How Tacitbase Streamlined Campus Hiring Across 5 Colleges in Just 3 Days
Discover how a 9-person startup leveraged Tacitbase’s AI-powered hiring software to streamline campus recruitment across 5 colleges in just 3 days, reducing hiring time and improving efficiency.
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The Pain
The Chaos of Campus Hiring for Startups
Campus hiring for startups can quickly spiral into chaos. Disorganized resumes, scattered interview feedback, and delayed communication, making it difficult to manage multiple applications. That results in an inefficient, frustrating recruitment process for both recruiters and candidates.
1. Sorting and Filtering Resumes is a Real Struggle
Campus hiring involves collecting hundreds of resumes from multiple colleges, making manual sorting and screening a nightmare. Without a centralized system, hiring teams often struggle to track applications, avoid duplicates, and filter relevant candidates efficiently.
Impact: The manual process delays candidate shortlisting, leading to missed opportunities and longer hiring cycles.
2. Inefficient Candidate Communication
Coordinating assessment tests, interview invites, and result announcements across five colleges manually through emails takes excessive time. Handling bulk emails without errors while ensuring timely follow-ups is a major challenge.
Impact: Candidates often miss critical updates, creating confusion and lowering engagement.
3. Unstructured Interview Feedback and Decision-Making
With multiple interviewers evaluating candidates, gathering and organizing feedback is crucial. Without a structured approach, interview notes get lost in emails or spreadsheets, making it difficult to make data-backed hiring decisions.
Impact: Hiring teams struggle to compare candidates efficiently, leading to delays and potential biases in selection.
The Challenge
Scaling Campus Hiring with Limited Resource
A small startup with only 9 employees aimed to conduct campus hiring across five colleges to recruit fresh talent. Their biggest challenge was managing the entire hiring cycle, from sourcing applications to sending offer letters, without a dedicated recruitment team.
1. Collecting and Organizing Resumes Manually
With applications coming in from five different colleges, the hiring team had to deal with hundreds of resumes arriving through emails, spreadsheets, and physical copies. Without a centralized system, tracking candidates and ensuring no one was missed became a daunting task.
2. Screening Candidates Without an Efficient System
Reviewing and shortlisting candidates manually took hours of effort. The team had to open each resume, compare qualifications, and make decisions without a structured ranking system. This slowed down the process and increased the chances of missing out on qualified candidates.
3. Coordinating Assessments Without Delays
Conducting a written test or an online assessment across multiple colleges required quick coordination and immediate result processing. Manually sending test links, collecting scores, and notifying candidates was time-consuming and prone to errors, making it difficult to maintain a smooth workflow.
4. Communicating with Candidates at Scale
Manually sending emails for test results, interview invites, and rejections was another challenge. Sending personalized emails to every candidate without automation took unnecessary time and increased the risk of delays or miscommunication, leading to a poor candidate experience.
5. Managing Interview Schedules Across Multiple Panels
The startup’s team of nine employees was divided into three interview panels, but without a structured system, coordinating schedules and tracking which candidates were assigned to which team was chaotic. Candidates often had to wait due to mismanaged interview slots, causing frustration on both sides.
6. Gathering and Reviewing Interview Feedback
Interview feedback was scattered across notebooks, emails, and chat messages, making it difficult to consolidate opinions and make informed hiring decisions. Without a standardized feedback system, the team struggled to compare candidates effectively.
7. Making Final Hiring Decisions Quickly
With multiple interviewers and different rounds of evaluation, bringing all insights together for a final hiring decision was time-consuming. The lack of an organized way to compare feedback led to delays in selecting candidates, increasing the risk of losing top talent.
8. Sending Offer Letters Without Delays
Once the final candidates were selected, the last challenge was sending out offer letters quickly and securely. Manually drafting and emailing offer letters to multiple candidates left room for errors and unnecessary delays, potentially causing candidates to accept competing offers.
The Solution
AI Recruitment Software to Screen 685 Candidates
The startup, with a team of just nine employees, needed to conduct campus hiring across five different colleges. Managing 685 candidate applications manually would have been overwhelming, but Tacitbase helped them streamline the entire process, from job posting to offer letter signing, in just three days.
1. Centralized Talent Pool: One Job Post, Centralized Applications
The company published a single job post and shared it across all five colleges. Instead of dealing with scattered resumes and email submissions, Tacitbase automatically captured all 685 applications into a single talent pool. This allowed the hiring team to easily view, filter, and manage candidates from one place without wasting time on manual tracking.
2. Automated Candidate Screening for Faster Shortlisting
With hundreds of resumes to review, the hiring team relied on Tacitbase’s AI-powered candidate relevancy feature. The platform automatically ranked applicants based on skills, experience, and job fit, eliminating hours of manual screening. By the end of the first day, the team had already identified their top 150 candidates for assessments.
3. Seamless Assessments and Instant Shortlisting
On Day 1, the startup conducted an assessment test for all 150 shortlisted candidates. Once the test scores were uploaded to Tacitbase, the system automatically processed and tagged candidates based on performance. The recruiters could then instantly filter out the top 80 candidates who met their criteria.
4. Personalized Bulk Emails for Test Results & Interview Invitations
Instead of individually emailing each candidate, the hiring team used Tacitbase’s bulk email feature to send test results and interview invites within minutes. Candidates who passed received a personalized email with details of their next steps, reducing delays and ensuring a professional candidate experience.
💡 How to Use Tacitbase: Log in to Tacitbase, navigate to the Hiring Dashboard, and see all your jobs, candidates, reviews and interviews, in one place. No more tool-hopping or lost updates!
5. Structured Interview Management Without Confusion
On Day 2, the company organized 3 interview panels. They divided their team of three into three interview panels and used Tacitbase’s candidate labeling feature to assign candidates to each team. This meant that every recruiter could immediately see which candidates they were responsible for, reducing miscommunication and scheduling conflicts.
6. Real-Time Interview Feedback for Smarter Decision-Making
During interviews, each panelist viewed candidate resumes directly in Tacitbase and entered feedback immediately after each discussion. Important insights, such as “Culturally Fit”, “Strong Technical Knowledge”, or “Relevant Projects,” were added as labels, ensuring all key evaluations were recorded in one place.
7. Data-Driven Hiring Decisions in Just a Few Hours
On Day 3, after all interviews were completed, the hiring panel sat together to finalize their selections. Because Tacitbase had already organized feedback, resumes, and candidate labels in one place, the decision-making process was faster and more structured. Instead of spending days reviewing notes, the team quickly compared candidates, discussed insights, and finalized the top six hires.
8. Instant Offer Letter Generation & E-Signatures
As soon as the final six candidates were selected, the startup generated and sent offer letters directly from Tacitbase. Thanks to the built-in e-signature feature, candidates were able to sign their offer letters digitally, reducing paperwork and eliminating unnecessary delays.
By using Tacitbase, the company successfully hired six top candidates from 685 applicants across five colleges, in just three days. They eliminated manual resume screening, email back-and-forths, scheduling conflicts, and feedback mismanagement, saving countless hours and ensuring a seamless hiring experience for both candidates and recruiters.
Tools are powerful so the process is clean and easy
As a client, I’m incredibly satisfied with Tacitbase. It empowers our recruiting partner to handle high volumes of applications efficiently, streamlining the entire process for us. The platform’s ability to support complex workflows ensures that our specific needs are met. Moreover, Tacitbase serves as a single source of truth, allowing me to easily view all open positions and track progress at any time. This transparency and efficiency have significantly improved our hiring experience.
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