Let’s talk about HR Process Automation
At Incepta, we understand that HR teams are often overwhelmed by manual, repetitive processes that hinder efficiency in a fast-paced hiring environment. For our client, an online banking service provider expanding aggressively, these inefficiencies impacted their ability to attract and retain top talent. From scheduling interviews to onboarding new hires, the process was slow, error-prone, and labor-intensive. With Workato, we helped the client transform their HR processes, enabling a seamless and automated workflow that significantly boosted productivity, reduced costs, and enhanced the candidate experience. Our Team successfully did the HR Process Automation.
We partnered with the client to achieve the following goals with HR Process Automation:
- We eliminated manual scheduling by automating the process of booking interview slots, saving time and improving accuracy.
- We streamlined the onboarding journey by reducing the process from two weeks to just a few days.
- We enhanced the candidate experience by minimizing delays and errors, providing a positive and efficient hiring journey. We improved integration by connecting applications like Zoom, Slack, DocuSign, and JotForm for seamless data flow.
- We increased efficiency and reduced costs by optimizing HR operations, allowing us to focus on strategic tasks rather than repetitive ones.
Our client, an online banking service provider, was preparing for an ambitious hiring spree to support their expansion plans. The HR team needed a streamlined process to handle a high volume of candidates while ensuring timely communication and error-free execution.
Industry: Banking
The client faced several hurdles that hindered their hiring process:
- Manual scheduling inefficiencies led to HR teams spending 5-10 minutes finding interview slots, causing delays and frustration.
- Extended onboarding times of two weeks resulted from manual communication and outdated workflows.
- Error-prone processes due to high data volumes and manual inputs increased the risk of mistakes.
- App silos from disconnected tools like Zoom, Slack, and DocuSign slowed down workflows.
- Candidate drop-offs occurred as delays and inefficiencies negatively impacted the candidate experience, risking the loss of top talent.
The HR team plans to publish a circular of job openings and has to look for available dates to schedule interviews in the calendar manually. It might be monotonous and time-consuming as it takes approximately 5-10 mins to find an available slot.
40 candidates need to be selected which requires the end-to-end process of onboarding them. Communication is mostly through email which increased the response time and onboarding process to 2 weeks. This made candidates experience worse which might result in losing good candidates.
HRTech Automation process end-to-end using Workato recipes.
Here is the step-by-step approach to the HRTech Automation Process using Workato recipes:
- HR creates an entry for a new candidate qualified for an interview
- A Workato recipe schedules an interview meeting, creates a Google Calendar event according to the finalized schedule, and notifies all attendees
- Upon completion of an interview, a Workato recipe sends a message to the interviewer for feedback
- Sends recommendation of the interviewer to HR and updates the candidate entry in Salesforce
- HR selects the option for sending an offer letter to the candidate in Salesforce
- Workato recipe sends a DocuSign document as an offer letter to the candidate
- If the DocuSign document is signed, a recipe will send a JotForm survey form to the candidate, create an Azure AD account for the candidate, and post a Slack message
- If the candidate fills up the survey form, the response and report will be sent to HR in Slack via a custom connector for JotForm in Workato
We implemented a comprehensive HR Process Automation using Workato to transform their workflows:
- We automated interview scheduling by creating a Workato recipe that generated calendar events in Google Calendar based on available slots and instantly notified attendees.
- We streamlined candidate communication by sending post-interview feedback directly to HR and recording it in Salesforce for faster decision-making.
- We automated offer letter management by automatically sending DocuSign offer letters, reducing processing time.
- We simplified onboarding tasks by sending JotForm survey forms, creating Azure AD accounts, and sending Slack notifications upon offer letter signing, ensuring real-time updates.
- We ensured seamless app integration by connecting tools like Salesforce, DocuSign, Slack, and JotForm for smooth data flow and quicker outcomes.
This automation process ensured HR tasks were handled swiftly, with minimal manual intervention, making it easier to scale operations during high-volume hiring periods.
Technology Used:
The impact of our HR process automation was transformational:
- 35% workload reduction: Automated workflows allowed HR to focus on strategic initiatives.
- Interview scheduling time reduced to 1–2 seconds: A task that previously took minutes was now instantaneous.
- Onboarding time reduced by 90%: The process was streamlined from two weeks to just two days.
- 40% cost savings, 60% efficiency gain: Automation reduced manual effort and operational costs.
- Scalability improved: The process was designed to integrate additional applications as needed.
- Enhanced candidate experience: Faster communication and onboarding boosted candidate satisfaction and employer branding.
Prior to the HRTech automation process, the HR manager spent 10-15 mins trying to find available slots for candidates interviews which was reduced to 1-2 seconds as the process was automated.
Prior to the HRTech automation process, the HR team spent two weeks onboard a candidate which was now reduced to 2 days.
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 35%.
Saved cost and time in the hiring process due to the fast process of getting the right candidate
Contact us by emailing [email protected] or calling +1 (855) 818-0018 to learn how Incepta Solutions can help with integrating and automationg your work processes for the future.
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