How Rapid Recruitment Asia automated their entire business with a custom ERP powered by low-code

About Rapid Recruitment Asia

Rapid Recruitment Asia is a prominent recruitment firm based in Singapore. With over 40 recruiters, they provide temporary and contract staff to support and scale clients' business operations. From logistics and supply chain to healthcare, manufacturing, and finance, the company also assists a vast range of clients in hiring talented individuals for specialized roles through their permanent staffing services.

In this case study, we'll take a look at their comprehensive Zoho Creator-powered ERP system that helps them tackle operational challenges that previously hindered their efficiency.

The challenges

Before adopting Zoho Creator, Rapid Recruitment Asia relied on a CRM system and managed internal processes using Google Sheets. While these tools served certain functions, they lacked integration and control over company-wide processes. The absence of reliable tracking and the use of multiple platforms for various tasks resulted in disjointed operations. The firm eventually recognized the need for an all-encompassing application that could centralize their recruitment processes and eliminate manual work.

The solution

Building a custom ERP through The Techno Set Sdn. Bhd.

To address their operational challenges, Rapid Recruitment Asia reached out to Omar Khamam, founder & CEO of Malaysia-based business solutions provider and long-standing Zoho Partner, The Techno Set Sdn. Bhd.

When evaluating available solutions, Rapid Recruitment Asia explored many native applications. However, they found that prebuilt HR applications didn't align with their specific requirements. They knew they needed to incorporate their exact needs into a single, comprehensive application tailored to meet their requirements. With Omar's assistance, the firm built an end-to-end recruitment ERP on Zoho Creator.

Here's what it covers:

CRM module

Previously, all data was captured through spreadsheets, resulting in issues such as data loss and lack of transparency. However, with the exclusive CRM built on Zoho Creator, Rapid Recruitment Asia now captures leads and manages the entire customer lifecycle until the lead is converted into a client. The CRM encompasses multiple stages, from capturing leads to drafting terms of business (TOB) contracts, all facilitated within Zoho Creator. Furthermore, extensive contract management is carried out using Zoho Creator forms.

E-contract modules

Rapid Recruitment Asia utilizes three templates for e-contracts based on job types: freelance, permanent, and outsourcing. Once the TOB is filled out in the application, a Writer document is generated, incorporating all the input data into the final contract. Integration between the custom ERP and Zoho Writer ensures that the contract is generated with variable data. Recruiters, who are the owners of the records, can access the contract in Zoho Writer through the provided WorkDrive link. A hierarchical setup enables both recruiters and account holders to access the record, providing seamless collaboration.

Online job application

To adapt to COVID-19, Rapid Recruitment Asia developed an online job application. Each recruiter sends a personalized link to candidates via WhatsApp, and once the candidate fills out the application, they're assigned to the recruiter who sent the link.

The system includes a workflow to identify and blacklist candidates who have applied multiple times.

The system also features dashboards to analyze recruiter performance, allowing management to track activities within the organization and optimize commission rates for each recruiter on a monthly basis.

Leave management

Rapid Recruitment Asia utilizes a leave management solution to track different types of leave, leave balances, and holiday balances. Users can directly apply for leave through the solution by selecting the date and type of leave while checking their balance. They can also apply for leave on behalf of team members. A dedicated dashboard displays the leave calendar, leave balances, and sections for administrative approvals.

Benefits

Through their custom ERP, Rapid Recruitment Asia has made significant improvements in their operations. The custom application provides better control and oversight from a macro perspective, allowing management staff to gain comprehensive insights into the company's performance. Unlike the limitations of Google Sheets, the new application offers enhanced automation and integration across various recruitment operations. From generating employment contracts to document management, the application streamlined multiple processes that previously operated independently on different platforms.

Going forward

The grass ahead looks greener for Rapid Recruitment Asia, as they plan to further extend their application's functionality. While some applications like finance and payroll will continue to operate separately, they aim to integrate features related to payment management into the Zoho Creator application. The firm remains committed to ongoing improvements by refining existing processes and enhancing the user interface to optimize their day-to-day operations.