International Employment Agency case study

Complete IT environment for an international job agency.

Goals

  • reducing operational complexity and administrative overhead typical for cross-border employment operations
  • streamlining recruitment and job postings
  • simplifying communication with candidates and workers
  • improving relations with business partners
  • securing corporate data and personal information
  • improving sanitary security related to the COVID-19 pandemic

Challenges

  • no ready-made solutions available – all data scattered across spreadsheets, with no unified CRM or project management system
  • legacy IT infrastructure in place
  • connecting external tools in use
  • ongoing COVID-19 pandemic
  • creating a user-friendly enterprise platform
  • unstructured recruitment process — candidates who applied were frequently forgotten, with no system to track or follow up on them
  • no phone system — each employee used their own phone, with no centralized call handling or logging

Implemented improvements

MintHCM

foundation for all subsystems and integrations

My People

centralized candidate and worker management, replacing scattered spreadsheets

My Projects

management of leased temporary workers and active client projects

mobile app
for office workers

streamlining day-to-day in-house operations

mobile app for clients

streamlining business relationships and project management

employee portal

self-management of contracts, special requests, and communication with the home office

Voicebot

automated candidate contact and qualification via AI-powered voice calls

My Housing

management of temporary worker accommodation

The HCM system

MintHCM served as a solid foundation for a dedicated job agency platform. Check for yourself why we picked it for this project.

Reasons to love MintHCM

  • It is a fork of SuiteCRM – another reliable, well-known business software
  • Its code is open and allows for individual customization
  • It offers numerous “soft HR”-related features
  • It can be hosted in the cloud as well as on-premise
  • eVolpe is an official MintHCM’s partner and our developers know it inside out

Features that make an employment agency work

  • Projects – business contracts, job openings, employee requirements, project logistics in detail
  • Candidates & Candidatures – all the info about the people and their skills in the context of available job offers
  • Accounts – all the info about business partners and the contracts in place
  • Employment limits – a way to stay in control of how much time an employee can take
  • A1 documents – formalities related to insurance and duration of employment
  • Demand – team size, skills, timelines, and other requirements in the context of a given project
  • Activity history – meetings, phone calls, e-mails; all in one place
  • Medical exams – issues related to occupational medicine
  • Permissions and professional certificates – keeping track of employees’ skills and competencies
  • Reports – enablement of analytically justified business decisions

Recruitment and project assignment (My People & My Projects)

Before the system was implemented, the agency had no structured CRM or candidate management process. Candidates who applied frequently went uncontacted — they would be logged somewhere and simply forgotten, with no system to remind recruiters or track follow-up actions. Each recruiter operated on their own spreadsheets, making the process error-prone and impossible to monitor consistently.

The first major implementation phase — My People — addressed this directly, followed by My Projects to handle the operational side of active assignments.

A “project” in this context means a full client engagement: for example, a business partner needing 50 warehouse workers in Germany. The scope covers everything from recruitment and legalization to transportation, accommodation, and ongoing workforce management.

When one of the business partners announces a project, a recruitment machine is set in motion, and HR specialists begin a long and complex process:

  • actively looking for appropriate candidates
  • collecting applications from multiple channels
  • interviewing and evaluating candidates
  • coordinating communications
  • gathering necessary documents

No wonder our client asked for a proper visualization of such operations.

Custom recruitment calendar

The entire scope of recruitment-related information is presented in a single browser window. HR specialists can review all ongoing activities at once. All elements of the chart are movable — dragging the colored bar to another place results in rescheduling the preferred employment period.

Interactive project chart (Gantt View)

The system shows ongoing projects, people who have been assigned to them, for how long, what skills they have, and whether all the formalities have been completed. A convenient drag and drop function and a set of clickable icons get the job done. The chart also displays employment limit warnings — when a worker is approaching a contractual or legal time limit, the system highlights it proactively.

