Recruitment Automation with RPA: Talent Acquisition and Hire-to-Retire Process Improvement - ByteScout

Recruitment Automation with RPA: Talent Acquisition and Hire-to-Retire Process Improvement

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The hire-to-retire procedure, necessary for any enterprise, involves several monotonous and boring tasks. These processes are vital to generating data on applicants’ engagement, education, as well as previous work experience. These are prerequisites in talent acquisition for a well-informed decision making.

When implemented manually, the tasks are both strenuous and susceptible to error. Not only that, they are unproductive, costly, and may not align with HR best practices. Thus, deploying new technology to assume this role is non-negotiable. This is where Robotic Process Automation facilitates Talent Acquisition and also management.

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Let’s examine ten ways or use cases on how RPA streamlines the Hire-to-retire process.

1. Resume Vetting& Shortlisting

The screening of resumes and shortlisting of candidates is not only tedious but time-consuming. It would take an average of three business days of the overall HR time to recruit an individual. With the RPA strategy, the bots can collate and vet resumes, including online application forms, carry out background checks and juxtapose the data with relevant job requirements.

RPA Benefits:

  • It saves the time and effort of recruiters with screening automation and verification of qualified candidates.
  • It optimizes the quality of the recruitment process as it assists in capturing the perfect candidate on time before the competitors.
  • It helps HR to focus on proactive hiring techniques, converse with the candidates personally and more.

Recruitment Automation with RPA

2. Offer Letter Management

Administering the offer letter includes different facets. This includes designing, sending, and monitoring the return of specific documents for new entrants coupled with ensuring the contents of the offer letter comply with corporate regulations. Indeed, it is difficult to proof-check information against several databases and regulations manually. This manual process requires additional time and does not end without errors.

RPA frameworks can create letters fro the new entrants, that are not only accurate but customized as it juxtaposes with different rules and regulations, as well as global practices.

RPA Benefits:

  • It guarantees accurate and compliant, offer letter for experts
  • It assists the HR to focus on game-changing hiring strategy, communicate with candidates one-on-one and lots more.

3. New Candidates Establishment and Onboarding

Once the recruit has received and accepted the offer, HR has the responsibility of providing the prerequisites such as mailing lists, new user accounts, email addresses, crucial IT requirements, and many more. All of these items vary depending on the pedigree of the new joiners. Implementing RPA can trigger the established onboarding process as soon as the new client account is set up. RPA bots can send the predefined onboarding files to the recruit.

RPA benefits:

  • It provides comfort for the new entrants as it guarantees that he or she is equipped technically to perform from the onset.
  • It ensures the predefined, designed and effective end-to-end procedure with cent percent alignment and error-free information.

4. Induction and Training

The induction, as well as training,  are the procedures in the organization when a candidate joins the company or assuming a new role or introduced with the new recruitment. This is to ensure an up-to-date resource that aligns with the technology relating to the running of the business process.

In this induction and training process, RPA verifies the certification status of the candidate with the requirement of a new process. It also notifies the employees about the qualification or certification requirement, handles compliance, and restrict the employee schedules in line with the training requirement.

RPA Benefits

  • It reduces up to three training days per worker yearly and minimizes related help desk calls by 18 percent.
  • It brings data entry errors down by 30%.

5. Travel and Cost Management

In the travel and cost management, challenges are bound to occur such as late expense submissions, missing receipts, out-of-policy expenses, poor visibility, error-prone spreadsheets delayed payments, and more. RPA eliminates these issues and facilitates process automation like performing cost comparison with rules and regulations, claiming processing and the approval of normal travel costs.

RPA benefits

  • It eliminates delays in the submission and the approval of expenses. Thus, improving the satisfaction of stakeholders.
  • It reduces manual tasks and improves accuracy.

6. Monthly Payroll

This is another vital RPA benefits in Human Resource.  A lot of payroll procedures are still rule-based and combines huge amounts of data entry activities. The conventional HR framework struggles as a result of the payroll issue based on leverage standardization and restricted capability as a result of payroll, security and compliance management. The end products are incorrect submissions, inaccurate information and payment delays. Thus, it is ideal for automating the function with an RPA solution that optimizes the accuracy and reduces processing time.

RPA benefits

  • It ensures thorough compliance with best practices
  • It enhances quality and consistency in service.

7. Employee Data Management

The Human Resource team has the responsibility of handling information relating to employees, applicants, former employees, a new recruit, payroll, compliance, and regulatory requirements. Most of the functions demand manual entry. Not only that, it requires updating and maintenance.

Data management is time-consuming.  This is where the use case of RPA comes to play. It automates manual tasks and improves accuracy information all through the employee work-time from the point of hire to retire.

RPA Returns

  • Automation of reading, duplicating, and data synchronization produces a significant reduction in time.
  • Accurate, complete and consistent data guarantees better compliance.

8. Reports and Analysis of Questionnaires and Review

HR battles tasks relating to analysis and reporting of activities as the team has to provide data in a specific format, at the right place and time to take a smart decision. The process demands the screening of surveys and feedbacks across many sources. Not only that, the HR team will spend several hours in creating and updating the dashboards consistently. RPA handles all these to guarantee the robotized report generations, incorporating information capture. mopping and handling of the complex regular reporting requirement. It also screens surveys and reviews automatically.

RPA Benefits

  • With the programmed collection, data preparation and visualization of relevant information, it saves time and resources.
  • It also guarantees consistency in data.

9. Time and Attendance

A lot of employees face problems with the traditional absence management framework when it comes to monitoring vacations and absences. This is hard with manual effort as it is cumbersome to generate overtime control records and time records on large-scale organizations.

Interestingly, the RPA framework finds it more comfortable to authenticate the records by verifying the data and providing real-time alerts when there exists an inconsistency in data. It guarantees the proper management of the entire workforce.

RPA Returns

  • It minimizes problems arising from attendance and erroneous data entry.
  • It guarantees the accuracy, thus improves general control and total compliance with best practices.
  • With shift management and effective planning, it minimizes cost, as well as expenditures.

10. Exit Management

Just like the on-boarding stage, HR has to manage a consistent exit process for all employees. The manual process during the off-boarding of employees raises a flag in several circumstances.

RPA will assure an organized and effective off-boarding process and also add de-provisioning effectively. It will automate activities such as the generation of off-boarding documents, consolidation of leaver’s value, stakeholder notification, revocation of system access and processing of final payment. 

RPA Benefits

  • Automation saves between 50 to 70% of the time
  • It creates a good and lasting impression.


RPA is to complement humans and not to replace them. It will enable the HR team to focus on more challenging jobs instead of wasting time on menial and boring tasks. With this, it will not be an over-emphasis to state that RPA is an effective technology that can streamline the hire-to-retire process.