Automating Recruitment Without Code

Optimus uses quite a few tools to automate internal processes. What makes this distinctive is that 100% of Optimus's processes use no-code methods rather than programming. You can do it without knowing how to code.

Here is how Optimus uses no-code tools to automate recruitment. Take a look and consider applying it if it suits your needs.

Optimus's recruitment process

1. HR emails a test and submission deadline to candidates with suitable CVs

2. Candidates submit their work by email

3. The hiring manager tells HR the test results

4. HR emails candidates their results and schedules an interview if they pass

5. Candidates attend the interview

6. The hiring manager tells HR the interview results

7. HR emails candidates their results and arranges a start date if they pass

Problem With a small number of candidates, everything is fine. But when there are several dozen, problems start to appear:

• Emailing candidates (steps 1, 4 and 7) takes a lot of time and is prone to errors

• There is a long wait for HR to send emails, as HR is not always available. Long waits lower test participation rates. In some cases, candidates pass the interview but have already accepted another job by the time they are notified

• Information is scattered across different places (CVs on recruitment sites, candidate details in Google Sheets and test submissions in email), making it hard to find when needed

These problems make recruitment very slow and labor-intensive. We need a process that speeds things up and can be used long into the future.

Solution Based on experience automating other processes, Optimus saw that no-code tools could fully address these problems and decided to try them, with 2 goals:

• Fully automate emails to candidates

• Bring all information together in one place

Tools

• Google Forms: creates application and test submission forms

• Google Sheets: stores all candidate data, including CVs, test submissions, test results and interview results.

• Integromat (Make.com): monitors the Google Sheets file and automatically emails candidates when enough information is available, using data in the file to compose the email

• Gmail: sends emails to candidates

Results

• 100% of emails to candidates are sent entirely automatically

• The wait for an email to be sent (from when the hiring manager enters the results) dropped to 15 minutes, instead of several hours or days as before. Essentially, the hiring manager's decision goes straight to the candidate, without HR acting as an intermediary

• All recruitment data is stored in one place. This also lets us analyze conversion rates at each recruitment step, broken down by position and recruitment source, and uncover some interesting insights.

• The team screened nearly 200 candidates in 1.5 months and still handled the workload comfortably

Some real examples

The application form: candidates fill it in themselves, or HR fills it in for them if they apply directly through recruitment sites.

All candidate data is automatically brought together in this sheet. The round 1 confirmation deadline and test submission deadline are calculated automatically using formulas.

After a candidate fills in the form, the test email is sent automatically, with candidate-specific details filled into the email.

The hiring manager evaluates the test and fills in the yellow columns. Once enough information is available, Integromat automatically emails the candidate within 15 minutes.

This is the flow in Integromat. It is quite visual and easy to use.

Recruitment statistics and metric analysis.

Conclusion Beyond recruitment, Optimus also uses no-code tools for many other internal processes: lead management, contract management, automated acceptance, receivables management, leave requests and more. The cost is almost negligible, it fits the business's specific needs, and there is no dependence on a technical staff member at all

Optimus believes no-code and low-code will be major trends in the near future. Using no-code tools will gradually become as common and necessary as using Excel today.

Consider giving it a try: which processes at your company or in your own work could you automate this way?

Optimus is a Make.com (formerly Integromat) Partner. Contact us for advice on and implementation of no-code automation. If you'd like to set it up yourself, use Optimus's sign-up link to get one month of the Core plan free, with 10,000 operations included.