Reporting & Analytics

Before the system was in place, the agency had no visibility into its own pipeline. There were no reports, no conversion data, and no way to understand which channels or projects were performing. The system introduced full reporting capabilities:

  • number of candidates per project and per recruitment stage
  • conversion rates between recruitment stages — showing where candidates drop off and why
  • channel effectiveness — which sources generate the most viable candidates
  • project attractiveness — which roles candidates prefer

Legalization Process Management

A significant and often overlooked part of the agency’s operations is the legalization of foreign workers — particularly those arriving from Ukraine and heading to markets such as Germany. Before the system was implemented, this process was chaotic, handled ad hoc via email.

The system introduced structured task management for legalization, tracking each worker’s individual steps:

  • visa applications and waiting periods
  • Karta Polaka verification
  • document submission deadlines to the relevant authorities
  • market-specific requirements — each destination country has different documentation needs

There is no direct integration with government systems — the process is managed entirely within MintHCM, with checklists and reminders keeping everything on track.

Employment Limits & Legal Compliance

The agency operates across multiple legal frameworks, each with its own rules about how long a worker can be employed without interruption, in a specific company, or in a specific country. Before automation, these limits were tracked manually — or not at all.

The system now calculates and enforces limits automatically using complex rule-based algorithms. Examples of rules handled:

  • a worker cannot be placed with a specific German client for more than 9 consecutive months
  • after a period of uninterrupted work abroad, a worker must return to Poland for a defined period before being legally re-employed there
  • short interruptions (e.g., under 5 days) may or may not reset the employment counter, depending on the applicable regulation

When a worker is approaching a limit, the system generates notifications and, where appropriate, automatic blocks — preventing an illegal assignment from being made. Previously, this was handled through ad hoc emails between HR staff, with inevitable gaps.

Integration with an ERP system

Do you need of a new software, but have another one in place? Are you worried you’ll duplicate a lot of information running two separate instances?

The job agency we have worked with had similar concerns.

We have easily saved users from re-entering the same information by building a two-way connection between their preferable ERP and brand-new HCM.

Areas covered by the integration

  • candidate and employee database
  • database of business partners
  • contract details and demand for temporary workers
  • documents repository
  • employment details
  • salary rates
  • company resources (cars, phones, computers etc.)
  • vacation requests
  • absences
  • A1 documents and limits
  • pay slips
  • debit notes
  • occupational medicine information

Voicebot — Automated Candidate Outreach

One of the most impactful additions to the platform is an AI-powered voicebot that automates the initial contact and qualification of candidates. Before its introduction, a large portion of applicants were simply never contacted — the agency lacked the recruiter capacity to call everyone, and there was no system to remind them who was waiting.

How the voicebot process works

Step 1 — A candidate applies through any channel and is automatically added to a voicebot campaign.

Step 2 — The voicebot calls the candidate and conducts a natural, conversational screening interview. Clients have noted how human-like and fluid the interaction feels.

Step 3 — All gathered information is written back to MintHCM: candidate data fields are updated, and the call is logged with a full transcript and an AI-generated summary.

Step 4 — Based on the candidate’s profile and the agency’s current project requirements, the voicebot calls again — this time presenting specific job offers tailored to the candidate. If new information surfaces during this call (e.g., the candidate has lost their driving licence, or wants to travel with a partner), the voicebot updates the profile and adjusts the offer accordingly.

Step 5 — If the candidate selects a project, they receive a calendar link and can immediately book a meeting with a human recruiter — skipping unnecessary intermediate steps.

Voicebot results

Approximately 70–80% of candidates are willing to engage with the voicebot and provide the information needed to proceed. This has shifted the bottleneck from “we can’t reach candidates” to “we need to process more qualified leads” — a fundamentally different and more manageable problem.

The voicebot is currently the agency’s top operational priority, with all available development capacity focused on expanding its capabilities.

Speech-to-Text and AI Summaries

Every call — whether handled by the voicebot or a human recruiter via the integrated call center — is automatically transcribed. An AI-generated summary is then attached to the relevant candidature record in MintHCM, giving recruiters instant context without needing to replay recordings.

