Following up straight away
The recruiter responsible hears about it the moment someone applies, not after an e-mail has been forwarded. The recruiter can then get in touch while the applicant is still looking.
LiveCreated for
Automatic application processing
Applications from a partner's job board arrive in the recruitment system as candidates automatically, linked to the right vacancy.
- Role
- Designed and built from start to finish
- Period
- May – June 2026
What it is
Derec is a Dutch staffing agency for education. Derec's vacancies are also listed on a partner's job board, where candidates can apply directly. I built a solution in which every application automatically arrives in the recruitment system as a candidate, linked to the right vacancy, and the recruiter responsible gets an e-mail about it straight away.
ApplicationOn a partner's site
- Name
- Aiden
- Vacancy
- Dutch teacher
- Available from
- 1 August
- Cv
- Attached
Aiden's fileIn the recruitment systemThe recruiter has an e-mail
Candidate created
CV added
Motivation as a note
Linked to the vacancy
What it improves
Nobody has to hand out applications
Before, a colleague read every e-mail to decide who it was meant for. Now an application reaches the recruiter responsible automatically.
Everything is already in the file
The system puts the contact details, the CV and the motivation in the candidate's file, linked to the vacancy. Nobody has to retype anything.
The problem
BEFORE
Every application arrived as an e-mail
An application from the partner's site arrived as an e-mail in one mailbox. A colleague read every e-mail, worked out which vacancy and which recruiter the application belonged to, and forwarded it. Only after that did the candidate reach the recruitment system.
THE USUAL SOLUTION
Why not forward automatically
The usual solution is a rule in the mailbox that forwards every e-mail automatically. The application then reaches someone sooner, but that person still has to work out which vacancy it belongs to and retype everything. That is why the starting point was a direct integration: an application arrives in the recruitment system as a candidate, at the right vacancy.
The solution
THE APPLICATION
Every application comes in directly
When someone applies through the partner's job board, that site sends the application straight on to Derec's system.
- Name
- Aiden
- Vacancy
- Dutch teacher
- Available from
- 1 August
- Cv
- Attached
THE VACANCY
The system finds the right vacancy
The system recognises which of Derec's vacancies the application is for. That also tells it which recruiter is responsible.
Link in the applicationTo the vacancy
THE CANDIDATE
In the candidate's file
The applicant is saved as a candidate in Carerix, the recruitment system the whole company works in, with the CV and the motivation attached and linked to the vacancy.
AidenAvailable from 1 August
CVcv-aiden.pdf
MotivationAs a note
Dutch teacherVacancy
THE MESSAGE
The recruiter gets an e-mail
The e-mail says who has applied and for which vacancy. The recruiter can get in touch straight away.
To the recruiter
New applicationAiden has applied for Dutch teacher.Open the file
CONTROL
Existing details stay as they are
If an applicant is already in the recruitment system, the system leaves the existing profile as it is. The application and the CV are added, and the recruiter decides what gets updated. If the system cannot recognise the vacancy, the application goes to one fixed colleague, so an application never goes missing.
The candidate's profileAlready in the systemUnchangedLives inLeidenFieldEnglishAvailableMon to Wed
ApplicationEnglish teacherAdded
CVcv-2026.pdfAdded
Town in the applicationAlphen aan den RijnRecruiter decides
How it works
An application on the partner's site passes through four places, until the recruiter gets an e-mail about it.
Partner's site → Derec's system · An application
Someone applies
Someone applies on the partner's job board, for one of Derec's vacancies. The partner's site sends the application straight on to Derec's system, with the CV, the motivation and the date from which the person is available. This is the only step a person takes.
Derec's system → Recruitment system · The candidate and the CV
The candidate is linked to the vacancy
The system first checks whether the applicant is already in the recruitment system. It finds the vacancy by the link in the application, which points to the vacancy on Derec's site.For a new applicant, the system creates a candidate and links them to the vacancy. The CV goes into the file and the motivation becomes a note.
Derec's system → Recruiter · An e-mail
The recruiter knows straight away
For a new candidate the e-mail goes to the vacancy's recruiter, for a known candidate to the recruiter that candidate already belongs to.The e-mail holds the details from the application, such as the motivation and the diploma, the links to the vacancy and a button to the candidate. If the CV could not be fetched, or the candidate was already known, it says so.
What it runs on
- Webhook from the partner's sitePasses on every application straight away, and only from a sender that is known.
- Job queue with idempotent processingTries again when a step fails, and processes a duplicate application once.
- Carerix API integrationCreates the candidate and links them to the vacancy.
- E-mailSends the recruiter the message with a link to the file.
The payoff
It has been in use at Derec since May 2026. The recruiter can respond straight away, because an application no longer has to be forwarded first.
An application from the partner's siteBeforeArrived as an e-mail with one colleagueNowIs in the recruitment system as a candidate straight away
Which recruiter it belongs toBeforeA colleague worked it out for every e-mailNowFollows from the vacancy applied for
When the recruiter knowsBeforeAfter the e-mail had been forwardedNowAt the moment someone applies