Recruiting & Talent Placement · United States
HELM Recruiting Agency
Unified operations system — six spreadsheets retired, one source of truth
Josh was running a high-growth recruiting agency held back by tool sprawl across six Google Sheets and a custom Vercel dashboard. We engineered a centralised Airtable + n8n + Slack ecosystem that replaced all of it.
- Airtable
- n8n
- Slack
- Meta Lead Ads
14
Tables replacing 6 spreadsheets
12
Custom interface pages with live KPI views
100%
Of operations managed in one system
The challenge
What wasn't working
- Operations scattered across six Google Sheets and a custom Vercel dashboard — no central source of truth.
- Fragmented data, delayed follow-ups, and zero real-time visibility for management.
- Recruiters spent more time updating systems than placing talent.
The solution
What we built
01
Single Source of Truth
Six disconnected spreadsheets replaced with a 14-table Airtable base covering Lead Intake, Role Tracking, Sourcing Metrics, and Referral Points.
02
Slack Remote Control
Custom n8n-powered Slack bot with interactive buttons — set review dates, qualify leads, and assign recruiters without ever opening a database.
03
Automated Lead Harvesting
Meta Lead Ads and website forms integrated directly into the pipeline with instant Slack notifications.
04
Milestone Watchdog
Automated tracking for 2026 milestones with reminders for stale roles and overdue deadlines.
The results
What changed
- Legacy Vercel dashboard fully sunsetted
- 100% of agency operations managed through 12 custom interface pages
- Recruiting speed up, no-show rates tracked automatically
- Total management visibility from first contact to placement
Services used in this build
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The repetitive copy-paste between your booking app, CRM, invoicing, and inbox is where hours and accuracy disappear. We connect them into reliable workflows.
CRM and Lead Systems
Leads leak when they live across a phone, an inbox, and three apps. We build one pipeline where every lead is captured, routed, and followed up automatically.
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