Digital Sourcing Strategy and Centralization Reduced Time-to-Hire by 20%

Digital Sourcing Strategy and Centralization Reduced Time-to-Hire by 20%

Retail RPO

Digital Sourcing Strategy and Centralization Reduced Time-to-Hire by 20%

A leading retailer needed to remake its application process, which was long and difficult for candidates. PeopleScout implemented a shortened, mobile-first application process and expanded the client’s sourcing strategy.

6,800 annual hires
85 % application conversion rate, up from 35%
20 % reduction in time-to-hirereduction in time-to-hire

Situation

A leading retailer engaged with PeopleScout to improve their application process. Despite having a well-known and well-loved consumer brand, the retailer relied on job boards to bring in candidates. The client’s application took 30 minutes to complete, and could not be completed on a mobile device, alienating or inconveniencing many job candidates.

The client knew it was losing a large portion of applicants because of its cumbersome application process. To apply, candidates needed access to a computer to fill out a 30-question application that took half an hour to complete—even for part-time positions.

The client engaged with PeopleScout, looking for a partner with technology and candidate experience expertise to remake the entire recruitment process in order to place the candidate at the center.

Solution

Expanded Sourcing Strategy

PeopleScout worked with the client to carefully craft an expanded sourcing strategy, including targeted digital recruitment marketing centered on attracting, engaging and converting candidates in online spaces. The strategy was focused on people who have an affinity for the client’s brand but may not be actively looking on job boards. Then, PeopleScout was able to drive those candidates to a quick, easy mobile apply process.

Mobile-first Apply

PeopleScout developed a mobile-first application designed to work easily through a smartphone and reduce candidate fall out. The new application is completed by all candidates, regardless of role.

Shortened Application

The new application includes just 11 questions on one page and takes less than eight minutes to complete. The client worked with PeopleScout to reduce the amount of information asked from candidates during the application stage in order to streamline the process.

Results

Half of Candidates Now Apply on Mobile

Nearly two-thirds (65.9%) of all candidates applying to this client now apply through a mobile device. Before working with PeopleScout, the client was excluding or at the very least inconveniencing a large portion of its talent pipeline.

Application Time Reduced From 30 Minutes to Less Than Eight

Applicants can consistently complete the application in eight minutes or less, with some candidates able to complete it in as little as six minutes.

Application Conversion Rate

The application conversion rate rose to 85% with the new shortened mobile application process. The rate for a traditional application is around 35%.

Broadened Talent Pipeline, Improved Candidate Quality and Shortened Time to Hire

The client no longer relies solely on job boards to build their pipeline and relies on a variety of sourcing strategies. This led to hiring of quality candidates, improving the slate-to-hire to one candidate hired for every 1.3 presented and shortened time-to-hire by more than 20%.

At a Glance

  • COMPANY
    Leading retailer
  • PEOPLESCOUT SOLUTIONS
    Recruitment Process Outsourcing, Affinix
  • ANNUAL HIRES
    6,800

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PeopleScout Amplifiers™: Project Management

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Download this fact sheet to learn more.

Learn more about PeopleScout’s Amplifiers™ and get answers to frequently asked questions (FAQs).

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AI Candidate Sourcing: How AI Is Transforming Talent Discovery

With today’s skills shortages, recruiters are facing a more and more daunting challenge of identifying and engaging qualified candidates efficiently. Artificial intelligence (AI) has emerged as a game-changing technology in the recruitment process, particularly in talent sourcing. AI candidate sourcing represents a significant advancement, helping organizations go from manual database searches, job board postings and referral networks to fast, automated processes. 

According to a survey by Workable, 63% of organizations now use some form of AI in recruiting. But only 8% use AI for candidate sourcing. By thoughtfully integrating AI into sourcing strategies, talent acquisition teams can spend less time searching for candidates and more time building meaningful connections.  

This article explores how AI sourcing tools are transforming recruitment strategies and offers practical insights for organizations looking to enhance their talent acquisition efforts. 

