through Telegram directly within the tool. This integration ensures efficient communication channels for better collaboration and coordination among team members.

End-to-end customization

Our recruiting system is a white-label product meaning it’s fully customizable suiting each company’s unique hiring processes and requirements. Our team of skilled developers and designers are experienced in customizing solutions to suit a wide range of industries and business types to fit their specific needs. From creating a personalized database of candidates to custom job application forms, our platform can be tailored to align with your company’s hiring practices.

With our white label product, you have the flexibility to adapt and optimize the entire recruitment process, saving time and ensuring the right candidates are identified efficiently.

We understand that your needs may change over time, and our solution is designed to be scalable and adaptable to accommodate those changes seamlessly.

Therefore, the recruiting system offered by Innowise is ideally suited to streamline the recruitment process, providing transparency and effective decision-making.

Technologies

Front end

TypeScript, React

Back end

Java, Spring (Boot, Data, Security, Cloud: Eureka(Discovery Service), (FeignClient), Apache Kafka, OAuth 2.0, Keycloak, Apache Tika, Apache POI

PostgreSQL, Redis

Cloud

Amazon S3

VCS

Git, Bitbucket

DevOps

Bitbucket pipelines, Docker, Docker Compose

Process

Discovery

Our company recognized the limitations of the existing solutions and embarked on developing a custom recruiting software. Through planning and careful consideration of our requirements, we aimed to ensure an efficient and streamlined hiring process. Our team of experts designed the solution architecture and assessed the development costs.

Technology choice

To ensure a smooth and timely implementation of our solution, we carefully chose the technology stack. Our focus was on selecting technologies that enable rapid development, effortless maintenance, and seamless integration of new features. With this strategic approach, we aim to expedite the roll-out process and provide a solution that is efficient and easy to enhance.

MVP development

We implemented an iterative approach while developing MVP. We conducted a thorough testing to ensure accuracy and completeness of the solution at the end of each development stage to detect the bugs and eliminate them to deliver a high-quality product. To facilitate effective communication among team members, we leveraged Slack as our primary communication tool. Additionally, we utilized Jira for efficient task tracking and management.

Futher maintenance & enhancement

After presenting the MVP, the solution underwent rigorous testing to make it completely bug-free and ensure flawless user experience. We gathered feedback from our employees to make necessary adjustments and enhancements. The tool has been fine-tuned enabling our recruiting team to work more efficiently in finding top talents for our organization.

Team

Delivery Manager

Project Manager

Business Analyst

Architect

QA Engineers

Back-End Developers

Front-End Developers

Results

Enhanced recruiting efficiency: 50% faster candidate search and secure database management

At Innowise, recruiters benefit from a cutting-edge recruiting automation software that provides them with a secure and easily accessible candidate database. By eliminating the reliance on third-party platforms, it ensures that recruiters have full control over their valuable candidate information.

With advanced search capabilities, recruiters can swiftly identify qualified candidates, reducing search time by a remarkable 50% or more. This means recruiters can quickly move forward with the hiring process, saving time and resources while ensuring they find the best fit for the job.

Project duration

February 2023 - Ongoing

50%

less time required to find the right candidate

75%

less time for reports preparation

Related cases

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Recruitment software solution: 50% less time to find the right candidate

Customer

Challenge

Creating a comprehensive resume database for recruiters with the functionality of ATS

Solution