Before: The challenge without Instaffo

Ferchau, an experienced recruiting service provider focusing on IT and engineering roles in medium-sized companies, faced typical challenges in filling technical positions—especially in rural regions such as Upper Franconia.

Before using Instaffo, recruiting was characterized by inefficient tools and channels:

• Response rates on platforms such as Xing, Indeed, and Stepstone were extremely low - even for paid ads.
• Candidate profiles were often unqualified, outdated, or did not speak sufficient German - which was particularly problematic for IT roles.
• The internal infrastructure (CRM system from Salesforce & Conexus) was technically limited and led to media breaks, e.g., in the case of unsolicited applications.
• Important recruiting tasks had to be organized manually via Excel, email, or other tools, which was very time-consuming.
• Many channels were paid for, but did not lead to a single successful hire – resulting in a high loss of resources.

Negative consequences

• No ROI from traditional recruiting channels: Platforms incurred ongoing costs without results.
• Time-consuming manual processes: Coordination between recruiting, working students, sales, and customers was fragmented.
• Frustration within the team: Talent was lost because customers did not respond in time or slowed down processes.
• Quality issues: Unsuitable candidates without language skills or the necessary qualifications—e.g., Blue Card holders from abroad without local recognition.

Now: Recruiting with Instaffo

Since introducing Instaffo, Ferchau has greatly improved its recruiting processes, focusing on clarity, quality, and efficiency:

• Higher quality talent: Pre-qualified IT profiles with local connections and suitable language skills.
• Team collaboration in the tool: Working students, recruiters, and sales staff work together using features such as tagging, notes, and Kanban.
• Intuitive workflow: The platform is self-explanatory and can be used immediately without training.
• Data-driven control: KPI evaluations help optimize ads and identify trends.
• Fair pricing structure: Instaffo is only paid if successful—no risk if the position remains unfilled.
• Personal support: Regular communication with contact person Sebastian ensures continuous optimization.

Positive Outcomes

• More suitable applicants through targeted matching.
• Sales, recruiting, and administration work efficiently via a central system.
• Kanban view, talent feed, and analysis features provide overview and structure.
• Processes are not only faster, but also traceable and measurable.

“I think it's totally fair to set up the system this way. With Stepstone, I pay all the time and don't hire anyone. With Instaffo, I pay when I'm successful—I find that really convenient. The platform is super self-explanatory, even our students can use it without any problems.” Sophie Foigt

Conclusion

Instaffo helped Ferchau structure complex recruiting processes in a challenging region and make them significantly more efficient. The platform impressed with its ease of use, high candidate quality, clear KPIs, and personal support. Especially in regions with a limited talent pool, Instaffo creates exactly the added value that traditional platforms could not offer.

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