The Evolution of AI Candidate Sourcing 

The digital transformation of recruitment began with the advent of applicant tracking systems and online job boards, but AI has taken sourcing capabilities to unprecedented levels. AI excels at scale. By analyzing a massive data set of millions of pieces of information including online candidate profiles, AI can identify candidates within minutes. For example, Affinix®, PeopleScout’s proprietary total talent suite of AI-powered tools, accesses over 1.3 billion public profiles of passive candidates across 23 of the top global job sites within seconds of a requisition opening.  

Key Capabilities of AI Candidate Sourcing 

AI sourcing has revolutionized talent discovery, empowering organizations to identify, assess and engage talent with remarkable precision and efficiency. Here a few of the benefits of AI sourcing tools. 

1. Advanced Candidate Matching 

AI algorithms excel at pattern recognition and can analyze vast datasets to identify candidates whose skills, experience and potential align with job requirements, including passive candidates who may not be actively job searching but have the right qualifications. These individuals rarely respond to traditional job postings, making them invisible to conventional recruitment methods. AI candidate sourcing excels at identifying hidden gems based on their digital footprints and professional activities, enabling recruiters to engage with talent that would otherwise remain undiscovered. 

Unlike traditional keyword matching, modern AI sourcing tools leverage skills matching with sophisticated natural language processing and machine learning algorithms to comprehensively analyze candidate profiles. By understanding semantic relationships between skills, experiences, and job requirements, leading technologies can create nuanced candidate rankings, allowing recruiters to rapidly filter through candidates and automatically generating a prioritized shortlist of top talent that precisely matches the role’s requirements. Recruiters can now focus their valuable time on engaging with the most promising candidates, rather than getting bogged down in manual screening processes.  

2. Expanded Talent Pool Access 

AI candidate sourcing dramatically expands recruiter reach by continuously scanning multiple sources simultaneously, creating a comprehensive talent mapping solution that would be impossible to achieve manually. Professional networking sites like LinkedIn represent just the beginning. AI sourcing extends to portfolio platforms like Behance and Dribbble for creative roles, GitHub repositories for technical talent, specialized industry forums where experts engage, academic publications that showcase research credentials, and even carefully analyzed social media profiles that reveal professional interests and accomplishments. In addition to external candidate profiles, Affinix also searches your existing talent database to support direct sourcing, internal mobility and redeployment

AI sourcing tools look at qualifications and experiences across industries, opening doors to talent that might otherwise be missed. For example, AI sourcing might identify that project management experience in healthcare could translate effectively to similar roles in education or technology, despite the different industry contexts. This cross-industry perspective is particularly valuable in today’s market where career pivots are increasingly common, and skills transferability is highly valued. 

3. Reduced Bias with AI Candidate Sourcing 

AI tools can help mitigate unconscious bias in sourcing by helping you create objective evaluation frameworks that focus on skills and qualifications, regardless of demographics. By emphasizing capabilities and potential over education, pedigree, or other factors that can trigger unconscious bias in humans, these systems help create a more equitable initial candidate pool.  

By ensuring that every potential hire is assessed against the same objective benchmarks and that hiring managers review qualified candidates from varied backgrounds, AI sourcing tools widens the lens through which talent is viewed, helping companies build more diverse and innovative teams while reducing adverse impact. 

Ethics & Bias Prevention in AI Candidate Sourcing 

Continuous bias detection and mitigation have become fundamental to implementing AI sourcing tools to neutralize potential discrimination in candidate selection. TA teams must collaborate with legal and IT teams to conduct detailed examinations of candidate recommendations and conduct regular audits. Cross-functional collaboration will help organizations navigate the complex legal landscape of AI for recruiting while creating more objective, inclusive talent acquisition strategies. 

