Pipedrive is a great sales CRM tool, but its easy-to-use features and flexibility means that our users often utilize it for different reasons. Tech recruitment specialists Reintech is one such company, having used Pipedrive to track 1,500 software engineers through a rigorous hiring process they still use. Here’s how they did it.
- Reintech’s team of four has interviewed and evaluated 1,500 applicants in just one year
- One team member is only available for eight hours a week, but none have accrued any overtime
- They use a process that involved multiple integrated tools
UK company Reintech, which has employees distributed across the UK and Ukraine, helps technology companies to grow their software development teams in Eastern Europe. A team of four, Reintech relies on external support and automation software to help them tackle projects at a good pace.
The problem Reintech faced
Before creating the process that Pipedrive is central to, the Reintech team was spending almost all their time manually adding information into their management system.
“In the beginning, we used a simpler system and every day I spent a lot of time creating new cards, entering information about candidates and sending notification messages at every step—I was almost lost in that chaos,” Recruitment Lead Viktoria Kovalenko tells us. “We thought there must be something better for our needs.”
To tackle the issue, they created a process that required a small team and the use of a number of interlinking tools to better manage their client’s requests—this was, in a large part, thanks to automation. As Developers’ Advocate Sasha Bondar explains:
“The business generated a huge amount of transactions, but technology was able to handle and manage this process, because:
- Automation decreases the time of business transactions.
- Automation decreases the cost of business transactions.
Productivity per person has increased dramatically, and a one-to-two-person team can do what a team of 10 was able to do 10-15 years ago.”
The process Reintech created with Pipedrive
1. A developer applies for an account on Reintech’s platform
Tools: Pipedrive and LinkedIn
First, a potential candidate applies to an ad posted on LinkedIn or via Reintech’s website. This candidate then gets created as a new contact in Pipedrive and as a new deal, and then moves to the first stage of the pipeline: ‘New application’.
2. The first phone call
Reintech’s Recruiter Julia Kolesnikova connects with every candidate via phone in order to verify all the information they have provided. She also introduces the company’s platform to the developer, describes the next steps of the vetting process and schedules an online interview with Reintech’s interviewer and Viktoria.
“I really like how flexible Pipedrive is. It allowed us to process hundreds of developers at the same time,” says Sasha.
3. Scheduling an interview
Tools: Pipedrive and Calendly
If an interview is scheduled, the lead’s card is moved to the ‘Interview scheduled’ stage.
“If a candidate can’t pick a time for an interview during the first call, an email with a link to Viktoria’s Calendly page is sent automatically so that the candidate can select a time that suits them,” explains Sasha. “This automation is initiated by moving them to the ‘Soft Skills interview requested’ stage of our pipeline.”
Once the candidate selects a time on Calendly, a webhook notifies the Reintech team that it’s time to move them to the ‘Interview scheduled’ stage.
If a candidate doesn’t have the required information to create a profile, the team adds a task to Pipedrive with a reminder to connect with the candidate later. When a candidate cancels or reschedules an interview, the Reintech team updates the contact.
“Pipedrive automatically creates and assigns tasks and sends email messages based on our activity—for example, after moving the card from stage to stage,” says Viktoria, who enjoys using Pipedrives Insights and reporting tools to track progress. “I really like to look at the good statistics at the end of productive periods.”
“Pipedrive is constantly updating, we are growing and our needs are also transforming. So we will continue to use new features and automate our processes better,” Sasha explains. For example, the company has already integrated Leads Inbox into their process, which helps them to manage new contacts acquired through their website of LinkedIn.
The Reintech Team
4. The soft skills interview
Tools: Pipedrive, Workflow Automation and Google Meet
Next, Viktoria meets with the candidate face-to-face via Google Meet for a 30-minute interview.
If the candidate gets past this vetting stage, the team asks for a time when the candidate can do an English-speaking test (the next vetting step). All the relevant information is added to custom fields.
The candidate’s deal in Pipedrive is moved to a step called ‘English check scheduled’ and, using a workflow automation set up in Reintech’s Pipedrive, an email is sent to the English teacher supporting the team. This email contains all the information required to perform the test: Name, phone number, and desired time slots.
5. The English-speaking test
Tools: Pipedrive and HackerRank
After the English teacher receives an email with details about when and who to test, she plans a call, fitting it into her eight-hour workweek. It takes around 15 minutes to check whether a candidate is able to communicate sufficiently well in English. After the call, Olga, the teacher, replies to Julia with the result.
If the candidate passes the English-speaking test, Julia moves the candidate's deal to the ‘Tech test’ stage. This is the final step in the vetting process that is partially automated using HackerRank and partially completed manually.
“Interviews are mostly conducted by phone, which makes the process even more interesting and challenging at the same time,” says Olga. “My part of the candidate selection process is important as both the quality of the project and how comfortable the candidate would be in their new work environment depend on the stage being successful. Having evaluated several thousands of candidates, I have realized how significant the size of the whole project is.”
6. Testing the candidate’s technical ability
Tools: Pipedrive, HackerRank and Telegram
Right after a candidate enters the ‘Tech test’ stage, Pipedrive automatically initiates a new test at HackerRank—a technical assessment and remote interview solution for hiring developers—and delivers testing instructions to the candidate.
“When the candidate completes the tech test we receive a webhook from HackerRank, and then if they pass the test we automatically place the candidate in the ‘Vetted’ stage in our Pipedrive pipeline,” Sasha tells us.
“If the test link expires or the candidate doesn’t pass it with their first attempt, we allow them to select a time for a second try via our Telegram bot.”
Telegram, in this case, is the instant messaging tool.
“After passing the Soft skills interview, the candidate can connect his Reintech account to our Telegram bot to receive all the updates about the vetting process via instant messenger,” explains Sasha.
“The bot will also provide an ability to reschedule a tech test. Later, our Reintech Bot will notify the developer about new job opportunities and will ask for the developer’s availability.”
7. Completing the candidate’s profile
When a candidate enters the ‘Vetted’ stage, the vetting process is complete. They can now complete their profile in Reintech and, after review, the Reintech team publishes it on their marketplace.
Pipedrive at the core of the automation process
Although at least one member of Reintech’s team is involved at almost every stage of their process, so much of it is automated that they can manage many candidates at the same time.
“With the help of Pipedrive as the core of our automation process, our approach allows us to process hundreds of applications every month with a tiny team,” says Sasha. “The biggest value from Pipedrive is the Workflow Automation feature, in combination with Pipedrive’s API and integrations.”
Meanwhile, for Julia, who is managing a lot of the manual side of the process, tracking and monitoring are also key:
“It’s a fast and convenient automated process, that allows us to work in a comfortable environment. Tasks are clearly set and assigned to me so that there are no situations when I do not know what to do. I like the ability to monitor the progress of work and make comments.”
I see how the system helps us to keep the applicant's attention and to stay motivated during the whole vetting process. This is dynamic work, where you get satisfaction from the end result and positive feedback from the developers.”