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Agency/Outsource 🚀

50-100 ppl 🎩

IT Services 👻

Switched from Airtable 😎

How Soft Dev agency automated recruiting process with Fibery

Everything? Not yet, but we are getting there. If something is not in Fibery yet, I have a plan to bring it here.

We started out with financial models and calculations for the company, but right now everything from recruiting, onboarding, vacations, and inventory management to finance, invoices, and client management lives here interconnected.

So our workspace map is not even a spiderweb, it’s a separate beast and I don’t look at it often. It will be hard to explain everything at once, so in this case study, I’ll tell mostly about recruiting.

We were quite early adopters of Fibery, as we were following Michael’s previous work and projects. We switched to it almost two years ago from Airtable and lots of scattered Google Sheets… We hadn’t used Airtable for long though, not everything worked out for us at that time.

There was some learning curve, but in the end, I’m super happy we moved to Fibery, and here is why. 👇

Adding and automating new processes is very easy. I could not have imagined that we would reach this point — and there is still so much potential and so many things coming.

I stopped even looking for different tools for specific tasks or problems most of the time, as I know I can build it in Fibery and it will live in one ecosystem connected to all my other data. I’m not sure how much money we are saving because of that, probably, a lot. But I know for sure that working with all our data in one system saves a lot of my mental health.

Interview planning

‘Upcoming Interviews’ view is quite straightforward: it is a list that shows candidates waiting for an interview. Recruiters contact them, agree on a date and time and add that information to Fibery.

Offer decision

After an interview, the responsible Lead goes to Fibery and gives feedback about the candidate using a special action button.

🤖 Action is created to do a few things at a time:

• record feedback
• update status
• send notifications.

We are using a new feed view to go through candidates with feedback in Fibery:

It is important to monitor how your offers are doing and check in with candidates if needed. The most important information about the offer is placed here from the action. We add some fields for quick checks and coloring — for highlighting candidates that are near the date when the offer ends:

If the offer is accepted, we ask to fill the ‘Planned start date’ field for future use.

Onboarding

Next, we have a view for employees who are joining the team soon — to also keep an eye on them and check if everything is alright.

🤖 Automated notification is sent close to the start date to everyone who is taking part in the onboarding process.

Hired candidate moves to ‘Hired’ state and is displayed in a separate view. There are a few automated actions there, that help us:

• check all of our hires during this year
• create Employee and Bonus records.

And there are a couple of automations that run immediately after employee creation like

• create a schedule for holidays, vacations, sick leaves, etc.
• create operation employee record which is used to connect to clients, employments, and rates etc.

But this is a whole different story for another time =)

Recruiter bonuses

We can also create bonuses for our recruiters right from here. We have a Recruiter entity that is connected to the Employee record — and commission is specified too. Commission for sourcing is fixed and used only in automation formula.

Apart from checking notifications and acting accordingly, we have weekly recruiting catch-up meetings, where we go through all our views, check the states, update our positions and create some action items for specific candidates.

And this is it. The whole process, step by step.

Recruiting process analysis and reporting

We also have some reporting that needs some serious updating for proper usage. But here are some examples for reference.

Here is one of our most important stats along with hired people. It deserves its own separate place =)

I think the next report has potential, especially for performance tracking, but for now, we don’t really use it that much.

Here are also the ‘Position overview’ report and a report that shows positions by client:

There are a lot of them really.

• I love keeping the information connected, with the ability to pull data from entities with relations. I just add everything to Fibery and see the magic happens. I love that when somebody asks if we can track something, store some data, or map some process in Fibery — I’m pretty sure the answer is “yes”. And, what’s even more important, I can build a basic solution in a matter of MINUTES.
• I love Formulas that you can easily create on the go if you can handle the syntax. I also love that names used in them are understandable and clearly show what is happening inside the formula.
• As you probably noticed our Fibery workspace is filled with Automations and they help. A LOT. I create them, I love them. Though I always want more functionality from them.
• Reports are great. You kinda need to learn to use them for complex cases and set up your fields and entities properly, but as soon as you learn to use them, you can get so much information from your data.
• Guest access is great! Thanks! I wish I still could use it better because of permissions.

And I think I just got used to a lot of good stuff.

I have really high hopes for Fibery and where it is going. Checking the roadmap andupdates usually brings me some great news and things to look forward to.

Here are a few general things that I would like to see improved and implemented:

• There is a Slack integration which is awesome, but I would like to have the ability to:

  1. Send notifications to channels instead of individual people.
  2. Create my custom actions in Slack to do something in Fibery (I guess it’s possible with some integrations webhooks, but quite hard to do).
  3. Btw, I barely ever pay attention to built-in notifications.
• Tables. Half of the time when I use tables I miss out on grouping, subtotals, and some other stuff. Another half of the time I create a table report that has all of that, but then I’m missing out on interacting with the data that I see in the table. Permissions. Now I base some of my data structure not on logic, but on how I will give access to it to teammates and contractors. I have separate Spaces solely for this purpose. Now my left menu is looking ugly and I’m not sure I can fix that.
• We started to onboard people in Fibery as guests for some purposes, but I can’t share their own records with Salary, Vacations left, etc. without sharing the records of all employees. Entity-level permissions are hard, but I still think this is the way =)
• Export and online sharing. I would love to see more of that. We are already sharing reports and individual records, but I would love to have more like views and tables sharing — with an ability to operate with them like filtering, etc (Airtable is doing something cool with this).

• Forms are a big deal too — let us ask users, clients and employees to fill requests, ask questions, and leave feedback outside of the system and keep it in it.
• Conditional automations. If Fibery had conditional automations for further steps, I would have 10 automations instead of 20. And I can’t copy automations, so it’s actually quite tidious to create the whole setup of similar rules.

And also I would love Fibery team and readers to give us feedback — what we can do better? What tips and tricks do you have to make our life easier? 🤗