Why HR Process automation is needed?

Let’s face it—HR teams are often stuck in a whirlwind of repetitive tasks, from managing interview schedules to juggling various tools that don’t communicate with each other. It’s time-consuming, error-prone, and anything but efficient. For one HR team tasked with handling a large volume of interviews, scheduling was a major bottleneck. That’s where we stepped in, using Workato to transform their manual chaos into a seamless, HR Process Automation that saved time, reduced stress, and delivered results almost instantly.

We partnered with the client to address their unique challenges and deliver tangible improvements aiming HR Process Automation:

• We eliminated the need for manual scheduling by automating interview slot selection, reducing scheduling time from 10-15 minutes per candidate to just seconds.
• We enhanced efficiency with integration by building a workflow that connected existing tools like Zoom, Slack, and DocuSign for smoother operations.
• We created a scalable solution that could grow with the client’s needs and adapt to higher interview volumes.
• We improved candidate experience by cutting down response times and ensuring a professional and engaging experience for prospective hires.

Our client, a rapidly growing organization, was managing a high volume of interviews as part of their hiring drive. The manual nature of scheduling interviews was slowing them down and costing valuable time.

Industry: HR

The client’s HR team faced significant obstacles that slowed their hiring process:

• We faced challenges in finding available slots, as it took 10-15 minutes per candidate, multiplying into a significant time sink.
• Our team had to manually switch between apps like Zoom, Slack, and Google Calendar, leading to delays and errors.
• Managing high volumes manually increased the risk of mistakes, such as missed interviews or scheduling conflicts.
• Delays in scheduling and communication negatively impacted the candidate experience, potentially turning off top talent.

We introduced an automated scheduling workflow powered by Workato recipes, designed to address these pain points and streamline operations.

Here’s how the automated process worked:

• Finding Available Slots: The HR team specified the number of days to search (e.g., the next two days), the interviewer’s Google Calendar ID, and the preferred interview length.
• Automated Slot Selection: Workato recipes instantly scanned the calendar for open slots and selected the best options.
• End-to-End Integration: The solution connected tools like Slack, Zoom, and DocuSign, automating notifications, meeting links, and candidate updates.
• Stress-Testing for Scalability: We rigorously tested the recipes to ensure they could handle high volumes without delays or errors.

Technology Used:

• Workato

The results spoke volumes, both for the HR team and the candidates:

• Time Saved: Scheduling interviews went from 10–15 minutes per candidate to just 1–2 seconds.
• Reduced Workload: Automation lightened the HR team’s workload by 70%, freeing up time for strategic tasks.
• Faster Response Times: Communication delays were eliminated, and candidates received updates almost instantly.
• Scalable Solution: The system was designed to easily integrate additional tools as the organization grew.
• Improved Candidate Experience: Faster scheduling and seamless communication left candidates with a positive impression of the hiring process.

Prior to the HRTech Recipe, the HR manager spent 10-15 minutes trying to find available slots for candidate interviews which was reduced to 1-2 seconds as the process was automated. 

Using APIs to make requests, the process was simplified for HR personnel to make requests and receive the desired outcome.

With the rigorous stress-testing of the recipe, the response time was optimized to seconds instead of minutes which reduced the workaround time to 70%.

Contact us by emailing [email protected] or calling +1 (855) 818-0018 to learn how Incepta Solutions can help with building a technology-enabled real estate infrastructure of the future.