Home Care Direct is intensifying its sales and marketing efforts, leading to an increased demand for carers to meet client needs promptly. However, delays in recruiting carers have resulted in missed opportunities and an over-reliance on external agencies. The existing manual recruitment process—posting job ads on social media, LinkedIn, local noticeboards, and job sites—has proven inefficient and time-consuming
To address these challenges, Home Care Direct sought an integrated recruitment system to streamline and enhance efficiency in their hiring process. The solution needed to overcome the following hurdles:
- Integrationwith the existing enquiry management system.
- Automated screening of applicants to reject unqualified candidates at the application stage.
- Automated workflowsfor sending forms to candidates at different stages of the hiring pipeline.
- Advanced reporting capabilitiesto analyse recruitment performance based on target versus actual application timelines.
About the Client
Home Care Direct is a nationwide care agency that provides integrated health and social care services in the community. As a trusted partner in delivering high-quality care, the organization adheres to CQC standards and offers a Direct Payment Third-Party Option. Home Care Direct assumes the legal employer role for carers, manages client bank accounts, and operates a national service for ICB Spot Purchase PHB/CHC-funded clients. They are instrumental in delegating healthcare tasks, ensuring personalized and efficient care delivery.
Solution
ThoughtLogik designed and implemented a comprehensive recruitment solution tailored to address Home Care Direct’s recruitment challenges. The solution leveraged Zoho Recruit’s advanced features, integrated with Zoho Creator, and included the following components:
Enhanced Candidate Sourcing:
- Career Site:A branded career site to display job openings, allowing candidates to apply directly, improving the applicant experience.
- Job Board Integrations:Seamless integration with popular job boards and social media platforms to automatically publish job openings and expand candidate reach, eliminating the need for manual postings.
API Integration with Enquiry Manager:Â ThoughtLogik enabled seamless integration between the Enquiry Manager (built on Zoho Creator) and Zoho Recruit. This allowed the enquiry team to initiate a new job posting in Zoho Recruit directly from the Enquiry Manager workflow with a single click, streamlining the process of opening new job requisitions.
Automated Forms Management:Â Zoho Forms was integrated with Zoho Recruit to automate candidate communication and data collection. Pre-filled forms were automatically sent to candidates at different stages of the recruitment pipeline via customised workflows. Once completed, the forms were routed back into Zoho Recruit, ensuring efficient and accurate documentation.
Pre-Screening Assessments:Â A pre-screening assessment process was designed using qualifying questions within Zoho Recruit. This feature automatically screened out candidates who did not meet the essential qualifications, significantly reducing manual effort and ensuring a pool of high-quality applicants.
Bidirectional Integration for Reporting:Â A bidirectional integration between Zoho Recruit and Zoho Creator allowed recruitment data from Zoho Recruit to flow into Zoho Creator. This enabled Home Care Direct to generate formatted PDF reports tailored to their specific requirements, providing detailed insights into recruitment performance, including target vs. actual application timelines.
Implementation Process
The implementation process for Home Care Direct’s recruitment solution was structured into clear phases to ensure seamless integration and adoption. ThoughtLogik followed these steps:
1. Discovery and Requirements Analysis:
- Conducted detailed discussions with Home Care Direct's management and recruitment teams to understand existing workflows, challenges, and desired outcomes.
- Start with a pilot group to test and refine workflows before rolling out the system company-wide.
2. System Design and Planning:
- Designed a comprehensive solution architecture that mapped Home Care Direct's recruitment process to Zoho Recruit features.
- Created a workflow blueprint for API integration between the Enquiry Manager (Zoho Creator) and Zoho Recruit.
- Planned workflows for automated forms management and pre-screening assessments.
3. Configuration, Customisation and Integration:
- Module and Layout Customisation: Customised Zoho Recruit modules and layouts to align with Home Care Direct's field specifications, ensuring the system captured all necessary information relevant to their recruitment process and field spec.
- Customisation of Hiring Pipeline:Adapted Zoho Recruit's hiring pipeline to match Home Care Direct's unique hiring process. Custom stages were created to reflect their recruitment lifecycle, including application submission, pre-screening, interview stages, offer, and onboarding.
- API Integration:
- Configured API integration between Zoho Creator's Enquiry Manager and Zoho Recruit.
- Enabled the enquiry team to submit job openings directly from the Enquiry Manager with a single click, automatically populating job requisitions in Zoho Recruit.
