What we have built, and who runs it

Candidates submit compliance documents, from passports and right-to-work through to DBS checks, SIA licences, BS7858 vetting, BPSS and SC clearances, into a Salesforce-based VMS. Our workflow picks up each submission automatically using browser automation, reads the document with AI-powered OCR, and cross-checks what it reads against the details already held on record. Where everything matches it approves the file instantly. Where it does not, it flags the issue with a written explanation of exactly what is wrong and what is needed. What used to take a compliance officer 15–20 minutes per document now happens in under 30 seconds.

Management information used to mean nine different clients, each with their own template, their own metrics and their own format, all compiled by hand from VMS data. It is now a set of dashboards that build and refresh themselves from live data, covering sales, acquisitions, recruiter performance, hours, time to hire and timesheets. Finished reports go out on schedule to the people who need them. A process that used to consume an entire Friday afternoon now runs without anyone lifting a finger.

Weekly timesheets are parsed as they arrive, and the hours and rates read off each sheet are reconciled against the placement and the contract before anything is raised. Invoices are generated from the figures that survive that cross-check, so a discrepancy is caught before it reaches the client rather than after it. The workflow runs on Zapier today, with a migration to n8n proposed.

The workflow audits all the information held about a company, pulls it together into a written findings report, and emails it straight over. At the same time it populates a spreadsheet with the underlying data and builds out a Google Drive folder structure with the supporting files filed where they belong. Phase one was delivered in a week and is live now. Phase two is in build.

When a new assignment comes through the VMS, it triggers a chain of checks and approvals that used to require manual review across multiple screens and sign-offs. Our workflow monitors for new assignments, automatically validates the required fields, cross-references against client-specific rules, and processes the approval, or routes exceptions to the right person with full context. The team only touches the edge cases that genuinely need human judgement.

Getting a candidate to the next stage used to mean someone noticing their file was finally complete and then approving it by hand. The workflow now tracks how complete each record is as documents and details land, and the moment it reaches 100 per cent the candidate is approved automatically and moved straight on to the next stage of the recruitment process. Nobody has to watch a checklist, and nobody sits finished but waiting because a consultant was busy.

A consultant creates a job listing once in their ATS and the workflow takes it from there, automatically formatting and distributing the posting across multiple job boards and the company careers page. Each platform gets a version tailored to its format and character limits. Changes to the original listing propagate everywhere automatically. No more copying and pasting the same role description into six different tabs, no more forgetting to update one board when the salary changes.

When a shortlisted candidate hasn’t responded within a set window, the workflow triggers a personalised follow-up sequence — each message tailored to the specific role, the candidate’s background, and where they are in the process. If they respond, the sequence stops and the consultant picks up the conversation. If they don’t, it escalates or marks them accordingly in the ATS. Consultants stop chasing and start closing, because the system handles the persistence for them.