Post: Case Study: How Sarah’s HR Team Cut Hiring Time 60% with Make.com
Sarah’s regional healthcare HR team was averaging 45 days to hire. Candidates were ghosting at 28%. Recruiters were spending 12 hours per week on admin. Six months after Make.com implementation: 18-day time-to-hire, 9% ghosting rate, 4 hours admin per week.
Related: Stop Candidate Ghosting with Strategic AI — Complete 2026 Guide
The Starting Point
Sarah, HR Director at a regional healthcare network, was managing 3 recruiters handling 80-120 open positions at any given time. The team’s workflow was manual-heavy: every candidate communication sent by hand, scheduling handled via email chains, ATS-to-HRIS transfer done post-hire by the coordinator.
Symptoms: 45-day average time-to-hire (industry benchmark: 28 days), 28% ghosting rate among late-stage candidates, and each recruiter spending 12 hours/week on administrative tasks instead of sourcing and relationships.
The 4 Automations That Changed Everything
- Stage-transition communications: Every ATS stage change triggers a personalized candidate email within 60 seconds. No recruiter action required.
- Scheduling automation: Candidates receive a self-service scheduling link immediately after phone screen. No email coordination.
- Offer letter generation: ATS “Offer” stage triggers PandaDoc letter with populated compensation and terms. Delivered within 2 hours of verbal offer.
- ATS-to-HRIS sync: Post-hire data transfer automated. Coordinator freed from manual entry.
90-Day Results
- Time-to-hire: 45 days → 18 days (60% reduction)
- Ghosting rate: 28% → 9%
- Admin per recruiter/week: 12 hours → 4 hours
- Positions filled per recruiter/month: 6 → 9
- Candidate satisfaction score: 3.2 → 4.6 (5-point scale)
FAQ
How did Sarah’s team cut hiring time 60%?
By automating stage-transition communications, scheduling, offer letters, and ATS-to-HRIS sync — eliminating the 2-3 day delays between stages caused by manual steps.
What were the before and after numbers?
Before: 45-day time-to-hire, 28% ghosting, 12 hrs/week admin. After: 18-day time-to-hire, 9% ghosting, 4 hrs/week admin.
What industry was this?
Regional healthcare — high hiring volume, compliance requirements, significant candidate competition.
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