Streamlining day-to-day operations for office workers

The agency operates across multiple branches in Poland and abroad, with office workers frequently moving between locations. A custom mobile app centralizes visibility into who is where, when they travel, and when they return.

Functionality of the app for internal employees

attendance list

information about who to expect at the office and who works from home

absence calendar

visualization of planned absences and the possibility to compare schedules

covid calendar

managing the risk of contacting infected people in the office

holiday requests

coordination of staffing during the holiday season and beyond (substitutions, etc.)

resources management

managing and booking corporate resources

organizational structure

visualization of the hierarchy in the company

news

notifications from “the life of the company”

benefits

enlistment and management of the benefits available to the employee

Candidate zone

Our client had many ideas on how to effectively handle communication with pending candidates. One of them concerned the establishment of a dedicated web portal, the so-called “candidate zone.”

The idea was to create a place where a person, who has not yet started a job – had a chance to properly prepare for the experience.

Our developers came up with a functionality that saves users from unnecessary paperwork and lets them access their information online. Here’s what they’re able to find:

  • Candidate data – personal information collected for recruitment and employment purposes
  • Contracts – information about contract terms, status etc.
  • Departure checklist – a list of tasks to be completed and things to pack
  • Job’s specifics and accommodation details

Job portal

Not only are HCM systems our domain. Professionals at eVolpe are willing to take on various challenges. Web development included.

The agency we work with asked us to get their own small job portal. In sync with their requirements, we have developed it as a webpage on a popular platform called WordPress.

Integration with external job portals

In addition to their own website, the employment agency we work with also places its offerings on external portals.

Thanks to the integration by eVolpe, they are now able to effectively manage such content in one place. Everything is properly organized and marked with statuses within our software.

Self service portal for temporary workers

  • Main dashboard – my issues, news, surveys, notifications
  • Holiday requests – option to create a request and observe its status
  • Payslips – detailed salary information
  • Business trips – information about employees’ delegations
  • Billing notes – settlement of expenses, integration with EspagoPay
  • Housing tickets – notices about malfunctions in place of accommodation
  • Ideas – option for proposing improvements of various type
  • Employment history – periods of employment, interruptions of employment, documentation
  • Chat with a staff member

A few example cases

Seamless payment settlements

Another interesting feature useful for our job agency was integration with EspagoPay. It helped them settle expenses with temporary workers. This way they could charge them for things like accommodation, transportation, equipment, or clothing.

How does it work?

The temporary employee registers and activates their card in the system. To do so, they use EspagoPay’s secure pop-up. Activity is verified with an additional code sent out via SMS. Once the card is added to the system, easy and quick settlements are possible. And all in accordance with the 3D Secure standard.

Reporting accommodation issues

We have also developed a feature for temporary workers to report a malfunction in their accommodation.

If that occurs, all they have to do is log in to the system and describe what’s happened. With just a few clicks of the mouse, a ticket gets created. It is also possible to attach photos.

Quick and easy! But it is not the end of the workflow…

Kanban view of submitted issues

The rest is up to the office worker who coordinates the repairs. We have also made their job easier!

This time with a kanban view. They can conveniently manage stages of each case and follow up on unresolved issues. As well as drag and drop tiles representing ongoing projects, and archive old cases.

Chat
On top of that, there’s an option to discuss the matter via chat, directly with the author of the complaint.

Streamlining business relationships with external employers

Mobile apps are conquering the business world. Our client dreamt of one for communicating with external business partners.

Say no more. We’ve made that happen for them, too.

In the eVolpe-made mobile app, the contractors of the job agency post their demand for new workers. They can also access the employee database, track unjustified absences, and report any issues along the way.

Functionality of the app for the job agency’s clients

attendance list

list of projects

employee evaluation

employee profile

absences reporting

demand planing

employment history

time tracking

Omnichannel approach

An employment agency is the perfect ground for an omnichannel strategy.  And that’s because a response to a job offering can come from every possible channel.

