Recruitment funnel · AI automation
Client projectHeroHive
From application to sales score, fully automated and entirely in German.
At a glance
- Client
- HeroHive
- Sector
- Recruitment funnel · AI automation
- Our role
- Recruitment automation, AI processing, integrations (Indeed, Notion, WhatsApp)
- Timeline
- Ongoing
- Team
- Elusive, automation
- Status
- Live in production
See the product
The challenge
What was going on
HeroHive recruits in Germany from Düsseldorf, Frankfurt, and Stuttgart. Applicants came in through Indeed and a dedicated landing page, but the flow to the right location and the team's daily motivation ran separately.
Recruitment, follow-up, and sales steering each demanded their own manual work, across three locations at once and entirely in German.
Our approach
How we tackled it
We built one chain that keeps the full recruitment flow and the daily sales motivation running, from first application to sales score.
Funnel in order
Applicants from Indeed and the dedicated landing page flow automatically into Notion and go straight to the right location as a lead.
Motivation in view
A German-language performance gamification with a top-5 of recruiters and milestones per person and per location, live in WhatsApp.
Warn early
Management alerts with early warning on absence and quality, before it becomes a problem.
One weekly view
Weekly PDF dashboards per location: sales, funnel, and recruitment in a single overview.
Step by step
From the old way of working to the new
- Step
Applications
BeforeApplicants from Indeed and the landing page were disconnected from the locations.
NowApplicants land in Notion automatically and go straight to the right location as a lead.
- Step
First contact
BeforeAn applicant heard back after five to seven days.
NowAn applicant hears back within two working days.
- Step
Motivation
BeforeThe team's daily motivation ran separately from recruitment.
NowA top 5 of recruiters and milestones per person and location, live in WhatsApp and in German.
- Step
Steering
BeforeRecruitment, follow-up and sales steering each took their own manual work, across three locations.
NowAlerts warn early on absence and quality, and every week each location gets a PDF dashboard.
What we built
The system
Recruitment funnel
From Indeed and landing page into Notion, and automatically to the right location as a lead.
Performance gamification
A top-5 of recruiters and milestones per person and location, in German and live in WhatsApp.
Management alerts
Early warning on absence and quality, so leaders can steer before things go wrong.
Weekly PDF dashboards
Sales, funnel, and recruitment per location in one weekly view.
A consistent information flow per branch
Daily updates, recruitment overviews and management notifications are tailored to each branch. Consistent calculations and schedules underpin the messages, letting managers focus on follow-up and coaching.
Beyond reporting
Alongside automation, the current CRM repository includes onboarding videos, training and quality modules. The platform also supports onboarding and coaching. These extensions are separate from the previously measured automation results.
The outcome
Where it stands
From the first application to the daily sales score, the chain now runs on its own, across three locations and entirely in German.
Recruitment no longer stalls: an applicant hears back within two working days instead of five to seven, more than 50 applications a month come through where it used to be 15 to 20, and half as many people fail to show up.
Recruitment and sales motivation should move to one rhythm. For HeroHive we automated that rhythm, from application to sales score.
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