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From Manual to Automated: Peak Associates Improved Reference Checks with Vitay

Peak Associates streamlined their recruitment process by automating candidate reference checks, significantly reducing the time involved. What used to take 20 to 30 minutes per reference now takes just about a minute to initiate, with results typically returned within 24 hours.

Peak Associates is a leading Toronto recruitment firm specializing in administrative, accounting, and managerial roles. They serve clients from small businesses to large corporations, focusing on finding top talent for positions ranging from junior to C-suite levels.

120
Up to 120 Candidates checked on Vitay annually
75%
More than 75% of References completed question sets
19 hours
19 hours average time for receiving references

Challenge

Before using Vitay, Peak Associates relied on a very manual process for conducting reference checks. Their team had to ask candidates for reference information, personally call each reference, take detailed notes, and then submit those notes to their clients. This method was not only time-consuming but also left room for potential miscommunication, as they often had to paraphrase the responses when relaying them to clients.

“Before Vitay, it was a very manual process: we would ask candidates for the reference information; then, we would call the reference, have a conversation with them, take notes with their answers, and type those up before submitting them to our clients.”

Solution

Vitay transformed Peak Associates’ reference checking process by providing a user-friendly platform that automated and streamlined the procedure. What previously took 20 to 30 minutes per reference, constrained by traditional 9-to-5 hours, is now completed efficiently. With Vitay, references can submit their information after hours or on weekends, allowing multiple recruiters to handle checks simultaneously.

“With Vitay, the reference is written directly by the reference — everything comes directly; it’s exactly what they are thinking; they choose the wording. It is not us trying to paraphrase or summarize what they said.” – Andrea from Peak Associates

Results

Adopting Vitay has led to substantial improvements for Peak Associates. The streamlined process has allowed recruiters to manage their workload more effectively and concentrate on other essential activities. By eliminating the need to paraphrase responses, Vitay ensures that all reference information is genuine and directly sourced from the references themselves, enhancing the credibility of the data shared with clients. This efficiency has not only accelerated the hiring process but also improved the overall quality of the candidate evaluations.

“I love the fact that everything is streamlined now; we just send an email, it goes to the candidate, the candidate submits it, it goes to the reference, comes back to us, and then we just have to forward it.” – Andrea from Peak Associates

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