ProPresence, an HR staffing company, needed complete backend automation for lead generation and candidate management. We built AI-powered workflows that identified and reached out to companies currently hiring, automated candidate screening through multi-stage assessments, and integrated everything into their CRM. Result: 5x lead generation at 50% lower cost, adding $43K MRR in 6 months.

The Challenge: Where Manual Processes Killed Growth Potential

ProPresence, a growing HR and staffing company connecting businesses with qualified candidates, was drowning in operational inefficiency. Despite having strong recruitment expertise and client relationships, their manual backend processes created bottlenecks that prevented them from scaling beyond their current capacity.

"We had the talent pipeline and the client demand, but we were spending so much time on administrative tasks that we couldn't actually grow," explains the ProPresence operations team. "Our recruiters were spending hours manually searching for companies that were hiring, tracking candidate progress through spreadsheets, and responding to the same questions over and over again."

The manual operations were destroying their business model:

• Lead generation bottleneck: Recruiters manually searched for companies with open positions, wasting 15+ hours weekly

• Candidate screening chaos: Resumes reviewed manually, tests sent individually, results evaluated one-by-one

• CRM disconnection: Critical candidate and client data trapped in emails and spreadsheets with no central tracking

• Response delays: FAQ questions answered manually, creating 24-48 hour response times

• Visibility gaps: No clear pipeline tracking meant opportunities fell through cracks

• Scaling impossibility: Every new client or candidate required proportional manual effort

  
  

  For a staffing company competing in a crowded market, these operational limitations were directly costing them revenue and preventing them from capitalizing on their expertise.

The Solution: Intelligent End-to-End HR Automation System

We here at Agent Loopr designed comprehensive automation workflows that transformed both sides of ProPresence's business - client acquisition and candidate management - while creating a unified intelligence layer through CRM integration.

Client-Side Automation: Intelligent Lead Generation

• Hiring Intent Detection: Workflow identifies companies actively hiring for specific positions ProPresence specializes in

• Decision-Maker Mapping: System scrapes HR contacts and hiring managers from target companies

• Automated Outreach: Personalized email sequences sent to decision-makers regarding staffing services

• Response Management: Incoming responses automatically logged in Pipedrive CRM

• FAQ Automation: 80% of common questions answered on email automatically with intelligent response matching

Candidate-Side Automation: Multi-Stage Assessment Workflow

Stage 1: Resume Screening

• ATS-Friendly AI Processing: Resumes analyzed using AI workflow optimized for applicant tracking systems

• Qualification Matching: Candidates automatically scored against position requirements

• Pass/Fail Routing: Qualified candidates automatically advance to next stage

Stage 2: Skills Assessment

• Automated Test Delivery: Passing candidates instantly receive position-specific mock tests

• AI Evaluation Engine: Submitted tests evaluated against ProPresence criteria using AI

• Automated Feedback: Candidates receive acceptance or rejection notifications based on results

Stage 3: CRM Integration Intelligence

• Candidate passes Stage 1 → Pipedrive row updates → Stage 2 test automatically sent

• Client responds to outreach → Response stored in Pipedrive → Appropriate automation triggered

• Test completed → Evaluation processed → Next workflow stage activated

• Status changes tracked in real-time across entire recruitment pipeline

The Intelligence Layer

The system doesn't just automate tasks - it creates a self-managing recruitment operation where every action triggers the appropriate next step without human intervention, while maintaining complete visibility through centralized CRM tracking.

The Results: 5x Growth Without Proportional Cost Increase

Lead Generation Impact:

• 5x increase in qualified company leads generated weekly

• 50% cost reduction compared to previous lead generation methods

• Zero manual searching for hiring companies by recruitment team

Operational Efficiency:

• 80% of FAQ responses handled automatically with instant reply times

• Complete pipeline visibility through automated CRM tracking

• Eliminated candidate tracking errors that previously caused placement failures

Business Growth:

• $43K additional MRR generated within 6 months

• Scaled without hiring additional administrative staff

• Improved recruiter productivity by eliminating manual screening work

• Faster time-to-placement through automated candidate progression

System Reliability:

• Zero data leaks between candidate stages

• 100% candidate tracking accuracy through CRM integration

• Real-time pipeline updates for complete business visibility

"The transformation has been extraordinary," reports ProPresence leadership. "Our recruiters now focus entirely on relationship building and candidate quality assessment - the high-value work they're actually good at. All the administrative burden that was killing our productivity has simply disappeared. We're placing more candidates, closing more clients, and doing it with the same team size."

The Hidden Revenue Discovery

The biggest breakthrough wasn't just operational efficiency - it was discovering how much revenue was being lost to slow response times and candidate drop-off. Before automation, ProPresence found that 34% of qualified candidates abandoned their application process due to delayed communication and unclear next steps.

"We thought our candidate drop-off was normal for the industry, but it turns out most of it was happening because we were too slow," explains their operations director. "Now candidates get instant feedback at every stage. They know exactly where they stand, what's next, and when to expect updates. Our completion rates have skyrocketed, which means more placements, which means more revenue."

The CRM integration also revealed patterns in client response behavior that allowed ProPresence to optimize their outreach timing and messaging, further improving conversion rates beyond the initial automation benefits.

Ready to eliminate operational chaos from your staffing business? This same dual-sided automation approach can be adapted for any recruitment or HR business, transforming both client acquisition and candidate management into intelligent, self-managing systems. Click on the button below to book your free consultation call.