The Outsourced Recruitment Company

The challenge

The Outsourced Recruitment Company, known as TORC, was engaged to deliver a complex, high-volume RPO. The work required TORC to operate like an internal recruitment team, with rapid turnaround, end-to-end visibility and robust reporting across a constantly shifting portfolio of roles.

The operating environment was fast-paced and demanding. TORC was managing high applicant volumes, changing priorities and urgent role requirements while working across three separate systems. That created heavy manual administration, slow reporting and fragmented communication records.

The burden was felt by the delivery team. Instead of focusing on sourcing and fulfilment, they were spending late nights reconciling data and updating systems by hand.

TORC needed a centralised, secure and adaptable platform that could match the pace and scale of the RPO.

The solution

Recruit Wizard collaborated with TORC to design a bespoke RPO-ready solution. The implementation brought workflows, communication, reporting and agency submissions into one controlled recruitment environment.

A dedicated Recruit Wizard environment allowed TORC to operate under the client brand while maintaining clear data separation and meeting strict security requirements. Dedicated email addresses were connected directly to the instance, so candidate correspondence was automatically logged without manual intervention.

Recruit Wizard also built a downstream agency portal so external agencies could submit candidates securely and consistently. This kept submissions in one channel and prevented direct outreach to hiring managers.

Real-time analytics and reporting were built around the RPO’s requirements, including time-to-fill metrics, month-end reporting, spend analysis, applicant flow and live role progress. TORC and the client could both access the information they needed without waiting for manual updates.

As requirements evolved, Recruit Wizard continued refining workflows and adding functionality alongside TORC’s leadership team.

The result

The platform significantly reduced manual administration. Automated logging, centralised communication and integrated workflows meant the team no longer had to maintain multiple disconnected systems by hand.

Recruit Wizard gave TORC one source of truth. Handovers became smoother, decision-making became faster and recruiters could quickly see the latest activity without piecing together updates from separate tools.

The client also gained stronger transparency. Applications, screening progress, role pipelines, interviews and activity were visible in real time, building trust and reducing the need for ad hoc status requests.

With manual work reduced and reporting centralised, TORC could handle higher volumes, support additional internal projects and maintain service levels as the RPO evolved.

The partnership continues, with TORC and Recruit Wizard working on further enhancements to streamline more reporting and workflow activity into one system.