How AI Candidate Sourcing is Impacting Recruiters 

The advent of AI sourcing tools has fundamentally reshaped the recruiter’s role, shifting their focus from administrative task management to high-value activities. Where recruiters once spent countless hours manually searching and screening résumés and CVs, AI now handles these time-consuming processes, elevating the recruiter’s role to that of a strategic talent advisor. Recruiters now invest their energy in complex negotiation, relationship building and deep candidate engagement.  

AI Candidate Sourcing & RPO 

Recruitment process outsourcing (RPO) providers are at the forefront of leveraging advanced AI sourcing technologies. By leveraging AI candidate sourcing through our proprietary tech suite, Affinix, PeopleScout can process vast amounts of candidate data, identify top talent, and create highly targeted talent pools that would be impossible to develop through traditional recruiting methods. Affinix has a proven track record of dramatically reducing time-to-hire and creating cost savings for our clients. As organizations continue to face complex talent challenges in a rapidly evolving global marketplace, AI-powered RPO solutions represent a critical strategic approach to building agile, competitive workforces that can adapt to emerging business needs. 

5 Signs It’s Time to Change Your RPO Provider 

The global recruitment process outsourcing (RPO) market continues to grow as organizations seek more sophisticated talent acquisition solutions. But not all RPO partnerships deliver equal value. For experienced RPO buyers, recognizing when it’s time for a change can mean the difference between stagnation and transformational talent acquisition results.  

As the talent landscape becomes increasingly complex and competitive, organizations need partners who can not only execute on day-to-day recruitment needs but also drive strategic workforce innovation. The cost of staying with an underperforming provider extends far beyond missed hiring targets—it can impact market competitiveness, growth potential and bottom-line results. 

Here are five critical signs that indicate it’s time to find a new RPO partner

Sign #1: Underperformance in Core Metrics 

The most compelling reason to seek a new RPO provider is consistent underperformance in fundamental recruitment metrics. Too often we hear from employers about experiences they’ve had with other providers in which one thing was said during the sales pitch only to have the stakes change once the ink was dry. What begins as promises of transformative results often devolves into missed targets and shifting explanations. When core metrics consistently fall short, it signals a fundamental misalignment between provider capabilities and organizational needs. 

What to look for: 

  • Declining metrics in time-to-hire 
  • Rising early-stage turnover rates indicating poor candidate quality or fit 
  • Poor interview-to-hire ratios that waste hiring manager time and resources 
  • Decreasing hiring manager satisfaction scores and feedback about candidate quality 
  • Inconsistent reporting or attempts to redefine success metrics after implementation 

One retail organization discovered the impact of performance-guaranteed RPO when they switched providers to partner with PeopleScout. Through our partnership they experienced a two-day reduction in time-to-hire and improved sales performance by 7%, generating $3 million in cost savings through reduced vacancy costs and an additional $170 million in annual revenue. 

Sign #2: Inflexible Cost Structures 

Many RPO providers rely on hybrid pricing models combining monthly management fees with cost-per-hire charges. This rigid structure can lead to inefficiencies and hidden costs. Organizations often find themselves paying premium rates during hiring slowdowns while still facing surcharges during peak periods.  

Red flags to watch for: 

  • High fixed monthly fees that don’t adjust with hiring volume 
  • Lack of transparency in invoicing 
  • Unexpected line-item charges that inflate total costs 
  • Fee structures disconnected from performance metrics 

PeopleScout offers truly variable cost structures with performance-based pricing—you only pay for actual hires. This ensures your recruitment costs scale naturally with your hiring demands, supported by transparent communication about any potential charges outside the standard agreement. 

The true value of an RPO partnership extends beyond the base program cost. Consider the financial impact of reducing time-to-hire by four days or decreasing early-stage turnover by 20%. Our experienced team works directly with clients to calculate potential ROI based on specific performance improvements. In some cases, we have even engaged our finance department to collaborate with clients in establishing concrete valuations of enhanced recruitment performance, ensuring you understand the full financial picture of your investment. 

