How Fadac Resources got full pipeline visibility with Zoho CRM and Zoho Recruit
A growing recruitment and HR firm replaced scattered spreadsheets, inboxes, and job boards with one connected system — giving their team a single view of every client, candidate, and live vacancy.
Managing recruitment across disconnected tools — with no single source of truth
Fadac Resources supports multiple sectors with permanent recruitment, contract staffing, and HR outsourcing. With high volumes of roles and applicants to manage simultaneously, the team needed a platform that could give them a unified view of both client relationships and the candidate pipeline — without the cost and complexity of enterprise-level software.
Before working with Webcite.ai, the business was growing. But the tools holding operations together at a smaller scale were actively holding it back at the next stage of growth.
Client briefs lived in inboxes with no structured tracking
Vacancy briefs arrived by email and were managed in inboxes and spreadsheets with no consistent process for tracking progress, ownership, or status. There was no structured pipeline from vacancy brief to placement.
Candidate data was scattered across multiple places
Candidate information was spread across job boards, shared folders, and individual consultants' notes — with no consistent pipeline from application through to offer. Finding the right candidate meant checking multiple places every time.
Follow-ups depended on individuals remembering
With no system-driven prompts, follow-ups were inconsistent across the team. Warm candidates went cold and client relationships were managed differently by each consultant — with no standard process to fall back on.
Leadership had no visibility into pipeline or performance
There was no reliable view of pipeline health, consultant activity, time-to-fill, or which sourcing channels were delivering results. Decisions relied on gut feel and informal updates rather than data.
One connected system — built around how recruitment actually works
Webcite.ai implemented Zoho Recruit as the operational backbone of Fadac's hiring function, integrated with Zoho CRM to manage the client-facing side of the business. The result was one connected platform for the full recruitment lifecycle — from first client contact through to placement and beyond.
Zoho Recruit was configured with dedicated pipelines for both vacancies and candidate journeys — structured around Fadac's real process stages from briefing through shortlisting, interview management, offer, and placement. All candidate records were centralised and linked directly to live roles, so consultants always have full context before making contact. Automated follow-up tasks and workflow triggers ensure no candidate falls through the gaps during busy periods.
Zoho CRM was configured alongside Zoho Recruit to manage the business development function — giving consultants a clear view of client accounts, open briefs, renewal conversations, and full relationship history in one place. The two systems were connected so that activity on the recruitment side is visible in the client record, and vice versa. Automated follow-up tasks, workflow triggers, and email templates were built to ensure consistency across the team regardless of individual working styles.
Job postings across multiple boards — including Indeed, LinkedIn, and Monster — now go live with a single action, with all applications flowing directly into the central Zoho Recruit database. Manual data entry was eliminated entirely. Every application arrives with source tracking intact, giving the team visibility into which channels are generating the strongest candidates for each role type.
Zoho Recruit's client portal was configured to give Fadac's clients visibility into job orders, candidate shortlists, and placement progress — replacing the fragmented email threads that had previously made client updates time-consuming and inconsistent. Clients now have a single, organised space for all communication related to their open roles.
Real-time dashboards were configured to give leadership instant visibility into pipeline health, consultant performance, time-to-fill by role type, and placement revenue. For the first time, Fadac's leadership team could see the full picture of what was happening across the business — not just individual updates from each consultant.
One system. Full visibility. A process the whole team trusts.
By implementing Zoho CRM and Zoho Recruit with Webcite.ai, Fadac Resources gained a single, reliable source of truth for all clients, roles, and candidates. The business is more resilient, more consistent, and built to scale without the chaos that comes with growth.
