Before: The challenge without Instaffo

VIER GmbH, a company specializing in AI-based communication solutions, was specifically looking for tech talent, particularly for Java and backend development. The recruiting processes were highly decentralized, which led to an inconsistent candidate experience and a high level of internal coordination effort.

Before Instaffo, recruiting was faced with the following problems:

• Recruiting was carried out in parallel by specialist departments and HR, without clear ownership.
• There was no central system for coordinating or documenting application processes.
• Candidates were sometimes contacted multiple times—or received no feedback at all.
• Active sourcing was time-consuming and ineffective.
• Specialist departments had neither access to tools nor a structured database for evaluation.

Negative consequences

• Confusion and redundancy: Candidate communications duplicated by different team members.
• Slow processes: Unclear responsibilities led to delays in the selection process.
• Lack of control: There were no data-based insights into the effectiveness of measures.
• Poor candidate experience: Some applicants received no feedback or inconsistent support.

Now: Recruiting with Instaffo

With Instaffo, VIER succeeded in structuring and professionalizing its recruiting processes in a sustainable manner:

• Central platform for all stakeholders: HR, tech teams, and hiring managers access the same interface.
• Matching-based talent access: Highly relevant candidates who are open to change are suggested directly.
• Collaborative evaluation: The team can act in a coordinated manner with notes, tags, and feedback functionality.
• Clear communication structure: Every step in the process is documented and traceable.
• Shorter time-to-decision: Less coordination, more commitment.

Positive Outcomes

• Uniform processes: Clear responsibilities, central platform, transparent communication.
• Fast decision-making: Specialist departments have direct access to profiles and feedback.
• Better fit: The proposed candidates meet both technical and cultural requirements.
• Reduced workload for HR: Standardized processes and a clear structure in the tool save time and reduce errors.
• Measurability: KPIs and performance data assist with internal reporting and optimization.

“Instaffo has helped us move our recruiting from gut feeling to control—with data, structure, and a real eye for quality.”
“We now talk about facts and matching, not assumptions—that's a huge step forward.”

Conclusion

With Instaffo, VIER has found not just a tool, but a process partner that brings transparency, efficiency, and quality to recruiting. Especially in a complex, decentralized setup, the platform ensures order, measurable success, and a greatly improved applicant experience.