Sign #3: Lack of Process and Technology Innovation 

In today’s digital-first recruitment landscape, outdated processes and technology can severely impact your ability to attract and secure top talent. Some providers undergo frequent operational changes or internal restructuring that limit their ability to invest in innovation. 

If you feel like you’ve been forced into cookie-cutter processes that don’t support your unique needs, it’s time for a change. 

Watch for these signs: 

  • Limited automation in candidate processing 
  • Poor candidate experience 
  • Basic reporting capabilities 
  • Lack of AI and machine learning integration 
  • Minimal investment in proprietary technology 

Affinix®, our proprietary total talent suite of AI-powered recruiting and reporting tools unites talent acquisition technology, automation and predictive analytics with candidate experience at the core. With a modular approach, our client can mix and match specific tools that align with their unique talent needs and enhance their existing tech ecosystem. Because it’s our proprietary technology, every feature of Affinix is shaped by our clients’ real-world recruitment challenges and designed to deliver tangible business impact. Recent advancements to Affinix, including more AI-powered capabilities, more flexible deployment options and greater insights, means we elevate our clients’ connection to top talent while helping them be more agile and resilient.  

Sign #4: Understaffed Delivery Teams 

The foundation of successful RPO programs lies in having adequate recruitment teams in place. We work with many clients who have worked with other RPO providers who ended up frustrated by chronically understaffed programs that can’t meet hiring demands. Some providers spread their recruiters thin across too many clients, compromising service quality and results. 

Warning signs include: 

  • Consistently missed hiring targets 
  • Slow response times to hiring managers 
  • Inability to handle volume spikes 
  • Sudden changes in team size without notice
  • High recruiter turnover 

Every PeopleScout client has a dedicated delivery team with appropriate bench strength, especially during critical periods like program implementation and peak hiring periods. Because PeopleScout recruiters, sourcers and program coordinators are only assigned to one client, our clients actually get to know their PeopleScout team. If we need to make changes, due to a drop in requisitions, for example, we do so in consultation with you to ensure you receive consistent service delivery and the results you’re expecting. 

Sign #5: Lack of Specialized Expertise 

Today’s complex hiring environments demand specialized expertise that goes far beyond basic staffing capabilities. Organizations need partners who understand the nuances of different industries, job functions and geographical markets. Top providers invest heavily in developing deep industry knowledge and maintain transparency about their team composition and specializations. 

Moreover, modern RPO providers should offer comprehensive talent advisory services to help organizations develop forward-looking talent strategies, maximize tech investments, optimize their employer brand and navigate evolving market conditions. This strategic guidance is crucial for creating a resilient workforce.  

Red flags to watch for: 

  • Generalist recruiters assigned to highly specialized roles without relevant industry experience 
  • Limited understanding of industry-specific requirements and compliance standards 
  • Superficial market intelligence and competitor insights 
  • Gaps in understanding regional hiring practices and cultural nuances 
  • Outsourced or insufficient employer brand and recruitment marketing capabilities 

PeopleScout stands apart through our global delivery centers and extensive network of talent experts, offering unmatched scalability for professional, specialist, volume and contingent hiring needs across all sectors. Plus, with one of the industry’s largest in-house talent advisory teams, we serve as a true strategic partner in talent acquisition. 

As part of TrueBlue, we’re able to provide our clients access to comprehensive talent solutions including healthcare staffing, contingent workforce management, on-site industrial staffing and commercial driver services. This breadth of expertise ensures we can address the full spectrum of our clients’ workforce needs. 

Making the Decision to Switch 

Evaluating a potential RPO provider change requires careful consideration of both current pain points and future needs. Look for providers who offer: 

  • Performance guarantees backed by financial commitments 
  • Variable cost structures aligned with results 
  • Proven long-term client partnerships  
  • Strong NPS scores and client satisfaction metrics 
  • Modern technology and process innovation 
  • Transparent team resourcing and communication 

The difference between being a provider and a true partner lies in the whole approach to service. For over 30 years, PeopleScout has built our services on integrity. We believe in keeping promises. We believe that listening creates a better experience and leads to better outcomes. We’re not perfect, but if we mess up, we make it right. 

