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Client Overview

A France-based recruitment agency specializing in sourcing highly skilled cybersecurity engineers for clients in sectors such as technology, finance, and government. The agency operates in a high-stakes, time-sensitive environment where most job requests require delivery within hours to win deals.

Challenges Faced

The agency faced significant operational challenges due to the nature of its industry:

1. Time Sensitivity: Recruitment requests were highly urgent, often requiring candidate profiles to be submitted within hours, leaving no room for manual, time-intensive processes.
2. Anonymous Application Forms: Candidates’ identities needed to remain confidential, requiring additional steps to anonymize profiles while ensuring accurate client matches.
3. Profile Collection and Filtration: Gathering and filtering candidate data from multiple sources manually was inefficient, often resulting in missed opportunities.
4. Unified Application Forms: Preparing client-ready application forms for shortlisted candidates took 30–40 minutes per request, causing delays in submission.
5. Competitive Pressures: The agency needed to respond faster than competitors to secure placements and maintain client satisfaction.

Solution Provided

Cogya implemented a tailored AI-powered recruitment system, designed to streamline the client’s operations and address their time-sensitive requirements. The 3-step AI Transformation process was followed to deliver the solution in a phased approach:

1. Phase 1: Centralized Candidate Data Collection
   • Built a customized application intake system that consolidated candidate profiles from various sources into a single platform.
   • Integrated anonymization tools to remove personal identifiers automatically while maintaining key skills and qualifications.
2. Phase 2: AI-Driven Candidate Matching and Filtration
   • Developed an AI-powered filtration system to evaluate applications based on criteria such as certifications, years of experience, and technical skills.
   • Implemented a ranking algorithm to prioritize candidates most aligned with client requirements, ensuring quick and accurate matches.
3. Phase 3: Automated Application Forms
   • Designed an automated system to generate unified application forms for shortlisted candidates based on AI scoring.
   • The forms were dynamically formatted to meet client specifications and generated in seconds, replacing the previous manual process.
4. Phase 4: Rapid Client Submission
   • Created an automated report generation system that compiled shortlisted candidates into anonymized, client-ready profiles within minutes.
   • Integrated customizable filters to allow real-time adjustments based on evolving client needs or last-minute requests.

Results Achieved

1. Time Savings:
   • Reduced the candidate matching and filtration process from 3-5 days to just 2–3 hours per request.
   • Generated client-ready application forms for shortlisted candidates in seconds, compared to the previous 30–40 minutes per candidate.
2. Increased Client Wins:
   • Improved the agency’s deal win rate by 30%, as faster responses helped secure more time-sensitive opportunities.
3. Enhanced Accuracy:
   • The AI-driven system ensured that client needs were matched with the most qualified candidates, significantly reducing errors and mismatches.
4. Operational Efficiency:
   • Consolidated candidate data and anonymized profiles in one system, eliminating the manual effort of anonymization and filtering.
5. Competitive Edge:
   • Faster response times allowed the agency to outperform competitors in high-pressure scenarios, strengthening client relationships and trust.

Key Features of the Solution

• Anonymization Automation: Ensured confidentiality while streamlining the profile preparation process.
• Automated Forms: Generated unified application forms in seconds, tailored to the client’s specifications.
• Customizable Filters: Allowed the agency to adjust candidate criteria dynamically, improving responsiveness to last-minute changes.
• Real-Time Matching: Leveraged AI to identify top candidates instantly, ensuring alignment with client needs.