Background

A 75-employee company relied heavily on external recruiters to fill open roles. With 20+ recruiting agencies involved, tracking submissions and keeping agencies updated had become overwhelming and time-consuming. They needed a way to simplify communication, reduce manual effort, and ensure every agency had clear visibility into the status of their candidates.

InteGreat Solutions stepped in to design and fully automate a process that gave the client control and clarity, without requiring them to manage the setup or day-to-day updates themselves.

Challenge

Managing so many recruiting partners came with several pain points. With over 20 agencies, it was difficult to see which candidates came from which recruiter and much of it was being done through email communications. Updating agencies required hours of back-and-forth emails and manually compiled status updates. The agencies often lacked clarity on where their candidates stood in the process, leading to repeated inquiries.

Solution

InteGreat Solutions designed a fully automated system that generated unique tracking links for each role and agency and ensured every candidate submission was automatically tagged to the correct agency. InteGreat Solutions built custom reports for each agency pulling all submitted candidates and their current stage in the hiring process. Then, automated weekly updates were created through a Friday workflow. These reports were automatically compiled and emailed to each agency, ensuring consistent and transparent updates.

InteGreat Solutions managed the entire setup: creation of tracking links, report customization, and workflow automation. This allowed the client to simply benefit from the time-saving results.

Outcomes

• Time savings: The client eliminated manual report creation and agency follow-up emails.

• Improved relationships: Agencies received timely, accurate updates every week without having to ask.

• Clear accountability: Every candidate was correctly tied to their submitting agency, avoiding disputes and confusion.

• Scalability: The system can easily handle more agencies or roles without adding administrative burden.

Conclusion

What started as a complex, manual process became a streamlined, automated system. By leveraging automation and custom reporting, InteGreat Solutions gave this 75-employee company a way to manage 20+ recruiting agencies with zero ongoing effort from their HR team. This resulting in more time for internal HR priorities, stronger agency relationships, and a recruiting process built for efficiency and transparency.

Want to partner with Rippling? Reach out to Imeh Nsek.