Success Story
How an IT company streamlined staffing, recruitment, and collaboration with contractors thanks to Recruitify
Industry:
Location:
Company size:
Challenges
The company used several tools simultaneously:
an old ATS for internal recruitment,
a separate CRM for managing outsourcing clients,
Excel spreadsheets for monitoring contractor availability,
emails and Teams for exchanging information between HR, Delivery, and Project Managers.
As a result, an information chaos emerged, with key issues escalating each month:
1. Lack of a unified talent pool
Internal and external candidates were in two different systems — recruiters often weren't aware that the company already had the right specialist within the contractor pool.
2. Difficulty in quick project staffing
Delivery Managers had to manually check specialist availability in Excel, leading to:
delays,
errors,
a risk of losing contracts due to slow response.
3. Lack of visibility for Project Managers
Project Managers lacked insight into candidate pipelines and recruitment statuses, which made it difficult to manage projects and plan resources.
4. Weak collaboration between HR and Delivery
Communication was primarily conducted via email — no one was sure which information was up-to-date.
“We knew we had fantastic people, but... no one knew where they were. Whenever a new project came along, we started everything from scratch.”
Head of Delivery
Why Choose Recruitify
The company analysed popular corporate ATSs and CRM tools, but none of them provided one key element: a system that integrates in-house recruitment, outsourcing, and contractor management into a single platform. Recruitify turned out to be exactly that missing link.
Top Reasons for Choosing:
A Unified Talent Database | All candidates, employees, and contractors in one system - with a complete collaboration history. |
Contracts Module |
Everything in one place. |
Visibility for Delivery and PMs | Delivery Managers and Project Managers have access to:
|
Recruitment and Staffing Automation | The system automatically suggests candidates who:
|
Implementation
The implementation took one month and included:
data migration from the previous ATS,
importing the contractor database from Excel,
building a shared Talent Pool database,
creating views for Delivery and Project Managers,
implementing automation for 'availability check' and 'skills matching'.
The Recruitify team also prepared resource allocation report templates for management and clients.
After two weeks of testing, the entire company was already operating on a single system.
“Recruitify has become our 'single source of truth'. Finally, we can plan projects based on data, not guesses.”
Head of Delivery, Stockholm
Results
Significantly Faster Project Staffing | Delivery has reduced the time to find available specialists from several hours to a few minutes. |
Better Utilisation of Talent Pool | Thanks to Talent Pools and availability views, the company stopped "buying skills they already had". |
Increase in Number of Projects Managed Simultaneously | The team no longer had to exchange information via email - all statuses were in Recruitify. |
Enhanced Collaboration between HR–Delivery–PM | Each department has its own view, but based on the same data. This increased transparency and reduced operational communication by 60%. |
Complete Control over Outsourcing | The Contracts Module enabled:
|
Key Takeaways
One system can manage both internal recruitment and outsourcing.
Shared talent pool + availability = faster staffing and reduced costs.
Delivery, HR, and PMs can work effectively with access to the same data.
Automation assists with proactive project planning.
Profited
A centralised talent database (employees + contractors)
Faster staffing and full visibility of availability
Contracts module for body leasing
Transparent collaboration between HR, Delivery, and PMs
Shorter time-to-staff and enhanced client service
Get in touch with us
Discover how Recruitify can revolutionise your IT company's approach to integrating recruitment, outsourcing, and project staffing, all within a single, streamlined platform.
Discover More
Success Story
19 Nov 2025
From freelancer to a 30-person agency: how a single tool helped build a scalable recruitment business
How the HR department in a service company shortened time-to-hire and enhanced candidate experience with Recruitify
Discover More
Success Story
19 Nov 2025
How the HR department in a service company shortened time-to-hire and enhanced candidate experience with Recruitify
How the HR department in a service company shortened time-to-hire and enhanced candidate experience with Recruitify
Discover More
