Challenge
A recruitment firm managed thousands of candidates across multiple roles and platforms. Recruiters spent hours each day switching tools, sending follow-ups, cleaning data, and syncing candidates into the ATS. They needed a single automation layer that streamlined sourcing, communication, and candidate tracking.
Our Approach
We unified the talent pipeline with automations that span sourcing, outreach, and ATS hygiene.
Discovery phase
Designing the end-to-end talent flow
- Analyzed recruitment pipeline stages from sourcing to offer
- Created automated workflows for outreach, reminders, and data handling
- Developed recruiter-friendly dashboards for pipeline visibility
Development & Stack
Connecting ATS, messaging, and scheduling
- Integrated the ATS with inbound sources such as job boards and LinkedIn-approved APIs
- Automated email sequences, follow-ups, and calendar availability checks
- Normalized candidate data and synced updates across systems in real time
AI & Automation Intelligence
Boosting recruiter productivity with AI
- Implemented AI-powered resume screening to surface best-fit candidates
- Added skill extraction and seniority classification for accurate tagging
- Enabled AI-generated outreach personalization and summarization for recruiters
Solution
Recruitment teams now rely on a scalable automation engine that handles sourcing, communication, and data management. Outreach sequences, interview scheduling, and ATS updates run automatically while dashboards keep recruiters aligned on pipeline health.
Key capabilities delivered:
- AI-enhanced resume screening to prioritize candidates
- Automated multi-step email sequences with scheduled follow-ups
- Calendar-sync interview scheduling to reduce back-and-forth
- ATS-led workflow orchestration that keeps every system in sync
Why It Matters
This case highlights how n8n reduces friction in high-volume recruitment and empowers small HR teams to operate like scalable units. It reflects Excality’s expertise in AI integration, workflow intelligence, and end-to-end process automation.