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Rethinking recruitment: From job board chaos to smart candidate matching

Whether you’re hiring in hospitality, education, tech or community services, one challenge remains the same: sorting through floods of job applicants to hopefully find the right fit.

For many businesses, the default is to post a job ad. But more and more HR leaders are switching to integrated hiring through 91����’s Applicant Tracking System (ATS) and and discovering how much smoother, faster and more cost effective it can be.

“We didn’t even advertise” – SmartMatch sourcing in action

, Senior Manager of People & Culture at , described her experience moving from manual hiring to using the full power of 91����’s recruitment tools.

“For the first two years I was here, recruitment was operated manually. I had desktop folders for each job and manually advertised on job boards.”

Heena began using 91����’s solution to solve her recruitment challenges. 

“We had a role in WA and I thought I found the candidate through a job board, but turns out she was a double-up as she was also in SmartMatch. And we hired her and she’s a gun.”

Once she understood how SmartMatch worked, Heena began trusting it more: 

“Now I don’t even need to advertise to get SmartMatch candidates. They just start to pop up. We made a successful placement with someone from SmartMatch, so I’m definitely going to give it more attention. We don’t pay extra for it.”

“Out of 180 applicants, only one was worth interviewing”

Heena spoke to a common pain point among all four HR leaders interviewed: irrelevant applications and hours spent manually screening.

“The finance roles we advertised were out of control. We received over 200 responses for each one. For the one finance role, we got 180 CVs and only found one candidate worth interviewing.”

That’s where SmartMatch offered a clear time-saving benefit. 

“We had a strong candidate come through SmartMatch. We’re finding that SmartMatch has a good understanding of what we look for. So now when I create a job, I’ll give it more attention.”

Saving money and avoiding ad fatigue

Shan Butler, HR Business Partner at Northern Territory, faced a different challenge: a tiring recruitment process that lacked the benefits of an efficient recruitment system, while continuously posting costly advertisements to attract the same pool of candidates.

“We now post all our jobs through 91���� and grant multiple hirer access to our managers and recruitment panel members. We’re loving and really maximising the custom questions we can attach to positions and link through to SEEK. It saves us so much time analysing and ranking candidates.”

“For some roles, we skip paid job boards and just post on 91����’s job board and our website. SmartMatch helps us to analyse the current market and assist in seeing what local talent is available, saving thousands in advertising fees.”

Moving fast and staying organised with 91����’s hiring tools

One HR administrator and internal recruiter experienced similar challenges of juggling LinkedIn and spreadsheets, before switching to 91���� and finding a far more efficient way to hire.

“I moved our recruitment from posting directly to LinkedIn, to posting via 91����. When we integrated LinkedIn to 91���� last year, our time to hire was 67 days. Since we started posting via 91���� and streamlining our processes, our time to hire has dropped to 22 days. The goal was under 40, so I’m happy with that,” she shared. 

She also explained how consolidating hiring into one system eliminated scattered processes: 

“Before, if someone internally referred a candidate, it was all on Excel. Now I just create a profile for them in 91���� and it’s all in front of me. The hiring managers like it too because you can add notes and tag each other on the candidate profile. Especially when you’re calling 50 people, there’s no way I’d remember what I said to everyone. The notes feature is great.”

The bottom line: smarter, faster cheaper hiring

Each HR leader shared different wins, but the message was the same: switching from posting directly to job boards to using 91����’s ATS and SmartMatch has saved time, money and headaches.

• Time to hire: Cut from 67 days to 22 days for one business 
• Candidate volume: 180+ applicants per role screened manually now reduced via SmartMatch
• Cost: One company saved thousands by avoiding paying for job ads

As Heena put it: “The minute I register a job, SmartMatch starts surfacing candidates. We don’t pay extra for it, so why wouldn’t we use it?”

Inspired by these stories? Take control of your hiring with 91����’s ATS and so you can save hours, reduce job board spend and find better talent, faster.