Automation All-Stars

Take Your Automations to the Next Level

These individuals have cracked the code on automation - reaching new levels of productivity, engaging candidates in a whole new way, and ultimately transforming their business. 

But where did they start? And how can you follow in their footsteps? 

First, you need to find out where you are on your automation journey. Answer the questions in our quiz to find out where you’re at today and then read examples of automations that will take you to that next level.


Automation Maturity Curve Quiz: Where Do You Stack Up?

No matter if you’re just getting started or already have a few automations in place today, take a look at where you are on your automation journey and plan your next steps. We’ve outlined three different phases on the automation maturity curve. 

> Foundational: At the foundational level, you are likely using automation to clean up your data and set up some simple notifications. 

> Transactional: At the transactional level, you are likely doing every item from the foundational level, but you’ve also started using automation to create one-off engagements with your clients and candidates.

> Transformational: At the transformational level, you’ve moved beyond one-off interactions. Now, you are creating long-term nurture streams to engage with candidates and clients across the recruitment journey.


Check off all the processes you are automating today to find where your firm falls.


Check all that apply

Not automating any of these tasks?

Don’t worry - you’re not alone! Skip down to learn more about automations you can set up and gain some inspiration from our experts.

The Three Phases of the Automation Journey


You’re just getting started, but you’re further along than you might think. The automations that fall in the Foundational bucket are critical in setting the stage for future success with automation. Many of these are essential to getting your data in check, things like:

  • Populating empty fields
  • Clearing out old records
  • Sending automated surveys to gather up-to-date data from your candidates

    Before you go on to personalize and automate communications to candidates and clients, you need clean and accurate data to trigger those messages.

    Automations you might be running include:

    Dynamic Status Updates based on Activity
    Update Candidate Resume
    Candidate Submittal Notification
    Application Confirmation Email
    Consent Gathering
    NPS Survey

    You’ve begun to implement automations that take your business to the next level. At the transactional level, you’re likely doing most of the data cleanup and notification-based automations from the foundational level, but you’ve also started using automation to create one-off engagements with your clients and candidates.

    Automations you might be running include:

    Follow-up with Client Website Leads
    Engage Passive Candidates
    Automate Cold Call Follow-up
    Actions Triggered by Candidate Activity
    Interview Confirmation
    New Candidate Follow-up
    Post Interview Survey
    Post Hire Survey
    Send Automated Texts
    Post Interview Survey
    Interview Rejection Follow-up

    At the transformational level, you’ve moved beyond one-off interactions. Now, you are creating long-term nurture streams to engage with candidates and clients across the recruitment journey. 

    It’s clear you are creatively unlocking ways to leverage automation throughout the recruitment life cycle. But as we all know, there’s no limit to the ways in which automation can impact your business. Hear from a few of these Automation All-Stars and see what else you can incorporate into your automation strategy.

    Automations you might be running include:

    Re-Engage Lapsed Client Leads
    Engage Top Talent
    Onboard New Hires
    Job SLA Monitoring
    Event Management
    Semantic Match
    Website Tracking
    Client Marketing
    Redeploy Contract Employees
    Create Client Engagement Scores
    Integrating with other technologies
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    Meet the Automation All-Stars

    Recruitment Leaders Changing the Game

    When it comes to automation, some recruitment leaders have climbed the maturity curve and are now setting up hundreds of automations within their business. These automations are interconnected and complex, and at the end of the day, making an outsized impact on their firm’s success. These are their stories:

    Matthew Banbury at Pioneer Selection Eliminates Manual Admin Work for his Team

    "In a typical month, Herefish is doing half a million actions, which if you had a human doing it, would take them 17,000 hours."

    - Matthew Banbury, Pioneer Selection

    Automation Does the Work of 4 FTEs for Nicole Hart at Fuse Recruitment

    "Through implementing automation, we have been able to connect with so many more clients and candidates than ever before. This has ultimately given our recruiters more time on their hands to do what they do best, which is recruit."

