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Education Recruitment Goes Digital

Since the first job board sites appeared online in the early ‘90s, recruitment processes haven’t been the same. Gone are the days of scouring newspaper classifieds for job listings and help wanted ads – now, jobseekers turn to their social media networks and online job sites like LinkedIn, Glassdoor, and more.

The digital transformation of job searching has improved the process for job seekers, but it’s also brought new challenges for organizations looking to fill their empty positions. According to the Society for Human Resource Management, the majority of job seekers abandon online applications in the middle of completing it due to complexity.

In today’s job market, the best recruitment procedures focus on providing a simple and painless candidate experience. Organizations trying to fill those empty seats, shouldn’t just focus on the latest social media site or job board, but efforts that will improve the overall candidate experience.

Participate (formerly known as VIF International Education), the largest teacher exchange sponsor in the United States, faced similar challenges in its process for recruiting and relocating its international teachers.

Manual, paper-based recruitment for international candidates

At Participate, recruiting teachers around the globe presents obvious distance and language hurdles, as well as extensive paperwork for relocation requirements.

The organization used an in-house developer to build a custom database and virtual job fair system to manage the recruitment process. However, the process was still highly manual, requiring team members to manually copy and paste data into various documents including resumes, visa applications, and benefit enrollment forms. It didn’t end there. Once documents were compiled they would be mailed overseas for wet signatures from the candidates and then mailed back.

Participate quickly outgrew the time-consuming and error-prone system. The organization decided to migrate its legacy database to Salesforce and hired Salesforce’s implementation consultant, Matt Torcasso, to help them migrate and improve the process.

No more copying and pasting with DocGen®

Torcasso was already familiar with Nintex Drawloop DocGen®  for Salesforce and knew it could address the manual copy and paste challenges of the existing process. To replace the legacy system, Participate created a resume template and used Drawloop DocGen® to merge required Information from Salesforce custom object into the template. Participate also uses the Content Delivery feature to send multiple resumes and associated teacher materials to school district leaders.

“Drawloop DocGen® saves my team about 40 hours of manually merging and debugging candidate resumes every season,” shared Kyle Freeman, Associate Director of Partnerships at Participate. “Now that we have a resume template, it’s as easy as pushing a button in Salesforce and it’s only a matter of minutes to send multiple candidate resumes to our school district clients.”

Drawloop DocGen® also helps Participate deliver visa documents electronically which streamlines the overall process and significantly reduces postage costs. The organization is the largest sponsor of K1 visas in the U.S.

Before Nintex, Participate would mail hundreds of packets each year costing an average of $50 per packet. Now, documents are sent electronically without delivery delays and save the organization thousands of dollars in postage and reduce the process length by weeks.

Improved productivity across the organization

Drawloop DocGen® has helped Participate improve productivity and efficiency for its recruitment, sales, IT, and Salesforce administrative teams, as well as with school districts and teacher candidates.

With Drawloop DocGen®, we have not only created an electronic document process but many documents are also pre-populated with data in Salesforce. Everyone benefits – our internal teams as well as our teacher candidates – from not having to physically touch and fill out documents. It’s a first-class experience.

– Matt Torcasso, Salesforce Implementation Consultant

The Nintex solution helps school district leaders easily access and review international candidate resumes faster than ever before. It’s also user-friendly allowing any user in the business to manage and build their own Drawloop DocGen® solutions without support from Torcasso and his team.

By digitally transforming its recruitment processes with Nintex Drawloop DocGen® for Salesforce, Participate has greatly improved its experience for its teacher candidates, employees and the schools it works with. Participate staff is freed up to focus on higher-value projects.


Read the case study to learn more.


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