Nobody knew the role had been paused

The problem

In recruitment for client projects, when a client put a role on hold, cancelled it or reopened it, the team found out late and kept working for nothing. When an alert did come in, the change had to be made in another tool, and sometimes it never was.

What we did

Every 10 minutes, an automation compares the status of every role with the last status it saved. When a role opens, goes on hold, is cancelled or is reactivated, it posts an alert in the team channel. Internal roles are left out.

The buttons on the alert open an actions page. The client’s account owner, or an admin, confirms, and the system updates the role in the recruitment tool (only its status and the number of people needed). Each action is logged with who did it, when, and what changed.

The result

• The team knows a role has changed without having to open it.
• Changing the role after the alert went from four steps to two.

The aim is for the team to stop looking for candidates for roles the client has already paused.