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Scattered Candidate Database
We transitioned AEMS to a fully integrated CRM and automation system, streamlining global recruitment, communication, and candidate sourcing.
Week 1-2
Phase 1: Discovery & Requirements Analysis
Engaged stakeholders across 8 global offices to gather insights and align goals
Audited existing databases, communication workflows, and recruitment processes
Identified key integration needs with HR systems for seamless compatibility
Week 3-8
Phase 2: CRM Architecture & Development
Moved 50,000+ candidate records from different Excel files and databases, cleaned up duplicates, and added automatic checks to keep the data accurate.
Built candidate system with advanced search
Client portal for job posts and pipeline view
Set up dashboards to track consultant KPIs
Set role-based access for different user levels
Week 9-12
Phase 3: Communication Automation Implementation
Designed 12 email flows for candidate stages
Made templates for outreach, follow-ups, and matching
Set up trigger-based campaigns for passive talent
Added A/B testing for better email performance
Integrated WhatsApp Business API for automated messaging
Developed intelligent chatbot for initial candidate screening
Created automated job alert system via WhatsApp
Built bulk messaging capabilities with personalization tokens
Developed AI bot similar to RoleBot for automated candidate sourcing
Created LinkedIn integration for automatic profile data extraction
Built smart matching algorithm to identify ideal candidates
Set up personalized outreach sequences
Week 13-16
Phase 4: Training & Rollout
Consultant Training Program
Held regional trainings, shared guides and videos, assigned CRM champions, and launched a certification program.
Change Management
Started with 8-user pilot, gathered weekly feedback, and introduced incentives for CRM use and data quality.
85%
Cut in manual outreach time
(from 3 hours to 27 minutes daily)
90%
Faster candidate profile creation and job matching
100%
Centralized candidate data with real-time sync
Business Impact
Successful placements increased by 45% within 6 months
Accelerated Growth
Ability to handle 3x more job requisitions with same team size
Better Cash Flow
Average time-to-placement reduced from 45 to 28 days
Team Adoption
98% User Adoption rate within first 6 weeks
Zero manual work - no more Excel based workflows
All candidate and client interactions centralized in CRM
60% improvement in inter-office candidate sharing
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