How Carglass Reduced Time to Fill Urgent Job Openings by 80% with Pipefy

Pipefy

80%

Less Time to Fill
Urgent Job Openings

70%

Less Time to
Process Changes

1,430+

Hours Saved in
Seven Months

377%

ROI

Carglass logo

Carglass is a leading vehicle glass repair and replacement company operating in 36 countries across Europe as well as parts of Asia, South America and the Middle East.

Pipefy

Challenges

Non-standard recruitment process with no visibility


Receiving complete information when HR request is placed

Speeding up HR
recruitment process

Communicating better
with hiring managers

Gaining visibility
into HR processes

As a leading vehicle glass repair and replacement company, Carglass relies on its HR department to fill vacant job positions with qualified candidates. But the department struggled to manage the recruitment process.

Managers who needed to fill a job opening would send their requests to HR through a mix of channels, such as email or phone. Once Carglass received those requests, it didn’t have a standardized process for managing them.

Further, many of those requests lacked critical information.

Renan Souza Lima, Strategic Analyst, HR, explains:

“Hiring managers would fail to include important info, such as the desired start date,” says Renan. “As a result, we often had to follow up with them.”

Every step of the recruitment process was manual and time consuming, making it challenging to meet internal service-level agreements. Even simple changes could take 10 days to complete. Filling a job position, even one that was urgent, could take 10 to 15 days.

Pipefy

The HR team also struggled to update hiring managers on the status of their recruitment requests. Consequently, those managers would reach out to the HR team repeatedly.

“Hiring managers would call or email us to ask where we were in the process,” says Renan. “Each time, the recruitment team would have to stop what they were doing, search for the information and report back. It was wildly inefficient and stressful.”

In addition, HR managers lacked visibility into the recruitment process. They didn’t know how many positions were vacant at any given time, or how efficiently those vacancies were being filled. Often, they only learned of problems when they received complaints.

“We sometimes had friction between hiring managers and the recruitment team over delays or miscommunication,” says Renan. “And that would sometimes make its way up to management.”

Facing these challenges, Carglass started looking for a better way to manage its recruitment process.



Hiring managers would call or email us to ask where we were in the process. Each time, the recruitment team would have to stop what they were doing, look for the information and report back. It was wildly inefficient and stressful.”

Renan Souza Lima
Strategic Analyst, HR | Carglass

Solution

Manage recruitment in a single place: Pipefy


Manage recruitment
process in a single platform

Automate manual
and repetitive steps

Create a database
of candidates

Automatically communicate
with hiring managers

Give visibility to
HR managers

Carglass looked at the many workflow solutions on the market and decided on Pipefy.

“We looked at other tools, but none of them could do what Pipefy could do,” says Renan. “It was the ideal solution for us.”

Once Carglass signed on, Lauren Hobolt, Customer Success Manager for Pipefy, got started with implementation and support.

“Carglass was super responsive from the very beginning,” says Lauren. “We started to see great results within just one month of our first implementation call.”

Pipefy quickly got to work standardizing the recruitment process and identifying opportunities to improve efficiencies. The team identified steps that were manual and repetitive and used automation and templates to speed them up.

Pipefy

Today, thanks to standardization, every piece of information that’s needed is captured at the time of the request. Renan explains:

“Now, when hiring managers submit recruitment requests, they have to answer a series of questions, such as salary and job requirements. So when we get the requests, we don’t have to track down missing information.”

In addition, candidate information is retained in a central database that Carglass can use to fill openings that come up frequently.

Further, HR managers have visibility into every step of the process. They can see how their teams are performing and identify areas where employees need coaching or other support.

Just as importantly, hiring managers are automatically notified when the recruitment process moves to the next stage, which means the HR team spends less time fielding questions.

Throughout the implementation, Lauren and the Pipefy Customer Success team provided support—and they continue to do so today.



We looked at other tools, but none of them could do what Pipefy could do. It was the ideal solution for us.”

Renan Souza Lima
Strategic Analyst, HR | Carglass

Results

80% reduction in time to fill urgent job openings


80%

less time to fill
urgent job openings

70%

less time to
process changes

1,340+

hours saved

377%

ROI

Today, the time it takes to fill urgent job openings has been reduced by 80 percent.

“Before, we needed 10 to 15 days to fill a job opening where the need was urgent,” says Renan. “With Pipefy, we can draw from a pool of talents to fill many of these positions in just three days.”

Further, Carglass has reduced the time it takes HR to process simple changes by 70 percent.

“It used to take 10 days to make simple changes,” says Renan. “Today, unless the request is particularly complex, we can do it in three days. And if it’s really urgent, we can do it the same day.”

Consequently, processes that needed three people before, for example, can now be done with one or two. These efficiency gains are so significant, Carglass has re-allocated some team members to other areas.

Pipefy

Through it all, Renan remains pleased with Pipefy and recommends it to others.

“My colleagues have heard what Pipefy is doing for us,” says Renan, “and they want to see if Pipefy can do the same for them.”

In fact, Carglass has already started using Pipefy in other departments, including Finance and Facilities, which has further increased organizational efficiencies.

As a result, Pipefy has helped Carglass save over 1,430 hours of time in just seven months by automating previously manual and repetitive steps in the process—resulting in a ROI of 377 percent!



Before, we needed 10 to 15 days to fill a job opening where the need was urgent. With Pipefy, we can draw from a pool of talents to fill many of these positions in just three days.”

Renan Souza Lima
Strategic Analyst, HR | Carglass

Start controlling and automating your
Human Resources department today.