How a multinational from automotive services fills job openings 80% faster
The company
Pipefy's customer is a leading vehicle glass repair and replacement company operating in 36 countries across Europe as well as parts of Asia, South America and the Middle East.
80% Less Time to Fill
Urgent Job Openings
70% Less Time
to Process Changes
377% of ROI
1430+ Hours saved
in Seven Months
Challenges
Receiving complete information when HR request is placed
Speeding up HR
recruitment process
Communicating better
with hiring managers
Gaining visibility
into HR processes
Hiring managers would call or email us to ask where we were in the process. Each time, the recruitment team would have to stop what they were doing, look for the information and report back. It was wildly inefficient and stressful.”
As a leading vehicle glass repair and replacement company, the company relies on its HR department to fill vacant job positions with qualified candidates. But the department struggled to manage the recruitment process.
Managers who needed to fill a job opening would send their requests to HR through a mix of channels, such as email or phone. Once the HR team received those requests, it didn’t have a standardized process for managing them.
Further, many of those requests lacked critical information.
“Hiring managers would fail to include important info, such as the desired start date. As a result, we often had to follow up with them.”
Every step of the recruitment process was manual and time-consuming, making it challenging to meet internal service-level agreements. Even simple changes could take 10 days to complete. Filling a job position, even one that was urgent could take 10 to 15 days.
The HR team also struggled to update hiring managers on the status of their recruitment requests. Consequently, those managers would reach out to the HR team repeatedly.
“Hiring managers would call or email us to ask where we were in the process. Each time, the recruitment team would have to stop what they were doing, search for the information and report back. It was wildly inefficient and stressful.”
In addition, HR managers lacked visibility into the recruitment process. They didn’t know how many positions were vacant at any given time, or how efficiently those vacancies were being filled. Often, they only learned of problems when they received complaints.
“We sometimes had friction between hiring managers and the recruitment team over delays or miscommunication. And that would sometimes make its way up to management.”
Facing these challenges, the company started looking for a better way to manage its recruitment process.
Solution
Manage recruitment
process in a single platform
Automate manual
and repetitive steps
Create a database
of candidates
Automatically communicate
with hiring managers
Give visibility to
HR managers
We looked at other tools, but none of them could do what Pipefy could do. It was the ideal solution for us.”
The HR team looked at the many workflow solutions on the market and decided on Pipefy.
“We looked at other tools, but none of them could do what Pipefy could do. It was the ideal solution for us.”
Once the company signed on, Lauren Hobolt, Customer Success Manager for Pipefy, got started with implementation and support.
“The HR team was super responsive from the very beginning,” says Lauren. “We started to see great results within just one month of our first implementation call.”
Pipefy quickly got to work standardizing the recruitment process and identifying opportunities to improve efficiencies. The team identified steps that were manual and repetitive and used automation and templates to speed them up.
Today, thanks to standardization, every piece of information that’s needed is captured at the time of the request.
“Now, when hiring managers submit recruitment requests, they have to answer a series of questions, such as salary and job requirements. So when we get the requests, we don’t have to track down missing information.”
In addition, candidate information is retained in a central database that the company can use to fill openings that come up frequently.
Further, HR managers have visibility into every step of the process. They can see how their teams are performing and identify areas where employees need coaching or other support.
Just as importantly, hiring managers are automatically notified when the recruitment process moves to the next stage, which means the HR team spends less time fielding questions.
Throughout the implementation, Lauren and the Pipefy Customer Success team provided support—and they continue to do so today.
Results
80% less time to fill
urgent job openings
70% less time to
process changes
1,340+ hours saved
377% ROI
Before, we needed 10 to 15 days to fill a job opening where the need was urgent. With Pipefy, we can draw from a pool of talents to fill many of these positions in just three days.”
Today, the time it takes to fill urgent job openings has been reduced by 80 percent.
“Before, we needed 10 to 15 days to fill a job opening where the need was urgent. With Pipefy, we can draw from a pool of talents to fill many of these positions in just three days.”
Further, the company has reduced the time it takes HR to process simple changes by 70 percent.
“It used to take 10 days to make simple changes. Today, unless the request is particularly complex, we can do it in three days. And if it’s really urgent, we can do it the same day.”
Consequently, processes that needed three people before, for example, can now be done with one or two. These efficiency gains are so significant, the Human Resources team has re-allocated some team members to other areas.
Through it all, the team remains pleased with Pipefy and recommends it to others.
“My colleagues have heard what Pipefy is doing for us. and they want to see if Pipefy can do the same for them.”
In fact, the company has already started using Pipefy in other departments, including Finance and Facilities, which has further increased organizational efficiencies.
As a result, Pipefy has helped the multinational company save over 1,430 hours of time in just seven months by automating previously manual and repetitive steps in the process—resulting in an ROI of 377 percent!
