Recruiting setup programme

From vacancy to placement, recruiting in one system.

No more candidates buried in Excel and inboxes. A Zoho system that carries every vacancy with its own pipeline, from outreach to the signed contract.

  • Every candidate visible in their stage per vacancy
  • Outreach, status updates and scheduling automated
  • Clients, job orders and placements in one place
Book a discovery call Open the Workflow Planner Response time: same day
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Transformations

What we changed for real businesses.

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Case study·Germany

Workforce Management

A German property-management and personnel-services provider needed an end-to-end platform from lead to invoice, including a mobile app for field workers.

Pain
  • Field hours captured on paper and retyped into Excel
  • Contracts printed and mailed, contract cycles took weeks
  • No visibility on which employee is working where right now
  • Interim and final invoices had to be reconciled by hand
Gain
  • Mobile app delivers hours and GPS straight into billing
  • Contracts run end-to-end digitally via e-signature
  • Fleet with TÜV, rental period and mileage in one module
  • Dashboards expose personnel allocation and project costs transparently
Project Duration ~3 months
Built with
Zoho CRMZoho CreatorZoho ProjectsZoho BooksZoho WriterZoho Sign
Case study·Austria

HR Tech

An Austrian HR-tech SaaS platform needed a subscription model that automatically computes annual CPI-based price uplifts.

Pain
  • Annual CPI calculation ran by hand in spreadsheets
  • First invoice after license start arrived late and unreliably
  • Subscription changes were not mirrored back to CRM
  • Renewal letters were hand-curated Word documents
Gain
  • CPI index values land directly in CRM and drive pricing automatically
  • License start auto-triggers the first draft invoice
  • Subscription changes write back to the matching deal
  • Renewal letters are generated from templates with the live pricing formula
Project Duration ~12 months
Built with
Zoho CRMZoho BillingZoho WriterMigration
The problem

More vacancies than ever, and the back office can't keep up

In recruiting the process usually breaks between sourcing and placement. The workload isn't the problem, it's that candidates run by hand and across too many channels.

  • Candidates in Excel and inbox

    CVs, notes and status sit in spreadsheets and emails, with no central database, no fast search and duplicate outreach.

  • No pipeline per vacancy

    Who's in screening, who's interviewing, who's been presented to the client? There's no clean overview per job order.

  • Slow communication loses talent

    Good candidates drop off because feedback and scheduling are done by hand and get lost in the daily grind.

The solution

One system for the entire recruiting process

From vacancy to contract, every candidate follows the same pipeline. Sourcing, screening and placement in one place, nothing gets lost between email and spreadsheet.

A recruiter interviewing a candidate in a bright, modern meeting room

Candidates and vacancies with a pipeline per job order

Every candidate and every vacancy in a searchable database, with a clear pipeline per job order that shows who's in which stage.

Candidate databasePipeline per vacancyJob-order overview
A recruiter reviewing printed CVs and application papers at a tidy desk

Communication and scheduling automated

Acknowledgements, status updates and interview scheduling run automatically. Good candidates get a reply right away and nothing slips through.

Auto communicationInterview schedulingCalendar sync
A recruiter warmly welcoming a new hire with a handshake in a bright office

Screening, presentation and placement in view

Score and screen candidates, present profiles to the client in one click and track every placement through to the contract, including client and job-order management.

Screening & scoringClient presentationPlacement tracking
Zoho · configured for recruiting

Your Zoho apps, tailored to the recruiting process.

No off-the-shelf CRM. We set up each app around your workflow: from the vacancy through screening and interviews to the signed contract.

Zoho Recruit Search… + Add
Screening2
Perm
Sandra Bergmann · Accounting
€ 58.000
Free
Mehmet Demir · DevOps
€ 720/day
Interview1
Perm
Julia Hoffmann · Sales
€ 64.000
Offer1
Perm
Tobias Krüger · Project lead
€ 78.000
Zoho Recruit

Recruit · candidate pipeline

Every candidate as a card per vacancy: permanent or freelance, stage, target salary and next step.

  • Pipeline per vacancy
  • Permanent & freelance split
  • Status at a glance
Zoho Recruit Search… + New
VacancyClientCandidatesSalary bandStatus
VK-2025-041Nordmann Logistik6 active€ 55–65k Filled
VK-2025-047Westfalen IT4 active€ 70–85k Presented
VK-2025-052Klinikum Ruhrtal9 active€ 48–58k Urgent
VK-2025-055Stadtwerke Hamm3 active€ 60–72k Screening
Zoho Recruit

Open vacancies

All job orders in view: position, client, active candidates and salary band per role.

  • Vacancies by status
  • Candidates per role
  • Salary band on file
WorkDrive · Sign Search… + Upload
Candidates›Tobias Krüger›Documents
Lebenslauf_Krüger.pdf 12.05 reviewed
Kandidatenprofil.pdf 14.05 approved
Arbeitsvertrag.pdf 20.05 awaiting signature
Zeugnisse.pdf — draft
WorkDrive · Sign

Documents & contracts

CVs, profiles and employment contracts right on the candidate, including e-signature.

  • Everything on the candidate
  • E-signature integrated
  • Versions & access
Zoho Projects Search… + Add
Screening & shortlist Mon
Phone interview Tue
On-site interview Thu
Contract & onboarding Fri
Zoho Projects

Interview planning

From screening to contract: every interview stage scheduled and assigned.

  • Scheduled interview stages
  • Recruiter assignment
  • Progress live
Program & workflow

How we roll out Zoho One in your business

We think our way into your workflow and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your workflow from taking the mandate through sourcing and screening to placement and find your biggest time sinks.
  2. ConceptWe design your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your candidate, client and job data.
  4. SupportTraining for your recruiting team, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
AI in practice

Where AI genuinely takes work off recruiting.

No gimmicks: concrete points where we build AI into real Zoho recruiting setups, so your team finds the right candidates faster and no one slips through the daily grind.

  • Keying in CVs by hand
    CV parsing

    CVs land structured in the database

    Incoming CVs are parsed automatically, skills, experience and contact details land in the right fields and are matched to the relevant vacancy, instead of being keyed in by hand.

  • Screening candidates one by one
    Candidate matching

    Fitting profiles suggested per vacancy

    Zoho Zia matches candidates against a vacancy's requirements and suggests the best fits with a score. Your team sees at once who to approach first.

  • Writing every message by hand
    Outreach assistant

    First outreach and replies prepared in seconds

    For outreach, status updates and rejections the AI suggests ready drafts in your firm's tone. Your team only reviews and confirms.

Contact

Ready to fill more roles with the same team?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your recruiting. As an authorised Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Can deletion periods for candidate data in the talent pool be enforced automatically?

Yes. We set deletion periods per candidate, so the system reminds you in time about consent, renewal or deletion. Your talent pool stays clean and GDPR-compliant without you tracking deadlines by hand.

Can a candidate run in the pipeline for several vacancies at once?

Yes. A candidate can be linked to multiple vacancies and moves through their own stage per assignment. You see where they stand for each vacancy, without creating them twice or losing the overview.

How long does rolling out Zoho One take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

No. We migrate existing customer, quote and job data into Zoho One as part of the implementation, provided it can be exported from your current system.

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for sole traders as well as growing teams. Your team accesses records, tasks and documents on the go via the app, even when out of the office.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data stays within the European legal space, an important point for businesses with sensitive customer and project data.

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.