Data Analytics Solution in Recruitment


*instinctools constantly hires different types of developers, DevOps, QA specialists, business analysts and project managers. They can be recruited into the company’s staff or as contributors to a particular project.
For the past 3 years, *instinctools has grown by 30%, which, at some point, caused mixed feelings among the stakeholders. As undeniably great as rapid growth is, it also creates the necessity for better awareness of the recruiting efforts.

Real recruiting has nothing to do with copying-and-pasting the vacancies and waiting peacefully for tons of applications. Real recruiting is about channel efficiency and productivity of both individual recruiters and the whole team. The biggest mistake that a recruiter can make is flying blind.
Listening to your gut or following your instincts might have a point just to a certain extent. When a company’s future is on the line, instincts must be complemented with strategy. Hence, *instinctools hiring team required high-quality recruitment analytics to make truly informed, data-driven decisions.
Although at the start of the project the company had been using Huntflow – a professional CRM for recruiters, its built-in analytics wasn’t informative and detailed enough to meet the company’s needs.


There were the following issues to tackle:

  • Quick and well-thought-out decision-making was impossible, so time to fill increased and candidates were oftentimes poached by competitors.
  • The correlation between recruiters' efforts and results wasn’t vivid.
  • The head of recruiting couldn’t see the whole picture on the department performance and wasn’t able to plan the hiring process accurately.
  • The lack of offer acceptance analytics got in the way of understanding what influenced candidates’ decisions and what could be improved.


One of the greatest and simplest ways to gain easy access to real-time data is to implement business intelligence tools. Modern technologies allow for the data analyses in larger volumes and at a higher speed.
Because *instinctools uses Power BI for their internal analysis, we decided to integrate data from Huntflow with this system. Every 24 hours all the data from Huntflow is sent to the cloud storage, which Power BI connects to for further analysis and visualization.
The solution was gradually developed in close collaboration both with the head of recruiting and the CEO.
During the project, we managed to narrow a tremendous amount of data down to the important metrics. In total, 10+ dashboards were made to provide top-notch analytics for the company’s different roles.

Here are some of the dashboards that *instinctools recruiting managers use:

Traditionally, talent acquisition teams focus on tactical or efficiency metrics such as time to hire or number of hires made over a given period. These recruiting metrics are useful insofar as they help to observe inefficiencies and opportunities to improve the hiring process; but they’re reactive rather than proactive or predictive—and they certainly don’t matter to executives as much as they matter to recruiters. The key figures for C-levels are strategic – the ones that are directly linked to business outcomes. The dashboards that the CEO usually looks through are Overview, Vacancy funnel, Offers, and Time to fill.


Now that the recruiting department has the power of data at hand, they understand better how the organization is attracting talent and can improve on it. With flexible, expandable analytics sliced and diced according to their specific needs, recruiters got a clear picture of the talent pipeline, which shows the path of every candidate from every source through every stage of the hiring process.

The numbers speak for themselves – thanks to considerable insights into the recruitment, Instinctools started to fill the positions 21% faster than it used to. Moreover, the diligent analysis of salary expectations allowed the C-levels to make the necessary adjustments to the wage scale.

In general, the created metrics cover a lot of important KPIs, which bring greater transparency in hiring and, ergo, make it possible to plan the company’s capacity. Currently, not only can the executives adjust salaries to match the market, they can also track the trends in expertise, react to them in no time, and plan the start of customer projects more reliably since they know how much time it takes to fill a particular position.


Power BI
Huntflow API
Google Docs

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