Case study · Recruitment
Zoho Recruit and Zoho CRM Automation for a Recruitment Agency
We built one Zoho pipeline for a recruitment agency’s employer requests and candidates, with structured intake forms, automatic follow-ups and logged candidate consent.
- Zoho One
- Zoho Recruit
- Zoho CRM
- Zoho Forms
- Zoho Flow
- Zoho Social
- Zoho Sign
- WhatsApp Business API
At a glance
The challenge
The agency already used Zoho Recruit for candidates, but the employer side ran on spreadsheets and manual chasing. Requests and CVs came in by email, a careers portal, WhatsApp, social media, LinkedIn and phone, and each was handled a different way.
- Employer leads were often kept in Excel, outside any tracked pipeline.
- Employer and candidate messages arrived on many channels with no single structured intake.
- Chasing employers for missing vacancy details was manual work.
- Candidate outreach, consent and status changes had no repeatable, logged process.
- Some automated emails were not reaching their recipients.
What we built
We split the work across Zoho One. Zoho Recruit holds candidates, jobs and shortlists, while Zoho CRM holds employers and a vacancy-request pipeline. Zoho Forms controls intake, and Zoho Flow moves data between inboxes, forms, social channels, CRM and Recruit.
One vacancy pipeline
Every employer request becomes a CRM deal, whatever channel it came from. Stages run from waiting for details to qualified, shortlist sent and won.
Structured intake forms
Three Zoho Forms cover vacancy requests, candidate profiles and per-job consent. Required fields and CV file-type and size rules keep records complete.
Automatic employer follow-ups
If a request stays incomplete, a follow-up sequence runs on day 1, 3 and 7. WhatsApp follow-ups use approved templates through the WhatsApp Business API.
CRM-to-Recruit job linking
When a request is qualified, a job opening is created or linked in Zoho Recruit. The job ID is stored on the CRM deal so both records stay connected.
Bulk outreach with auto status
Recruiters send one templated message to the top matches for a job. Each candidate’s status for that job switches to Contacted and follow-up tasks are created.
Consent before sharing CVs
Candidates confirm interest, salary expectations and approval to share their CV. Their answers are saved on the candidate-to-job record before any shortlist goes out.
Match labels and outsourcing
Search filters label candidates as strong, medium or weak matches. When a job has too few good matches, it is flagged for outsourcing and new applicants are tagged to it automatically.
Social intake and e-signature
Instagram and Facebook messages handled in Zoho Social are routed to forms or CRM. At the deal stage, contracts are sent and signed with Zoho Sign.
Connected systems
- Zoho CRM and Zoho Recruit (vacancy deal linked to job opening ID)
- Zoho Forms to Zoho CRM and Zoho Recruit
- Zoho Social to Zoho CRM
- Zoho Sign for employer contracts
- Recruiting inboxes and careers portal to Zoho Recruit
- WhatsApp Business API
The outcome
- Employer requests from any channel land in one CRM pipeline instead of spreadsheets.
- Incomplete vacancy requests are chased automatically until the employer replies.
- Each vacancy can be traced from first request to job opening, shortlist and signed contract.
- Recruiters contact top candidates in bulk, with each message, consent answer and status change on record.
- Jobs with too few matches are flagged for outsourcing, and new applicants are tagged to the right job.
Many of our projects are under NDA, so we keep client names private. With client consent, we can share more detail or a live walkthrough on a call.
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