The client faced chronic employee turnover and seasonal peaks in recruitment, creating a constant need to quickly fill operational roles across hundreds of branches. HR teams were overwhelmed by a high volume of applications and repetitive questions, slow pre-screening, and interview scheduling. As a result, shifts went unstaffed, revenues dropped, customer experience declined, recruitment costs grew, and process compliance risks increased.
Fully Automated Creation of Applicant Profiles Through to Scheduling the First Interview
Client Namefastfood chain
Client CountrySpain
- Client typeEnterprise
- IndustryHospitality & Travel
- Application areasHR, talent and knowledge management
- AI technologiesAdvanced Analytics / Data Science, Conversational AI (chatbots, voicebots), Natural Language Processing (NLP)
- Business impactsEmployee Enablement & Productivity, Operational Efficiency & Cost Savings
- Data typesDocuments / Semi-structured Data, Structured Tabular Data, Textual Data
- Delivery modelsCustom Development, Product / Licensed Software, Service / Subscription
- DeploymentsCloud
- Key capabilitiesAutonomous Control & Robotics, Conversational & Language Interaction
- Project stagesInitial Production Deployment
- Solution formsAnalysis, Recommendation, or Report, API / Micro-service Interface, Automated Backend Process, Conversational Interface, Plugin / Extension for an existing system, Web Portal / Dashboard
Solution Description
Problem description
Solution
For the client, it was critical to shorten time-to-hire while maintaining candidate quality at scale. The initial part of the process (answering questions, collecting data, basic screening, and scheduling interviews) was therefore automated with a chatbot. The production solution includes multiple language-specific implementations with unique process details across countries, as well as subsequent analytical processing of all data.
Main Users of the Solution
global HR team
local HR team
branch managers
job applicants
internal IT
Project timeframe (months)
6
Technologies used
TELMA AI platform
SAP Success Factors
Outlook Calendar
Additional services
- Change support and user training
- Compliance/regulatory support
- Providing MLOps infrastructure
- Ongoing maintenance and retraining of the model
- Head of functional/operational unit
Use of Personal / Regulated Data
Yes
Implementation
Project Owner on the Client's Side
Head of functional/operational unit
Participation on the Client's Side
- Business / Product Owner
- Domain / process experts
- Data & ML specialists
- Software & Data Engineering / IT Ops
- Project and change management
Form of Supplier Involvement
Joint implementation with the client
Operation and Maintenance
Operational Model
Supplier
External partners for satellite components (web, backend API connector)
Needed Competencies on the Client's Side
Project manager
Process expert
User representatives (hiring managers)
Other Resources or Infrastructure
API alignment effort
Two basic API connectors created
Data analytics handover
Impact and Results
Qualitative Benefits
Significant reduction in time-to-hire
Immediate interview scheduling with applicants, avoiding churn caused by waiting
Significant time savings for local HR teams
Quantitative Results
More than 100x faster to the first interview (from days to minutes)
Over 10% of local HR team’s time saved
Client Feedback
The client is satisfied with the implementation and plans to expand the solution.
Lessons Learned and Recommendations
Key Success Factors
Team collaboration
Strong project management
Thorough process preparation
Biggest Challenges
Multiple solution instances (different languages, different processes)
How to gradually train users to adopt the solution (increase visibility and accessibility)
Recommendation for Others
Think about the visibility of the solution
Promotion
Demo / Public Resources
- CompanyMAMA TELMA AI
- ContactKuba Krchák
- Emailsales@telma.ai
- Websitehttps://telma.ai
- AddressRevoluční 17, 110 00 Praha