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AI & automation for recruitment agencies
Less time on CRM updates and status emails, more placements from candidates already in your database.
What is WinSphere?
WinSphere is the AI and automation partner for recruitment agencies of 10 to 50 FTE in the Netherlands and Europe, founded by Rafael Matabadal. We determine which systems you should build and in what order, and build them: foundation first (clean data, connected systems), then the workflows that cost your team time.
The four leaks
In four fixed places: placements that take too much manual work, your dead database, clients that do not come back, and admin. These are not incidents but structural leaks, and that is exactly why they can be automated.
1
Leak 1: new placements
Every vacancy brings in a pile of applications, increasingly written with AI. Manual sourcing and screening takes hours, and the strongest candidate drowns among the rest.
Leak: hours of screening, and still missing top candidates
2
Leak 2: dead database
For every new vacancy you open LinkedIn, while your own file full of already-paid profiles sits idle. More than 50% of your database is never contacted again, while reactivation is 5 to 10 times cheaper than new sourcing.
Leak: candidates you already have, but do not use
3
Leak 3: client retention
After a placement, no system keeps the client warm. The relationship fades, while winning a new client is 5 to 7 times more expensive.
Leak: clients you serve once instead of structurally
4
Leak 4: admin and operations
CRM updates, status emails and manual reports take up about 36% of recruiter time. Illustrative: 4 recruiters x 14 hours x €35 is €1,960 per week in lost capacity.
Leak: hours that do not go into placing
of recruiter time goes to admin
per week freed per recruiter
cheaper to reactivate than source
to call moment after a warm reply
What we build
WinSphere automates the four leaks at the source: for each leak a working workflow in your existing stack (Bullhorn, Recruitee, OTYS or similar), not a demo on the side. And we honestly state what already runs and what we are still building.
Running in production at an executive search agency
From vacancy to screened shortlist
You start the sourcing agent with a completed vacancy form. It retrieves up to 50 profiles, assesses each on role, sector, scope and region, and only puts those who clear the threshold into your CRM, screened and scored. Applications follow the same route: automatically scored, top performers on top.
Working search pattern, ready for your database
Waking up a dead database
Search by meaning in your own file: vacancy text in, the ten strongest candidates from your own database out, with an explanation per match. On top of that, a reactivation campaign that re-approaches dormant candidates and puts every reply back into your ATS as a task.
In development, ready to deploy on your stack
Clients that come back
After a placement, a check-in sequence keeps your client warm: a personal email after 30, 90 and 180 days in the name of the account owner, and a task in your CRM as soon as it goes quiet. That way the next vacancy does not go to a competitor.
End-to-end tested, ready for production
Admin and follow-up automated
Every reply to your outreach is captured automatically: AI scores the intent (warm, lukewarm, no), adds the contact as an opportunity in your CRM and alerts you as soon as someone is warm. CRM and ATS updates, status emails and reports run alongside: the work that currently takes up 36% of recruiter time.
Flow
As soon as a candidate comes in, WinSphere enriches and matches the profile in the background. Your recruiter no longer opens an empty screen, but a ready-made shortlist.
Results
36%
admin time
of recruiter time goes to CRM updates, status emails and reports.
8 to 14
hours per week
roughly €15,000 to €26,000 per year freed up per recruiter once admin and follow-up run automatically.
5 to 10×
cheaper
to reactivate a candidate from your own database than to source new.
30 min
to call moment
top candidates contacted before they are in talks elsewhere.
The difference
The usual routes
✕
An extra recruiter. You pay someone to keep doing the same manual work. The admin scales along with the hire.
✕
A standalone ATS tool or AI feature. Solves one part, but does not connect with the rest and runs on messy data.
✕
Tinkering yourself with Zapier. Works until it breaks. No owner, no overview as it grows.
WinSphere, foundation first
✓
Foundation first. Your ATS data in order, only then automate.
✓
Placements, database, retention and admin as one chain, not four separate tools.
✓
One accountable party that builds it, monitors it and grows with your agency.
Fit check
Not a fit
You are a DIY-minded agency with your own IT that would rather build this yourself; then you are better off with a tool than with us.
You are smaller than 10 FTE (1-9): then there is usually too little volume and database to plug.
You want candidates delivered: we do not do sourcing as a service, we build the systems around it.
A fit
Your recruiters are drowning in applications and lose hours every day to screening and CRM/ATS admin.
Your database holds hundreds to thousands of candidates nobody can find anymore.
You work in a fixed ATS (Bullhorn, Recruitee, OTYS or similar) and want to stay in it.
Your own database
FAQ
WinSphereAI & automation that lets you grow, without hiring extra people.
WinSphere