Recruiting Automation

The build

First Family Trust, a tax and financial services firm in Florida, had written down the hiring process it wanted, but nothing in the CRM ran it: candidates were tracked by hand, scheduling depended on someone remembering, and nothing structurally stopped an unqualified applicant from landing in a founder-level interview. Thirteen workflows now carry a candidate across an eleven-stage pipeline from a public application form to a signed offer — intake creating the record on submit, two permanent Zoom rooms locked to spec so links never go stale, stage-triggered emails including reminders at 24h, 2h and 15m, and a live dashboard showing funnel counts and upcoming interviews without anyone being asked for status. Three points are deliberately human — advance, hold, decline — and everywhere else the system moves the candidate itself. A synthetic candidate was then run through all thirteen workflows the way a real applicant would, submitting the live form rather than dragging cards, which caught five defects a build-time review would not have: two stage updates silently doing nothing because a booking trigger carries no opportunity context, an outcome branch tagging without emailing, a dashboard pairing status and calendar as separate conditions, a missing intake form, and a merge-tag mismatch blanking the date on a confirmation.