GAPTEQ supports innovative business model at HeyScout

Platform for reverse recruiting requirements implemented in no time, in the cloud, with modern data management, expandable at any time.

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The client

HeyScout is an HR tech company that supports clients in recruiting skilled workers.

The project

Platform for internal processes and data management

HeyScout is a young HR tech company. With its job finder portal www.heyscout.de, the start-up offers a completely new concept for the professional recruitment of skilled workers and craft businesses. Since established HR tools do not support this innovative business model, HeyScout quickly developed its own platform for internal processes with GAPTEQ – intuitive for employees to use, with smart data management in the backend.

Highlights

Rapid development of a platform for internal work processes

Flexible solution for start-ups with new business models

Collect, compare and process data based on mySQL

Simple web interface for HR specialist users

Approval workflows ensure compliance and data protection

Cloud solution for modern work organisation

Independent development, supported by GAPTEQ support

Quickly and cost-effectively scalable

Process control and feedback of information in a consistent interface

Challenge

HeyScout supports users of its portal with professional HR services, ensuring a qualified application process – as digital as possible and as personal as necessary. This job finder concept for tradespeople is new. Another new feature is that HeyScout focuses not on incoming job postings, but on candidates' search queries. This type of reverse recruiting requires completely different processing procedures than those provided by standard HR tools. Even an HR solution already purchased by HeyScout could not be adapted accordingly and was also too complicated.

The IT experts at HeyScout therefore decided to develop their own customised HR tool using the low-code platform GAPTEQ. GAPTEQ was already known within the company. The project managers saw the rapid prototyping of workflows and data streams, which enables agile development, as a decisive advantage of the software. Its intuitive operation for employees was also an important plus point.

Solution

The project team has created a highly available solution for its modern organisation with GAPTEQ. HeyScout primarily works with cloud solutions based on distributed systems in data centres. At the main location in Munich and in their home offices, employees now access their daily working environment via the GAPTEQ web interface. HeyScout uses a mySQL database as the basis for data storage and process control. The experts at HeyScout took on the development of the internal platform themselves. When more complex questions arose, GAPTEQ support was always quick to help with ideas and solutions. The platform serves the following aspects:

Individual business processes

The candidate-centred HR process involves recording the skills and preferences of applicants in detail in order to achieve a targeted match with companies that are looking for employees. The information entered by candidates in the portal is transferred to GAPTEQ and compared with the search profiles of companies stored in HeyScout's separate sales system. Within seconds, applicants receive suitable job offers based on their preferences.

‘With GAPTEQ, we can implement our individual workflows and data streams very quickly and turn them directly into prototypes.’

Further processing is then carried out by professional scouts in GAPTEQ. Depending on the status of the process, the defined workflow assigns activities to recruiting scouts and sales scouts within their area of responsibility. Activities that cannot be changed are controlled by GAPTEQ's differentiated role and rights concept. This rights concept regulates, for example, which data employees can see or which scouts can delete candidate profiles.

Particularly high data protection standards apply in the HR area. Portal users must explicitly consent to the storage of their personal data. If this consent is not given, no further activities are activated in the internal workflow, i.e. further processing is not possible. The responsible scout can then use a button to generate an automatic email to the candidate, who in turn initiates the corresponding processing process in GAPTEQ by confirming via links.

Automatic data management

In addition to process support, HeyScout also uses GAPTEQ as an internal data hub for collecting, comparing and evaluating data from various systems and transferring it to downstream systems. For a better overview, an admin area with value tables and master data as well as a management dashboard with control-relevant key figures have already been mapped in GAPTEQ.

The dashboard will be gradually enriched with additional data, including from other data sources. For future expansion, it is planned that GAPTEQ will supply a specialised BI tool for complex analysis and visualisation of larger data sets.

Result

HeyScout was able to map its modern work processes very flexibly with GAPTEQ. The defined workflows are intuitive for employees to use, so no training was necessary to learn how to use the system. Complex cross-system processes, such as data release for applicants or matching data from different systems, run automatically or are easily initiated with a click of the mouse from the GAPTEQ interface.

‘We can expand our cost-effective solution at any time based on standard SQL databases, giving us flexibility and independence.’

With GAPTEQ, the start-up company is ideally prepared for rapid growth. HeyScout can expand both the process level and data management quickly and cost-effectively with the web platform based on standard SQL databases. As the volume of data grows, GAPTEQ could also supply advanced AI modules in the future, for example, in order to further optimize the matching of candidates and companies or the targeted customer approach of the sales scouts.

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