Industries / Recruitment

Recruitment automation for candidate intake, job publishing and reporting

Bring candidate and job intake into the ATS, keep the job board and the website in step with it, and take the repeated admin out of onboarding and reporting.

Talk to us about your process See what we can automate

A recruitment desk usually runs on an ATS or CRM, at least one job board, a website, and a trail of email. The vacancy is typed into each of them. Candidate details arrive in a different shape again. By the time someone is placed, the same record has been handled several times.

23Labs builds the connections and the admin around that, for recruitment teams in Australia and New Zealand. The work is delivered remotely from Melbourne. We do not have a New Zealand office. The published example is Huntress Recruitment, a New Zealand client. That project connected Bullhorn, SEEK and the company's WordPress website.

This page is about recruitment operations: intake, publishing, onboarding and reporting. Where a step is a straight sync between systems, that is what we build. We do not add AI to a publishing problem that is really a data problem.

Where recruitment records get retyped

Candidate intake outside the ATS

Applications, referrals and emailed CVs land in an inbox. Someone copies the name, the role and the contact details in before a consultant can work them.

Job intake from the client

A new vacancy starts as an email or a call. The role, the location and the hiring manager are typed into the ATS again before the job can be published.

Public and internal job details drift

The title stored for the team is not always the title a candidate should see. Without a controlled public version, the job board and the website drift away from each other.

Publishing each channel by hand

Editing, refilling or closing a role means updating every channel separately. Miss one and the board or the site still shows a job that is no longer open.

Onboarding from a personal checklist

After a placement, or when a new client is signed, the documents, tasks and introductions still depend on someone remembering the sequence.

Reporting from exports

Open roles, pipeline and activity are pulled out of the ATS into a spreadsheet because that is the only way management can see the desk.

A person reviewing a software dashboard on a laptop

Four parts of a recruitment desk

Only the publishing sync is something we have written up as a case study. Intake, onboarding and reporting are workflows we build around an ATS or CRM. They are not extra claims about the Huntress project.

Candidate and job intake

The role arrives from a client. The applicant arrives from a board, the website or an email. Those are often different queues, and a coordinator retypes them into the ATS before anyone can work the role.

What we build is one intake path. The role and the person are created in the ATS or CRM once, with the fields the team already uses. Where a form or a job board can send structured data, we use that. Where it cannot, we keep a person in that step rather than pretending a feed exists.

ATS or CRM to the job board and the website

This is the Huntress Recruitment workflow. Bullhorn stayed the system the team worked in. 23Labs added public-facing fields for job titles, locations and other candidate-facing details, so the internal record could stay structured while the public wording was controlled. That information was prepared for SEEK and for the WordPress website from the same source, instead of three separate updates.

Before: a vacancy was maintained in Bullhorn, rewritten for SEEK, and updated again on the website. Public titles and locations could differ from the internal record. After: Bullhorn, then the public fields, then SEEK and the website from that controlled version. Duplicate administration went down. Publishing was more consistent. There is no published hours-saved figure for this project.

We have not published the same build for other ATS products or other job boards. A different stack starts with whether those products can be connected. That is systems integration work. The public fields themselves were custom development on top of Bullhorn, not a replacement for it.

Onboarding

After a placement, or when a new client is signed, someone still requests documents, creates tasks and tells the right consultant. We automate that sequence from the record in the ATS or CRM, so the same steps happen in the same order without a coordinator rebuilding the list.

This is separate from the Huntress publishing work. We do not have a published recruitment onboarding case study, and we do not describe a particular onboarding product.

Reporting

Consultants can see their own roles. Management often cannot see the desk without an export. We build a report that reads vacancy and pipeline information from the ATS, on the cycle the business already uses, so the weekly numbers are not rebuilt by hand.

We do not invent the measures. Those come from how you already judge the desk. We have not published a recruitment reporting dashboard or a metric for one.

Published proof: Huntress Recruitment

Huntress Recruitment is a New Zealand recruitment business. The case study covers one problem: job information was being maintained separately in Bullhorn, on SEEK and on the WordPress website. Public titles and locations could differ from the internal Bullhorn record, and recruiters were re-entering the same vacancy.

