Smarter Hiring Starts Here: Inside Our Automated Recruitment Pipeline

Recruitment should be about people, not paperwork. And yet, for many companies, HR and Operations teams spend hours every week manually filtering applications and copying data across multiple systems. Not only is this repetitive and time-consuming, but this process also leaves plenty of room for errors. 

At Crystalloids, we faced the same challenge. So we built a smarter way.

The Challenge

Our Operations teams were struggling to juggle CVs and data entry across multiple applications (Hubspot, Jira, Exact Online). Each step was manual, slow, and took time away from higher-value work that could be done. This meant that sometimes applicants waited longer for a response, and our internal teams risked missing these qualified candidates simply because information was misaligned between systems.

The Solution

At Crystalloids, we work with Google Cloud Application Integration because it lets us design low-code flows instead of writing and debugging large amounts of custom code. On top of that, it runs on a fully managed platform that takes care of scaling, orchestration, and monitoring automatically, which reduces management overhead. The approach also keeps long-term costs predictable, since flows can be modified and extended without needing to rebuild pipelines whenever business needs change. 

Building on this foundation as part of his traineeship project, our Software Engineer Trainee, Kacper, is finalising and extending the automated recruitment pipeline, turning it into a scalable pipeline our teams now use every day.

This workflow:

1. Collects CVs and application data
2. Validates information and scores candidates with rule-based AI
3. Summarises CVs with natural language processing (NLP)
4. Creates tickets in Jira automatically
5. Syncs data into Hubspot, BigQuery, and Exact Online

Because recruitment involves personal data, the pipeline also ensures that information is handled securely and in line with GDPR requirements. All data flows are encrypted, and permissions are set so that only the right people have access to specific information.

The Results

The outcome is a stable, production-ready pipeline that connects every step of recruitment. From CV submission to offer acceptance, duplicate records are gone, data syncs in real time, and applicant information lives in one connected system. For our teams, that means less manual work, faster hiring, and more time to focus on what matters: people.

It’s also a great example of tasting our own cooking. By applying our expertise in cloud, integration, and analytics within our own operations, we streamlined a core business process while showcasing exactly how powerful smart integrations can be in practice! Kacper took a complex challenge, built a scalable solution, and turned it into something our teams now rely on.