Eleven in the morning, a client asks for two warehouse workers by Monday
You have the right person in mind before you hang up, you've already interviewed her, you know she's free, you know she lives twenty minutes away, and that part of the job cost you barely an hour
Then the rest begins, the record to redo because the candidate came through months ago and the documents have expired, the contract to prepare that is identical to the last one except for the role and the dates, the ID card and the tax code to retype into the agency's business software, the file to put in order, and meanwhile it's five o'clock
Where the hours go in an agency
- Candidate records retyped, with data that is already on a photographed document they sent you themselves
- Contracts and hiring letters that are always the same text with three fields different inside
- Extensions, which come back every month, always the same, and have to be prepared one at a time
- Timesheets, which every client company sends however it likes, an Excel file, a PDF, a sheet photographed with a phone, a message
- The documents to ask the candidate for, then to ask for again, then to ask for once more
- The deadlines to keep an eye on, because a contract that ends on Friday has to be seen on Wednesday
The value you sell is finding the right person quickly, and you know the trade, the problem is that half the day isn't spent there, it's spent inside forms
Examples of what the system can do
These are examples of work the system is able to do, not work already delivered to some agency, Muffin Suite started recently and we'd rather tell you that than spin you a story
- It reads the ID card and the tax code the candidate sent you, pulls out the personal details and writes them into the agency's business software, opening the screens the way a person would
- It takes the standard contract you already use, puts the person's details in it, the role, the dates and the client, and leaves it ready for you to check and sign
- It spots which contracts end in the next two weeks and prepares the list of extensions to do, with the related documents
- It collects the timesheets that arrive from different companies, in different formats, brings them all into the same layout and flags the rows that don't add up, a double shift, a missing day, a name that isn't in the records
- It logs into the clients' portals with your credentials, takes what is needed or uploads what you want uploaded, and files the documents with the name and the folder you use
Timesheets and portals are the awkward part, because the client companies decide their own systems and there may well be no technical integration to use, and that is exactly the point we work on, the system uses the screens, it needs no special permissions inside the program, we go into it in more detail on the page about programs with no integrations and on the one about web portal automation
What stays with you
The people, the interview, the choice of who to send where, the call to the client when something goes wrong, the relationship you keep with the companies around you, which is everything someone turns to an agency for instead of posting an ad
The system does the mechanical steps, and when a piece of data doesn't add up it doesn't invent it, it stops and sets the case aside for you, how much freedom to give it is your decision, at the start it's worth keeping it on a short leash and then widening out on the cases you have seen work
Why you come out ahead
The hours that go into records and forms today come back free, and you use them to fill the requests you leave behind today, without putting one more person on data entry, if you want to see the figure with your own numbers there's the page to work out the savings
You don't have to replace your software, the system uses what you already have installed
How it starts
I'm Antonio Fuccillo, I write the automations myself and I answer the messages myself, so you're talking to the person who actually does the work
You show me a procedure, a screen recording is fine too, I look at whether it can be done and I tell you the monthly fee before we start, that figure stays and you approve every addition, the whole path is written out on the how it works page