We’re proud and humbled to say that this philosophy has led to some of the most enduring client relationships in the talent acquisition space. While the RPO industry average client tenure is approximately three years, PeopleScout partnerships extend well beyond that benchmark—averaging over seven years, with an exceptional NPS score of 84. These metrics reflect our consistent ability to deliver value and drive transformation. 

Remember: the cost of maintaining an underperforming partnership far outweighs the temporary challenges of transition. With strategic planning and the right partner, changing providers can revolutionize your talent acquisition capabilities and deliver lasting business impact. 

Recruitment Technology: How to Build the Ultimate Ecosystem for Talent Acquisition 

Digital transformation has hit HR, and the world of recruitment is running to keep up with the growth of mobile apps, generative artificial intelligence (Gen AI) and analytics. Candidates expect a tech-enabled recruitment experience, and building a talent acquisition technology ecosystem has gone from a nice-to-have to a critical part of the recruitment strategy for any enterprise. However, with the influx of new talent acquisition technology—from foundational platforms like an ATS to point solutions for sourcing, interviewing or recruitment marketing—it can be hard to navigate the recruitment technology landscape and know where to invest your budget. 

In this article, we’ll help you make sense of all the available talent tech and how each recruitment system can benefit your business. You’ll learn some important things to keep in mind as you build your tech stack. Plus, we’ll provide some details on what features to look for as you evaluate solutions. 

Working with a Recruitment Technology Capable RPO Partner 

One of the biggest value-adds that recruitment process outsourcing (RPO) brings is experience with the latest talent technology innovations. An RPO partner can help you assess talent acquisition software to address all aspects of your recruiting process, from identifying talent to creating a more efficient candidate experience. Your provider can show you how technologies like AI and predictive analytics can boost your ability to attract top talent.  

In addition to consulting, some RPO providers are investing in proprietary technology solutions including application tracking systems (ATS), candidate relationship management (CRM), recruitment marketing capabilities and analytics. This can come in the form of an integrated suite, providing a modular approach that lets you add and remove solutions from your tech stack as your needs change. 

All-in-One Recruitment Technology Suite vs Integrated Systems 

Any organization looking to update their recruitment tech ecosystem will enter the comprehensive suite or separate tools debate. Should we go for a system that’s already integrated or build our own?  

While the idea of a plug-and-play experience, in which you easily add new functionality to your repertoire, has allure, in reality it’s easier said than done. There’s wading through the vast HR tech marketplace to find potential solutions, researching multiple providers, negotiating a different contract for each system, going through implementation, onboarding and training for each tool, managing multiple vendor relationships and so on. Then, you’ve got to get all the systems to integrate and speak to each other in order maximize the benefits of AI, automation and analytics.  

On the other hand, an all-in-one talent suite eliminates the complexity and inefficiencies of pieced-together systems. For example, Affinix®, PeopleScout’s proprietary total talent suite of AI-powered tools, unites applicant tracking, candidate relationship management, recruitment marketing, digital interviewing and talent analytics. Unlike fragmented solutions that require multiple integrations and manual workarounds, a comprehensive platform offers seamless, end-to-end functionality that is both flexible and focused on user experience—both the candidate as well as the hiring manager, talent acquisition leaders and recruiters. Plus, there’s just one contract to negotiate and one vendor to manage.  

Look for a suite built as modules. This gives you the best of both worlds, letting you add to your ecosystem at your own pace, with pre-integrated modules accessible in one seamless interface and a consistent user experience across applications. With Affinix, our flexible deployment options and modular approach lets you can mix and match capabilities and build the perfect recruitment ecosystem for your needs. 

Whether you’re going for integrating separate tools or a unified suite, your goal should be a seamless user experience, single-user login, and an uninterrupted flow of data between systems to enable you to get the most from AI and analytics.  

