Case Study

Applicant tracking system dedicated to a Airport recruitment

A publicly traded restaurant group operating across airports and train stations replaced its inefficient spreadsheet-based recruitment process with a bespoke applicant tracking system built on Microsoft Power Platform. The solution streamlined location-specific workflows, enhanced real-time collaboration, improved data integrity, and provided advanced analytics, significantly boosting recruitment efficiency and scalability across multiple transport hubs.

Background

Client: Publicly traded restaurant group operating at airports and train stations
Industry: Hospitality/Recruitment
Scale: Multiple locations across airports and train stations
Challenge: Inefficient spreadsheet-based recruitment tracking system unable to scale with business growth

Challenge

As this restaurant group expanded their operations across multiple transport hubs, their recruitment needs grew more complex. The company was struggling with significant limitations in their existing recruitment process:
• Reliance on spreadsheets for tracking all applicant information
• Performance issues as data volume increased with business growth
• Data synchronisation problems with multiple users accessing files simultaneously
• Frequent data loss and version control issues
• Inability to accommodate location-specific security requirements
• No standardised process for different recruitment settings
• Limited reporting capabilities for recruitment metrics
Each airport and train station location had unique security clearance requirements for staff, necessitating customised application processes and different information collection protocols. The company needed a scalable solution that could maintain these location-specific differences while providing centralised oversight.

Solution

DataCactus proposed and developed a bespoke applicant tracking system built on Microsoft Power Platform, specifically using Power Apps' model-driven application framework.

The solution included:

1.Custom Data Model: A robust database structure designed to capture all required applicant information while accommodating location-specific variations

2.Location-Specific Workflows: Customised business processes tailored to the unique requirements of each airport and train station

3.Secure Authentication: Integration with Azure Active Directory for enterprise-grade security and user access control

4.Real-Time Collaboration: Multi-user capabilities allowing recruiters to work simultaneously without data conflicts

5.Advanced Reporting: Power BI integration for comprehensive analytics on recruitment activities and outcomes

Implementation

The implementation followed an agile methodology with rapid iteration:

1.Requirements Gathering: In-depth sessions with key stakeholders to document specific needs for each location and general system requirements

2.Rapid MVP Development: Leveraging the low-code capabilities of Power Apps to deliver a minimal viable product within the first week

3.Iterative Enhancement: Regular stakeholder reviews and incremental feature additions based on feedback

4.Process Customisation: Configuration of location-specific business processes and security requirements

5.Reporting Integration: Development of comprehensive Power BI dashboards for recruitment analytics

6.User Training: Hands-on sessions for the recruitment team to ensure smooth adoption
The entire project moved from initial requirements to final deployment in just six weeks, with only two weeks of actual development effort required—a testament to the efficiency of the low-code Power Platform approach.

"DataCactus transformed our recruitment process from a cumbersome, error-prone spreadsheet system to a streamlined, purpose-built application in just six weeks. The solution perfectly accommodates our complex requirements across different airport locations, each with unique security protocols. The speed of development using Microsoft Power Platform was remarkable, and the final system has made our recruitment team significantly more efficient."

Head of Technology at TRG