23Labs mapped that workflow and added public-facing fields so Huntress could control what candidates saw without breaking the way Bullhorn was structured internally. Bullhorn remained the system of record. The outcome was less duplicate administration, more consistent publishing, and clearer control of public job information. The project did not replace Bullhorn, and it did not produce a published time saving.

23Labs delivered the work remotely. Huntress is the New Zealand proof on this page. 23Labs is based in Melbourne and does not have a New Zealand office.

The surrounding admin, intake, onboarding and reporting, sits with business process automation. The Bullhorn, SEEK and website connection sits with system integrations.

Huntress Recruitment case study

Bullhorn, SEEK and the WordPress website for a New Zealand recruitment client. No published time saving.

Read the case study

Around the ATS you already use

Most agencies do not need a new ATS. They need the one they have to stay in step with the job board, the website and the admin around a placement.

System Integrations

Connect the ATS or CRM with a job board and the website so a vacancy is maintained once, with the public wording kept separate from the internal record.

Learn more

Business Process Automation

Take the repeated steps out of candidate and job intake, onboarding and the handoffs that currently live in an inbox.

Learn more

Custom Software Development

Add the fields or the small internal tool the ATS does not give you. On Huntress, that was the public job title and location fields.

Learn more

What we can put around the desk

Job board and website sync

Bullhorn to SEEK and the website is the published version. Other boards are scoped to what that board allows. We do not claim a connector for every job board.

Learn more

Candidate and job intake

New roles and new applicants created once in the ATS, with the fields the team already works from.

Learn more

Onboarding sequence

Documents, tasks and introductions triggered from the record. This is not part of the Huntress case study.

Learn more

Desk reporting

Open roles and pipeline read from the ATS, instead of a spreadsheet rebuilt each week. No published recruitment metric.

Learn more

Have something else you want to automate?

The examples above are only a starting point. If your team is spending time on repetitive admin, moving information between systems or working around a process that doesn't quite fit, we can look at building something around it.

Tell us what you want to improve

Talk to us about your process

Our Process

Step 1

Discovery and requirements

Understand the current process, systems and objectives.

Step 2

Solution design and planning

Map the workflow and determine the right automation, integration or software approach.

Step 3

Development and implementation

Build and implement the solution while keeping the client involved.

Step 4

Testing, deployment and ongoing support

Test, deploy and continue improving the solution as required.

Common questions

Can you connect an ATS to a job board and a website?

Yes, where those products can be connected. The published project is Huntress Recruitment. Bullhorn remained the system of record, and public job titles and locations were prepared for SEEK and the WordPress website so the team was not maintaining three copies. We do not claim a ready-made connector for every ATS or every job board. A different stack starts with what that product allows.

Do we have to replace our ATS?

No. The Huntress work did not replace Bullhorn. The point of that project was to keep the team in the system they already used and to fix how information left it. Replacing the ATS is a different decision, and we would only recommend it if the current system cannot hold the workflow.

Can you automate intake, onboarding and reporting as well as job publishing?

Those are separate workflows. Intake, onboarding and reporting are the kind of recruitment admin we build around an ATS or CRM. The Huntress case study covers job publishing across Bullhorn, SEEK and the website. It does not cover onboarding or a reporting dashboard, and we have not published a time saving for it.

Do you work with recruitment agencies in New Zealand?

Yes, remotely. Huntress Recruitment is a New Zealand client. 23Labs is based in Melbourne and works with businesses across Australia and New Zealand. We do not have a New Zealand office.

How much does recruitment automation cost?

Custom software and automation projects typically start from A$2,500. Final pricing depends on the systems involved, complexity and scope. For a larger or more complex project, book an initial consultation.

Talk to us about the recruitment workflow

Show us how a vacancy moves from the client to the ATS, the job board and the website, and where someone is still copying it. We will tell you what can be connected and what should stay manual.

Talk to us about your process