A Word on Security 

Any technology you add to your talent ecosystem must comply with data privacy regulations in all regions where you’re recruiting. Pay attention to any rules about where data can be stored, like those stipulated by the GDPR. Look for tools that are ISO/IEC 27001:2022, which shows the provider maintains a high level of information security.   

Building Your Recruitment Technology Ecosystem 

Now that we’ve covered some important things to keep in mind when evaluating software, here are some solutions and features that make up the ultimate recruitment technology ecosystem. 

Applicant Tracking System (ATS) 

An ATS is the foundation upon which you will build your tech stack. This platform acts as the system of record for your talent acquisition program. As a repository for applicants, it helps you manage the hiring process for all your requisitions and satisfies compliance requirements for record keeping. 

Look for a platform that lets you put the candidate in the driver’s seat by letting them self-progress through the process with a mobile-optimized, digital experience. A system with configurable workflows will let you streamline everything from candidate screening, scoring, assessments, reference and background checks, interview scheduling and sending SMS and email communications. Not only does this boost recruitment speed for the candidate, but it also reduces the workload for hiring managers.  

Affinix’s new Hiring Manager Dashboard provides access to a real-time dashboard via desktop or mobile device. Hiring managers can open and approve requisitions for automated job posting, review applicant shortlists, check on candidate progress, schedule and reschedule interviews, submit and manage candidate feedback, and create and approve offers—whether they’re at their desk, on the warehouse floor or supervising from the shop floor. 

AI Sourcing & Matching 

AI-powered sourcing tools review, sort and rank talent on the open web using sourcing criteria you’ve previously specified like current or past job titles, previous employers, diversity attributes, industry experience and more. Algorithms crawl résumés and CVs, social media profiles and other sources of data to find a pool of candidates that match your job requirements, help you find and engage candidates faster for lower cost-to-hire. 

Affinix AI sourcing accesses over 1.3 billion public profiles across 23 of the top global job sites within seconds of a requisition opening. It then matches skills based on your job requirements to surface a pool of the best candidates. Pulled in passive talent from external databases or from your existing talent database to support direct sourcing, internal mobility and redeployment. 

Candidate Relationship Management (CRM) Software 

A CRM helps you to nurture candidates through automated SMS/text and email campaigns and more—whether to keep them informed during an active application process or to keep them warm until a suitable position opens up. Create talent pools based on geographies, job type, skills and more and personalize communication to the candidate for a more engaging experience. 

Leading CRM platforms can supercharge your talent pipeline by creating a multi-channel approach to finding talent. For example, Affinix CRM includes a drag-and-drop career site builder for both external and internal career sites and employee referral portals. In addition, it has built-in integrations with all major job boards, including LinkedIn and Indeed, as well as a job feed gateway to support connections with niche sites. Combined with our AI sourcing and matching capabilities, you can create the ultimate pool of best-fit talent, reducing time-to-hire, maximizing your recruitment marketing budget and boosting ROI. 

Direct Sourcing Technology 

With the growth of the gig economy and blurring of lines between full-time and temporary employment, workers who traditionally seek full-time employment are increasingly willing to take up temporary placements—and vice versa. Organizations that create and nurture blended talent pools of both permanent and contingent workers through direct sourcing technology can bypass traditional recruitment channels and connect with top talent in a more personalized and efficient manner.   

Look for solutions that offer AI-powered matching capabilities, which can dramatically improve the speed and accuracy of candidate selection. Affinix uses AI to form combined talent pools from external sources as well as talent rediscovery—whether they’re new to you, previous applicants or contractors, individuals who have filled out an expression of interest form for the role, or silver/bronze medalists from previous requisitions—to engage or re-engage talent with relevant skills and experience. 

Recruiting Chatbot 

Powered by natural language processing (NLP) and large language models (LLMs), chatbots are a conversational interface that can help candidates through the recruitment journey. Unlike recruiters, chatbots are available 24/7 to provide real-time responses to candidate inquiries, help with the application process, complete initial screening steps and schedule interviews. This reduces the burden on recruiters and hiring managers by taking on some frequently asked questions from candidates about your employer brand, culture and diversity and inclusion. 