- Zoho Forms Integration:
- Enabled thLinked Zoho Forms to Zoho Recruit to send pre-filled forms to candidates at various stages of the hiring pipeline.e enquiry team to submit job openings directly from the Enquiry Manager with a single click, automatically populating job requisitions in Zoho Recruit.
- Configured workflows to ensure completed forms were routed back to Zoho Recruit, allowing recruitment staff to access all candidate information within the system.
- Job Boards and Career Site:
- Enabled thLinked Zoho Forms to Zoho Recruit to send pre-filled forms to candidates at various stages of the hiring pipeline.e enquiry team to submit job openings directly from the Enquiry Manager with a single click, automatically populating job requisitions in Zoho Recruit.
- Enabled thLinked Zoho Forms to Zoho Recruit to send pre-filled forms to candidates at various stages of the hiring pipeline.e enquiry team to submit job openings directly from the Enquiry Manager with a single click, automatically populating job requisitions in Zoho Recruit.
- Pre-Screening Assessments::
- Implemented automated pre-screening with qualifying questions to filter unqualified candidates at the application stage.
- Set up rejection workflows for candidates who did not meet the minimum criteria.
- Automation Workflows:
- Designed and implemented automation workflows to streamline repetitive tasks, such as:
- Sending automated notifications to candidates at each hiring stage.
- Assigning candidates to recruiters based on predefined criteria.
- Sending out job offers and onboarding documentation at the final stage.
- Custom Reporting Integration:
- Established a bidirectional integration between Zoho Recruit and Zoho Creator, allowing recruitment data to flow seamlessly into Zoho Creator.
- Configured reporting templates and automated processes to generate formatted PDF reports based on HCD’s requirements, including target vs. actual recruitment timelines.
4. Testing and Validation:
- Conducted rigorous end-to-end testing to ensure all integrations, workflows, and automations functioned as intended.
- Validated pre-screening processes, form submissions, and report generation with sample data.
- Ensured seamless operation of the career site and job board integrations.
5. User Training and Go-Live:
- Provided hands-on training to Home Care Direct’s recruitment and enquiry teams on using the new system, including navigating Zoho Recruit, managing integrations, and generating reports.
- Launched the system in a phased manner, starting with internal testing followed by full-scale deployment.
6. Post-Implementation Support:
- Offered ongoing support to address any issues, fine-tune workflows, and provide additional training as needed.
- Regularly reviewed system performance to ensure it continued to meet Home Care Direct’s evolving requirements.
Results and Impact
The implementation of Zoho Recruit and its tailored integrations had a transformative impact on Home Care Direct’s recruitment process. The results achieved include:
- Streamlined Recruitment Workflow:
- Faster Job Creation:The integration with the Enquiry Manager allowed the enquiry team to create job postings directly within their workflow, reducing time spent on administrative tasks.
- Optimised Hiring Pipeline:Customising the hiring stages ensured the process aligned with Home Care Direct’s specific needs, providing clarity and efficiency at each step.
- Improved Candidate Quality and Screening Efficiency:
- Automated Pre-Screening: The pre-screening assessments effectively filtered out unqualified candidates, allowing the recruitment team to focus on high-quality applicants. This saved time and improved the hiring decision-making process.
- Enhanced Candidate Communication: Automated workflows ensured timely communication with candidates, reducing delays and enhancing the candidate experience.
- Increased Productivity and Reduced Manual Effort:
- Automated Forms Management: Integration with Zoho Forms eliminated manual form handling, reducing errors and administrative burden.
- Job Board Integration:Automating job postings to career sites and job boards saved time and increased the visibility of openings, leading to a broader pool of applicants.
- Data-Driven Decision Making:
- Advanced Reporting:The bidirectional integration with Zoho Creator enabled Home Care Direct to generate detailed, formatted PDF reports. These reports provided insights into recruitment performance, including comparisons of target vs. actual application timelines, helping the team identify and address bottlenecks.
- Enhanced Recruitment Efficiency:
- The automation and streamlined workflows shortened the overall recruitment cycle, enabling quicker placement of carers to meet client demands promptly.
Key Metrics Achieved:
- 25% Reduction in Time-to-Hire: Automated workflows and efficient screening processes contributed to a faster hiring cycle.
- 50% Increase in Candidate Reach:Integration with job boards and career sites led to higher applicant volumes.
- Significant Cost Savings: Reduced reliance on external recruitment agencies.
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