Synergie Belgium had a clear goal: to reduce administrative work so that the intake process for new candidates could be faster and smoother. With Minggo, the staffing agency now saves a significant amount of time by automatically requesting important information and documents that candidates enter digitally themselves.
"Documents and missing information are requested automatically, allowing the recruiter to focus on the candidate."
Business Process Manager at Synergie Belgium
Challenge: manually requesting data takes too much time
Synergie Belgium is a staffing agency with over 70 offices and in-house teams at companies across Belgium. Every day, they place over 5,500 employees from these locations.
As a successful staffing agency, Synergie receives many applications daily from candidates looking for work. The problem Synergie faced was that recruiters were unable to process all these applications in a short amount of time. Recruiters had to manually request all information and documents from the candidate and then enter them into their ATS, Carerix.
“By keeping the application form on the website as short as possible, we receive a high volume of applications,” begins Didier De Winne, Business Process Manager at Synergie Belgium. “The downside is that our recruiters have to follow up to request information such as driver’s licenses, experience, or shift preferences to move forward with the applicant. Recruiters often have to wait several days for a response from the candidate, which sometimes means the deadline for certain vacancies has already passed.”
Synergie looked for a way to request information from candidates faster and in an automated manner, without making the application form unnecessarily long. To solve this, Synergie created an app with Minggo where candidates can submit their own details and documents.
Automatically requesting documents
Synergie now automatically sends an email to the candidate from their ATS, Carerix, containing an overview of the information they already have and a link to provide the missing information and documents. The link in the email directs the candidate to a page where the candidate can easily take photos of their documents and fill in their details. After the candidate has added their details and documents, consultants have the opportunity to verify the information for legal validity.
Didier De Winne continues: “The beauty of the app is that the candidate only needs to open the camera on their phone and scan the documents. The document is immediately linked to the correct profile and the recruiter receives a notification. This saves our recruiters a considerable amount of time. Carerix only saves the data after final approval from a consultant.”
“We now have more time for the candidate during an introductory interview,” says Didier De Winne. “We don’t have to ask for a driver’s license or other documents. That information is requested automatically, allowing the recruiter to focus on the candidate.”
"The beauty of the app is that the candidate only needs to open their phone's camera to scan documents. The document is immediately linked to the correct profile in the ATS. This saves our recruiters a great deal of time."
Reactivating dormant candidates with automated requests
Synergie also used Minggo to (re)activate dormant candidates. Didier De Winne explains: “If you automate questions like ‘Are you still looking, which sectors do you want to work in, are you still studying?’, you get a better view of what the candidate wants and you can match them more effectively.”
The ball is then in the candidate's court, as they decide whether they want to share this information. However, those who do can be immediately included in application procedures. Furthermore, it makes it possible to compare competencies. Didier De Winne: “You then see that a forklift driver is also eligible to work as an order picker or warehouse employee. We then immediately ask if the candidate is interested in that.”
This campaign was by far the most successful to date. Out of the 11,000 emails they sent, they received a response from 1,700 students. And 900 of those were actually looking for a job. This was a response rate of more than 8%.
Client portal
In addition, Synergie wants to optimize the client process with a client portal, where clients can quickly place requests and consultants can assess and propose candidates faster. A client portal gives the client a better overview of ongoing procedures and provides all documentation in one place.
Didier De Winne: “Especially with clients who have scheduling challenges and need someone for a specific time slot on a Monday, you want to quickly provide a number of candidate suggestions. While indicating who has worked for the client before and who has already been screened.”
Social media campaign for school leavers
A few months before the end of the school year, Synergie launched a successful social media campaign for students who were about to graduate. Students could register without obligation via a custom registration page (from Minggo) for career advice and job suggestions from Synergie. Participants also had a chance to win a luxury cocktail set.
Your own app without IT developers
Didier De Winne continues: “The reason we ultimately chose Minggo is that we didn’t want to develop our own app from scratch. With Minggo, we can deliver an app relatively quickly with a limited number of employees who have some IT knowledge.”
The impact of Minggo for Synergie? “With Minggo, we are able to free up resources,” says Didier De Winne. “Not through traditional means, but through smart solutions that offer speed and ensure our processes run much more efficiently. The app has only just launched, so it’s too early to draw conclusions. But what I do see is that Minggo has already ensured that our process is less prone to errors.”
The benefits of Minggo according to Synergie
Open communication
The collaboration with Minggo is very smooth; communication is fast and open, and Minggo is also receptive to constructive feedback. Minggo thinks along with us and grows based on our needs.
Launching apps made easy
Minggo is an accessible solution for launching and easily testing an app. With custom projects, you need more people, and it has to be developed and tested more extensively. Minggo allows you to take the wheel yourself. Moreover, the lead time is much shorter, which provides speed.
About Synergie Belgium
Synergie Belgium is an HR service provider with over 70 offices and in-house teams at client companies. The recruitment firm has been operating in Belgium for more than 25 years and comprises four specialized divisions: Interim, Careers, Construct, and S&you. All are focused on a single goal: the right person in the right job. Synergie Belgium is part of the international Synergie network, which includes 750 branches across 17 countries and 4,400 employees.
