01 The Before

Two teams, two workarounds

The firm was running 36 VMS connections at the time, supporting a recruiting team of 30 to 35. On VMS Sync, they had no dedicated rep who knew that configuration well enough to help maintain it. Support requests came back slowly when they came back at all, and the connection itself was unreliable.

We didn't have a consistent rep who really knew our setup and could help us manage or clean up our rules. Over time, we kept adding new rules on top of existing ones, which created overlaps and made the configuration harder to manage.

System Analyst • Healthcare Staffing Firm

Overlapping rules are hard to unpick. Each one was written to solve something real, so nobody wants to be the person who deletes one and finds out later what it was for. Without support to help sort it out, the configuration kept growing.

Recruiters had built their own fix. Candidates they didn't want to lose track of went into personal Excel sheets, maintained by hand, outside the system everyone else was working in.

Recruiting

Recruiters kept their own Excel files to track candidates the system might otherwise let slip, updating them manually and working outside the ATS to do it.

These look like separate problems. They are the same one. When a system won't keep things organized on its own, the people using it build something on the side that will, and then spend their time maintaining that instead. The workaround becomes the job.

02 The Switch

No single breaking point

There was no dramatic failure that forced the decision. It accumulated. Slow responses, connection problems, limited support, and a rule set nobody could get on top of. What the firm wanted was a system that was easier to manage and a vendor who would answer when they needed something.

They moved to Jobifi in February 2025.

03 The Fix

Records that file themselves correctly

Implementation surfaced a problem in the Bullhorn integration. Without refined logic, Jobifi was creating duplicate Company and Contact records, which generates manual cleanup work later.

The Fix

Jobifi's team worked with the firm to build parent-child record logic, matching jobs against Company and Contact records that already existed and filing new ones correctly beneath them.

Records that land in the right place on their own are records nobody has to go back and sort out later.

04 The Impact

The spreadsheets went away

Both workarounds retired. On the operations side, more accurate job data and a system that was simpler to manage meant less troubleshooting and less maintenance. On the recruiting side, tracking candidates moved into the normal workflow, which meant the personal Excel files had nothing left to do.

Jobifi helped bring that tracking into their normal workflow, eliminating the need to constantly maintain a separate spreadsheet and making it easier to follow up with candidates at the right time.

System Analyst • Healthcare Staffing Firm

The firm has since grown from 36 VMS connections to 43. Under the old setup, seven more connections would have meant more rules to layer in and more configuration to keep straight. They added the connections without adding the upkeep.

Jobifi has been a game-changer — the ROI was immediate. We've seen significant increases in placements and revenue, while recruiters spend less time chasing mismatches.

Director of Operations • Healthcare Staffing Firm

05 The Numbers

What that was worth over 33 weeks

Jobifi handles job aggregation and alerts. Submissions and placements live in Bullhorn, and the firm arrived at these figures by comparing alert activity against their own submission and placement records. The violet share is what matched back to a Jobifi Alert, and the rest is everything else the firm was already doing.

How these were measured

How these were measured. The firm produced these figures by comparing alert activity against submission and placement records in Bullhorn. Jobifi does not report on submissions or placements, so the numbers come from the firm's own system rather than ours.