How do you ensure that placement data is always complete and flows automatically from your ATS to your financial application? Immens made it happen with Minggo: a smart workflow with forms and a seamless integration between Carerix and Exact.
About Immens
At Immens, everything revolves around making people happy. Whether it’s a client looking for an experienced interim professional or a candidate in need of a new assignment, personal contact and a no-nonsense mentality are at the heart of everything they do. They like to bring that human-centric approach to all their processes, too. Efficient, clear, and hassle-free.
The challenge
Although Immens has been working with Minggo for several years to optimize recruitment processes (read more about that in this article), they noticed that the contracting and invoicing process in particular could be even more efficient.
“Collecting placement data from clients and candidates used to be done via a Word form sent by email,” says Richard de Vries, co-owner of Immens. “We had to wait for the candidate and client to fill out this document and return it by email. Then, our back office would manually enter all the data into our ATS, Carerix. The whole process took quite a bit of time before placements were finalized and contracts and invoices could be sent.”
Moreover, transferring correct data to the financial application was cumbersome. This meant extra checks, a risk of errors, and unnecessary delays.
The solution: smart forms + integration
With Minggo, Immens created a digital workflow that combines three elements: overview, digital forms, and system integration.
1. Overview of placement data in the ATS.
Using Minggo, Immens created a Placement Data overview in Carerix for the various contract types. Recruiters can now see at a glance:
- Which data for contracting and invoicing is already present.
- Which information is still missing.
- If all information is complete, a green header appears: ‘send data to Exact’.
- If information is still missing, a red button appears: ‘request info from client / candidate’. This automatically sends a form to the client or candidate to request the data (see next step).
2. Smart form for client and candidate
If any placement information is missing for invoicing and contracting, the recruiter can request the missing details from the candidate or client directly from the overview with a single click.
- An email is automatically sent to the client or candidate containing a link to the online form.
- The candidate or client can easily fill in and verify all missing information in the online form.
- New or updated information is automatically added to the ATS, eliminating the need for manual entry.
3. Integration with Exact and Carerix.
As soon as all data is complete, the recruiter can send it directly to the financial application, Exact, with one click.
This means: No duplicate entry, no discrepancies between systems, and always accurate data in both the ATS and the financial application. Subsequent steps like contracting and invoicing can therefore proceed smoothly.
“With Minggo, we ensure a more efficient and user-friendly way to complete placement data,” says Richard de Vries. “Contracts and invoicing are always correct from the start.”
The benefits
The new way of working is more efficient, better organized, and more pleasant for everyone.
- At a glance, the back office can see which data is missing or already available.
- Clients and candidates easily provide information via the Minggo form.
- Data is automatically and accurately synchronized between the form, the ATS, and the financial application.
- The form is fully styled with the recognizable branding and personal touch of Immens.
As Richard summarizes: “The process has become faster and more enjoyable. At a glance, you can see in the back office that all the data is present to create agreements and invoices. We no longer have to manually enter data twice.”
Curious about how to get started with Minggo integrations? Schedule a demo.
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