    - Nicole Hart, Fuse Recruitment


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    Karli McKee at Atlas Staffing Cleans up 30,000 Records in 30 Minutes with Automation

    "I remember looking at over 30,000 old placements that were open and thinking this would take months to clean up. Taking 30 minutes and watching that tick down to 0 was incredible."

    -Karli Mckee, Atlas Staffing

    Mike Adam at Triple0 Saves an Hour a Day and Improves the Candidate Experience With New Lead Follow up Automation

    "We thought automation would be a much more significant investment - both money and time. I couldn’t believe how simple to implement and manage it is.”

    - Mike Adam, Triple0


    Automation Example Library

    Need more inspiration? Scroll through this list real-life examples submitted from our community of Recruitment Automators across the globe!

    Automation: Set candidate status dependent on their activity i.e. viewed a job on the website within 14 days - set as pro-active. Clicked on email, viewed website - set as active.

    Impact: Turned what was a fairly static candidate database live, allowed consultants to hone their searches for low hanging fruit

    Marcus Granville

    Director of Contracts and Compliance @ Heat Recruitment


    Automation: As candidates work through a qualification process, we have an automation set up to automatically fill in various fields based on initial data entered during profile creation.

    Impact: Increase data quality in system, save candidate engagement staff time, and increase process efficiency.

    Scott White

    Marketing & Implementation Manager @ Professional Alternatives of Houston

    Automation: We integrated custom fields from Bullhorn into Herefish to use surveys as a prescreening tool for incoming candidates. We can gather information like city, cross streets, salary info, job titles, etc to screen out candidates immediately. This information is put directly into fields on their candidate records in Bullhorn and also saved as a note making all of that information readily available for recruiters to review. This helps us narrow the candidate pool quickly.

    Impact: We are able to save time weeding out the initial pool of candidates to focus on the ones that are potentially qualified for the job. We spend more time doing direct outreach to the most placeable candidates. We can do the same amount of work that we have done in the past now with a significantly smaller team.

    Nicole Sollars

    Marketing and Operations Manager @ Renaissance Personnel Group, Inc.


    Automation: An automation that sends a candidate experience survey to our candidates, and sends those results to our partners and their RDRs

    Impact: Provides direct feedback for our partners to help improve their business process.

    Dylan Minton

    IT Manager and Salesforce Admin @ Goodwin Hospitality

    Automation: Automating the collection of data via a survey when candidates are placed.

    Impact: This helped to improve customer feedback given rates and also helped improve the business through operational improvements.

    Ryan Thompson

    Marketing Manager @ Focus Cloud Limited


    Automation: I was able to intergrate our VoIP with Bullhorn. The cool new and very helpful button I added in the contact and candidate search screen is the 8x8 launch button. This is where our recruiters can launch 8x8 from within Bullhorn!!! Recruiters love it!!!

    Impact: This button has a great workflow impact, it keeps our recruiters within Bullhorn and allows them to make notes without changing apps.

    Everett Birdsall

    Director Information Technology @ Mattson Resources, LLC

    Automation: We are recent Herefish users and have just launched a candidate check-in and a client check-in automation for active placements, both contract and direct hire. Both automations contain surveys.

    Impact: Too soon to tell the impact but I would guess it saves a handful of hours per week. More so the check-ins are not forgotten and actually happen.

    Cindy Yared

    CEO/Founder @ Spot On Talent

    Automation: Scheduled Contact Plans for Business and Relationship Development.

    Impact: Increased the volume of BD&RD in the business significantly and saved time as Consultants know exactly who to call and when.

    Sarah Gibson

    Business Improvement and Project Manager @ Cherry Professional Limited

    Automation: Monthly check-in with clients who haven't opened a job with us in 30-60 days.

    Leah Martinez

    VP, Marketing @ Locums Physician Staffing

    Automation: Sourcing, Post Placement, Onboarding

    Impact: 9% more submittals

    Patty Comers

    CEO of AccruePartners, Inc


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