Case studies

What we have built, and who runs it

4 workflows live for Pretium Resourcing, one built and tested for Clear Engineering Recruitment, and phase two of Pretium's agency audit partly live.

Client roster

  • Pretium Resourcing

    Document checking, assignment approval, monthly MI reports, agency audits and chasing

    4 workflows live

  • Clear Engineering Recruitment

    Timesheets into the payroll sheet, built in Python

    Built and tested

  • PRS

    Recruitment agency client; the work is not written up as a case study

    Client

04
live in production
01
next phase in build
02
scoped, ready to build
LivePretium Resourcing

Document compliance checking

Reads each document a candidate submits, checks it against their record and approves the ones that pass. The rest, and all DBS certificates, go to Pretium’s compliance team with a written reason.

Impacta person opening every documentbecomesabout 40 seconds each

Browser AutomationAI Document IntelligenceRecord Cross-CheckVMS Integration
How it works

Candidates submit compliance documents, from passports and right-to-work checks to SIA licences and BS7858 vetting certificates, into a Salesforce-based VMS. Every hour our workflow picks up each new submission using browser automation, reads it with AI, and checks that the name and date of birth match the record and that the expiry date is readable and in the future. Where everything matches it approves the document. Where it does not, it holds the document for Pretium’s compliance team with a written reason, such as an expired date or a name that does not match, and the team gets a daily summary. DBS certificates are recognised and passed to the compliance team to approve. Each check takes about 40 seconds.

Illustration: a document is read, checked against the record, then approved, held for the team with a reason, or, for a DBS certificate, passed to the compliance team to approve.01 · Read02 · Against the recordNameDate of birthExpiry dateApprovedthe ones that passHeldwith a reasonexpired dateDBSto the complianceteam to approve

Compliance documents

  • Passports
  • Right-to-work checks
  • SIA licences
  • BS7858 vetting certificates
LivePretium Resourcing

MI reporting dashboards

Builds each client’s monthly MI pack from VMS exports and checks its own exports and charts; we then check and send every one.

Impactnine clients’ reports, each on its own templatebecomesbuilt by our engine, checked and sent by us

VMS ExportsExcel DashboardsAutomated ChecksPython
How it works

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 Python engine that takes each month’s VMS exports and builds every client’s pack, covering measures such as spend, hours, agencies, roles, time to hire and late timesheet approvals. Before a pack is released it checks that no export was cut short and that every chart points at real figures. Then we check it and send it. For September that was 28 reports.

Illustration: monthly VMS exports are built into a client's MI pack, the pack is checked for exports cut short and charts without real figures, and then we check it and send it.VMS exportsMonthly MI packSent by usSpendHoursAgenciesTime to hireChecked before releaseNo export cut shortEvery chart on real figuresThen we check it and send it
Built and testedClear Engineering Recruitment

Timesheets into the payroll sheet

Reads approved timesheet PDFs, one at a time or a whole ZIP, logs each against the right contractor and pay run in the payroll sheet, and adds up the hours.

Impacthours typed into the payroll sheet as textbecomeseach timesheet on the right row, hours summed

PythonPDF ReadingGoogle SheetsGoogle Drive
How it works

Built in Python against Google Sheets and Google Drive. It reads approved timesheets from a shared Drive folder, singly or as a ZIP, matches each one to the contractor and the pay run it belongs to, and logs it on its own line, so the hours column adds itself up. It has been built and tested on a copy of the payroll workbook.

Illustration: approved timesheet PDFs, loose or in a ZIP, are each logged against a contractor and pay run in the payroll sheet, and the hours are summed. Built and tested.ZIPPDFPDFApprovedtimesheetsContractorPay runHoursHours summedBuilt and testedPython
Livephase two partly livePretium Resourcing

Agency audit and chasing

Samples the workers each agency supplied, drafts the agency’s audit request, sets up its upload folder and tracker, then drafts the reminders and spots what comes back.

Impactan audit assembled by handbecomessample, letter, folder and tracker built for each agency

PythonVMS DataDraft LettersUpload Tracking
How it works

The workflow pulls the worker list from the VMS, picks a sample for each agency, builds its worksheet and upload folder, drafts the audit request for Pretium to send, and builds one tracker across every agency. Phase one is signed off and has run 41 agency audits, sampling 172 of 384 workers. In phase two it checks each agency against its deadline every weekday, drafts the next reminder for the team to send when one is due, and marks new uploads for review, on two client audits so far. It runs in Python.

Illustration: an agency audit request is drafted, the agency uploads to its own folder, the upload is reviewed, and one tracker follows every agency through those steps.RequestAgency uploadReviewTracker
LivePretium Resourcing

Assignment approval

Checks the VMS every hour and approves each assignment whose candidate file is 100 per cent complete, leaving anything the VMS will not allow for the team.

Impactmanual review across multiple screens and sign-offsbecomesapproved within the hour, the rest left for the team

Hourly ScheduleBrowser AutomationCompletion CheckVMS Integration
How it works

Approving an assignment used to mean manual review across multiple screens and sign-offs. Now, every hour, day and night, our browser automation opens the VMS report of assignments whose candidate files are 100 per cent complete. For each one still at pre-placement it checks the VMS will allow approval, then approves it. Anything the VMS will not approve, usually because a required file is missing, is left for the team. In September it approved 4,595 assignments.

Illustration: every hour the check opens each assignment; a candidate file that is 100 per cent complete is approved, and anything the VMS will not allow is left for the team.Every hourday and nightCandidate fileFile 100% complete: approvedNot allowed: left for the team
Scoped06

Job posting distribution

Takes a listing created once in the ATS and formats and posts it across job boards and the company careers page, propagating every later edit.

Targetthe same advert pasted into six tabsbecomeswritten once, formatted per board, kept in step

ATS IntegrationMulti-Platform SyncContent AdaptationChange Propagation
How it works

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.

Scoped07

Candidate outreach and follow-up

Follows up with shortlisted candidates who have gone quiet, writing each message for the role and the person, and stops the sequence the moment they reply.

Targetconsultants chasing candidates by handbecomessequences that stop themselves on a reply

Intelligent SequencesLLM PersonalisationResponse DetectionATS Sync
How it works

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.

Currently working on

What is in build, and what is next

The relationships are ongoing. Pretium Resourcing runs 4 live workflows, with phase two of its agency audit partly live; Clear Engineering Recruitment's timesheet workflow, written in Python, is built and tested on a copy of its payroll sheet. A further 2 automations are scoped and ready to build.

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