Digital Interview Management System 

Modern candidates expect the hiring experience to be personal, quick and convenient. A dedicated digital interview solution can help you quickly hire the essential talent you need, no matter where they live or how the demand for remote working changes. Rather than just leveraging video meeting tools, a dedicated digital interview tool offers multiple options for virtual interviews, including text interviews, recorded video interviews or live interviews. Self-scheduling tools and automated candidate advancement tools help dramatically boost retention and connection. 

Assessment Tool 

Digital assessment solutions examine the candidate’s writing samples and skills test responses to measure aptitude, personality and skills using predictive analytics and machine learning, ensuring you hire the highest quality talent. Platforms may let you create a custom assessment or let you choose from a suite of pre-built skills assessments. Assessments range from code evaluations for software development roles to language aptitude tests—on-demand or live. Make sure you look at the assessment experience from both the candidate and hiring manager experience before committing to a tool. 

Integration is important for assessment solutions as it facilitates automated workflows, so candidates get notified of next steps via email or text based on their results.   

Recruitment Analytics 

With data flowing across your integrated systems, a recruitment analytics platform offers you a single source of truth for understanding your end-to-end recruitment process. Whether you’re hoping to track time-to-fill, DE&I efforts or overall talent acquisition performance, these tools will satisfy your C-suite’s hunger for insights into your recruitment program. 

Look for a tool with interactive dashboards that make it easy to visually monitor trends and slice and dice the data to identify areas of opportunity—and gain the full value of your recruitment data. Leading analytics tools connect real-time recruitment analytics and talent market intelligence while pulling in business intelligence from across your business to elevate your talent strategy measure talent acquisition performance against organizational goals.  

Look for solutions that offer predictive analytics capabilities, in which artificial intelligence and machine learning highlight insights, anomalies and predictions to empower your teams. This helps you understand the behaviors of top talent and predict factors such as cultural fit, willingness to change companies, and future tenure potential to improve hiring speed and accuracy over time. 

Onboarding Software 

The new hire onboarding process is an essential element of creating a positive employee experience. Not only should it get new employees up-to-speed at your company and in their role, there’s also crucial paperwork steps for payroll, taxes, benefits and more.  

Digital onboarding software automates and supports the onboarding process—especially important for remote workers. Affinix lets candidates view, digitally sign and accept their offers quickly from a personalized online portal. Hiring managers can craft and customize digital offer letters, ensuring that offers are fast, compliant and aligned with company policies.  

For your HR staff, it reduces administrative effort by automating repetitive onboarding tasks like sending new hire reminders, tracking document completion and updating systems. Make sure you consider integration with your HRIS and payroll systems to eliminate manual data entry and reduce errors.  

Internal Mobility Software 

It’s no secret how important internal mobility can be for retaining employees and saving on sourcing costs. The good news is that a whopping 70% of employees would explore opportunities within their current organization before looking externally, according to our research, The Skills Crisis Countdown.  

An internal mobility platform should allow you to share vacancies internally and give existing employees the opportunity to submit an expression of interest form to be added to the talent pool. Look for a tool that offers hiring managers a seamless experience by letting you post to both internal and public job boards. AI matching and search should extend to existing employees, helping you identify internal candidates with relevant skills. Hiring managers should be able to view internal and external candidates together in one place, with internal candidates uniquely identified. The system should feature automated invitation emails to qualified internal candidates to speed up time-to-fill and reduce administrative burden. 

Navigating Recruitment Technology: From Complexity to Clarity 

The recruitment technology landscape is complicated, with new solutions being added all the time. It can be confusing to plan a talent acquisition tech stack but selecting the right tools can boost access to data and help you create both operational and cost efficiencies. Employers should work with an RPO partner who can help them customize a technology ecosystem that meets their needs now and prepares them for what’s next. 

