Following up straight away
The right recruiter knows the moment someone applies. Nobody has to forward an e-mail first. So the recruiter can get in touch while the applicant is still looking.
LiveCreated for
Automatic application processing
Applications from a partner's job board arrive in the recruitment system as candidates automatically, linked to the right vacancy.
What it is
Derec is a Dutch staffing agency for education. Derec's vacancies are also listed on a partner's job board. Candidates can apply there directly. I built a solution in which every applicant automatically arrives in the recruitment system as a candidate. The system links the candidate to the right vacancy. The recruiter gets an e-mail about it straight away.
ApplicationOn a partner's site
- Name
- Aiden
- Vacancy
- Dutch teacher
- Available from
- 1 August
- Cv
- Attached
Aiden's fileIn the recruitment systemAiden has applied
AidenAvailable from 1 August
CVcv-aiden.pdf
MotivationI love being in front of a class.
Dutch teacherVacancy
What it improves
Nobody has to hand out applications
Before, a colleague read every e-mail to see who it was for. Now an application reaches the right recruiter by itself.
Everything is already in the file
The system puts the contact details, the CV and the motivation in the candidate's file, linked to the vacancy. Nobody has to retype anything.
The problem
BEFORE
Every application arrived as an e-mail
An application from the partner's site arrived as an e-mail in one mailbox. A colleague read every e-mail. They worked out which vacancy and which recruiter the application belonged to, and forwarded the e-mail. Only after that did the candidate reach the recruitment system.
THE USUAL SOLUTION
Why not forward automatically
The usual solution is a rule in the mailbox that forwards every e-mail automatically. The application then reaches someone sooner. But that person still has to work out which vacancy it belongs to, and retype everything. So I chose a direct integration. An applicant then arrives in the recruitment system as a candidate, at the right vacancy.
The solution
THE APPLICATION
Every application comes in directly
Someone applies through the partner's job board. That site sends the application straight on to Derec's system.
- Name
- Aiden
- Vacancy
- Dutch teacher
- Available from
- 1 August
- Cv
- Attached
THE VACANCY
The system finds the right vacancy
The system recognises which of Derec's vacancies the application is for. So it also knows which recruiter goes with it.
Link in the applicationTo the vacancy
THE CANDIDATE
In the candidate's file
The applicant is saved as a candidate in Carerix, the recruitment system the whole company works in. The system adds the CV and the motivation and links the candidate to the vacancy.
AidenAvailable from 1 August
CVcv-aiden.pdf
MotivationI love being in front of a class.
Dutch teacherVacancy
THE MESSAGE
The recruiter gets an e-mail
The e-mail says who has applied and for which vacancy. The recruiter can get in touch straight away.
To the recruiter
New applicationAiden has applied for Dutch teacher.Open the file
CONTROL
Existing details stay the same
Sometimes an applicant is already in the recruitment system. Then the system leaves the existing profile as it is. It only adds the application and the CV. The recruiter decides what changes. If the system cannot recognise the vacancy, the application goes to one fixed colleague. That way an application never goes missing.
Noor's profileAlready in the systemUnchangedLives inLeidenFieldEnglishAvailableMon to Wed
ApplicationEnglish teacherAdded
CVcv-2026.pdfAdded
Town in the applicationAlphen aan den RijnIn the e-mail
How it works
From an application on the partner's site to an e-mail to the recruiter. Along the way, the application passes through four places.
Partner's site → Derec's system · An application
Someone applies
Someone applies for one of Derec's vacancies through the partner's job board. The partner's site sends the application straight on to Derec's system. The application holds the CV, the motivation and the date from which the applicant is available. This is the only step a person takes.
Derec's system → Recruitment system · The candidate and the CV
The candidate is linked to the vacancy
The system first checks whether the applicant is already in the recruitment system. It finds the vacancy through a link in the application. That link points to the vacancy on Derec's site.If the applicant is new, the system creates a candidate and links them to the vacancy. The CV goes into the file and the motivation is added as a note.
Derec's system → Recruiter · An e-mail
The recruiter knows straight away
For a new candidate, the e-mail goes to the vacancy's recruiter. For a known candidate, it goes to the recruiter the candidate already belongs to.The e-mail holds the details from the application, such as the motivation and the diploma. It also has links to the vacancy and a button to the candidate. If the system could not fetch the CV, or the candidate was already known, the e-mail says so.
What it runs on
- Webhook from the partner's sitePasses on every application straight away, only from a known sender.
- Job queue with idempotent processingTries again when a step fails. An application that comes in twice is processed only once.
- Carerix API integrationCreates the candidate and links them to the vacancy.
- E-mailSends the recruiter the message with a link to the file.
The payoff
An application from the partner's siteBeforeArrived as an e-mail with one colleagueNowIs in the recruitment system as a candidate straight away
Which recruiter it belongs toBeforeA colleague worked it out for every e-mailNowFollows from the vacancy someone applies for
When the recruiter knowsBeforeAfter the e-mail had been forwardedNowAt the moment someone applies