  • phone
  • email
  • job portal
  • livechat
  • text message
  • social media
  • website form

Although modern forms of contact are gaining popularity, in most cases, nothing beats the old phone call. A candidate interested in a job usually calls to learn about the details of an offer.

Therefore, the company we’re in business with needed a reliable tool to get the most important information from such an exchange and coordinate further tasks.

Call center, employment agency style

The person who calls our job agency gets recognized in the system as a new or existing candidate.

Depending on their status they have in the system, they receive a slightly different experience.

During the call, it is possible to preview the activity history and save new information in the context of the relevant candidature.

Text Message gateway

“If you are interested, reply YES. If not, reply NO.”

Positive reply? The system will schedule a phone call with a recruiter. Negative message, or no message at all (within the specified time)? Candidature rejected t automatically. Easy, huh?

Apply for Demo Call

During the call, we will discuss your project in detail and address any questions or requirements you may have.

Afterwards, we’ll be able to give you the project’s timeline and budget estimate.

FAQ

Our pricing is tailored to fit the unique needs of each staffing agency, considering factors such as implementation scope and desired features. To provide an accurate cost estimate, let’s discuss your specific requirements in more detail. Please schedule a demo to explore pricing options further.

Keep in mind that our solution is free from licensing fees, thus your TCO doesn’t increase as you scale your operations.

Each project is unique, so the implementation timeline varies based on the scope and features required. We utilize the Scrum methodology, delivering new features every few weeks, allowing you to see tangible progress and provide feedback throughout the process.

Yes, our software utilizes open APIs, enabling seamless integration with any other system you currently use. Whether it’s your ATS, payroll software, CRM, Marketing Automation, Call Center, or other tools, we can ensure smooth interoperability.

We can also implement new tools for you from our open-source catalogue.

The level of customization is virtually limitless. We can develop any feature or workflow to align with your specific business requirements and processes, ensuring the system meets your unique needs.

We offer basic and extended support packages tailored to your needs. From initial implementation to ongoing maintenance, our dedicated support team is here to assist you every step of the way.

Our servers are located within the EU to ensure compliance with GDPR regulations. Additionally, our system implements robust role-based access control and data encryption measures to safeguard sensitive data.

Absolutely. We keep all EU citizen data in data centers located within the EU and can customize processes to meet GDPR and your internal regulations seamlessly.

We provide comprehensive user and admin training to ensure seamless adoption of the system by your employees. Our training sessions cover all aspects of system usage and can be tailored to your team’s specific needs.

Proper training maximizes user adoption, which in turn ensures great ROI of your project.

Our solution scales effortlessly without rising license costs, thanks to its open-source nature. Whether your agency experiences growth or requires additional features in the future, our platform can adapt to meet your evolving needs.

Open Source code is like a recipe that’s freely shared with everyone, allowing anyone to see, modify, and improve it. Just as sharing a recipe can lead to better cookies with more people contributing ideas, Open Source code benefits from a community of developers who work together to find and fix bugs, making it safer and more reliable. With many eyes reviewing and refining the code, it’s like having a team of experts ensuring that the recipe – or in this case, the software – is the best it can be.

Of course, your data and any customizations that we develop for you, are never shared with anyone.

Apply for a demo call, where we’ll showcase the basic functions of the system and various use cases that we can implement, and discuss your organization’s specific needs. The demo presentation can be tailored to your requirements, and you’re welcome to invite anyone from your team to participate.

About us

At MintHCM, we know that you want to streamline your candidate management processes. In order to do that, you need flexible and scalable CRM solution. The problem is traditional HR software is rigid and costly to customize, which makes you feel trapped in outdated processes.

We believe HR management should be adaptable and empowering. We understand the challenges of navigating complex CRM workflows, which is why we leverage our 15 years of expertise in open source business software development.

So schedule a consultation today to integrate and streamline your workfows, and break free from outdated systems, empowering your organization to thrive in the modern workforce management.

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