More Organized, Less Upkeep
How one healthcare staffing firm moved 36 VMS connections onto Jobifi, and left messy, manual processes behind.
Company
Anonymous
ATS
Bullhorn
Go-live
February 2025
Migrated From
VMS Sync
Two teams were doing the system's job for it. Here's what happened when they stopped.
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.
Operations
New requirements meant new rules, layered over old ones until they overlapped. No dedicated support to help clean them up, and slow turnaround when something broke.
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.
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.
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 Problem
Duplicate Company and Contact records fragmenting the data. When the same client exists in the system three times, reporting stops reflecting reality and somebody has to reconcile it by hand.
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.
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
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.
Alerts Created
Saved candidate alerts, running continuously against incoming jobs.
- 100%
candidate alerts running
The tracking recruiters used to do by hand, running on its own.
Candidate Submissions
One in four submissions came out of an alert.
- 26%
of 25,135 total submissions
26% matched to Jobifi Alerts
Placements
Alert-sourced submissions closed at a better rate than the firm's average.
- 29%
of 1,227 total placements
29% matched to Jobifi Alerts
Gross Profit
Attributable to placements that started as a Jobifi Alert.
Roughly $6,180 in gross profit per alert-sourced placement. This is not the firm's total gross profit for the period. It is the portion attributed to placements that matched back to an alert.
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.