Gen AI & Interviews: Navigating the Impact in Volume Assessment

By Amanda Callen, Psychol AFBPsS FRSA, Head of Assessment Design

Pre-recorded or asynchronous video interviews have long been a core feature in volume assessment processes, valued for their ability to evaluate key criteria like motivation and verbal communication skills. But the rapid increase in accessible Generative AI (Gen AI) tools has created a significant potential risk of disruption to the expected levels of authenticity in answers and to the predictive strength of online interviews as a sifting tool.

PeopleScout’s year-on-year volume assessment data has so far shown little evidence of disruption following the introduction of free Gen AI tools like ChatGPT, but the potential for manipulation is undeniable. Realistically, we must expect that when candidates are given time to prepare responses, some will choose to use the tools to enhance their own pre-recorded video interview answers.

So, what can you do to protect the integrity of video interviews?

Should Preparation Time Be Scrapped?

Although an understandable initial response might be to prevent candidates from using Gen AI by removing preparation time and requiring instant responses, this approach could introduce new problems. Interview processes where there is no chance for the candidate to gather their thoughts may disadvantage neurodivergent candidates or those who have had less social and educational support for their job search. This could create a negative impact on inclusion and diversity goals.

Introducing a Second Assessment Point

If you want to keep the pre-recorded interview stage, you could consider introducing a second assessment point for the same criteria evaluated in the pre-recorded interview at a later stage, such as during an in-person interview or an assessment centre. Comparing performance and content shared at the different stages, allows assessors to identify people whose answers indicate inconsistency across stages.

Are Only Live Interviews Both Safe and Fair?

Face-to-face live interviews seem protected from any interference from real-time use of Gen AI to produce inauthentic responses. However, new Gen AI capabilities mean that virtual live interviews, such as those conducted via Zoom or Teams, are not completely safeguarded from Gen AI use.

Whilst to date it is has been difficult for candidates to use Gen AI without detection, new AI tools can ‘listen’ and provide natural responses in real-time. This, combined with advancements in gaze management technology, means that during virtual live interviews, candidates can read off AI generated responses while appearing to still maintain eye contact—and assessors may be unable to tell anything is amiss. There are even new Gen AI tools specifically marketed to job seekers that claim success in helping interviewees.

The Need for a Systemic Approach

Dropping pre-recorded or virtual interviews completely isn’t always optimal—especially with high-volume hiring. Simply taking them out of the process could lead to less holistic and effective sifting and a greater number of candidates being manually assessed. A more systemic response to the challenges posed by candidates using Gen AI is needed.

A review of your end-to-end assessment process and the individual assessment methods within it will give you an opportunity to evolve and improve your assessment to ensure the quality and fairness of hiring decisions are maintained despite candidate use of Gen AI.

Redefining Success Criteria

For many roles it is essential to include the motivation and skills needed to work with new Gen AI tools as part of the assessment criteria. A strong assessment process that embraces innovation ensures that candidates are not only evaluated on established success criteria but also on their potential to develop the skills that will help them succeed in a workplace where the ability to leverage AI and other emerging and future technologies is a pivotal factor in organisational success.

While there are no easy answers to the challenges created by candidates using Gen AI, a managed and systemic approach to evolving your assessment processes will help you capitalise on opportunities and ensure a fair and effective hiring process. Want to explore more about the impact of Gen AI on interviews? Watch our webinar on-demand, Job Interviews & Gen AI: Pitfalls & Best Practices to Hire Top Talent.

Affinix® Analytics

Affinix® Analytics

As part of the larger, Affinix® total talent suite, Affinix Analytics offers talent leaders a single source of truth to understand the end-to-end recruitment process and gain visibility into the total talent landscape. With a single, real-time dashboard, you can slice through the complexity, gaining instant insights into everything from hiring targets to diversity metrics, all while keeping your budget in check.

Download this fact sheet to learn more about Affinix Analytics.

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