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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.
Or take the check first: two minutes
What is WinSphere?
WinSphere, founded by Rafael Matabadal in The Hague, makes firms and agencies with 10 to 200 people easy to find and takes the manual work out, recruitment agencies included: a website built to be found, automation that takes over intake and reports, and custom software when a package doesn't fit. We don't touch the professional work: the judgement on a candidate, the contact with client and candidate and the signature stay with you.
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 database full of already-paid profiles sits idle. A large share of your own database is never approached again, while reactivation is 5 to 25 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 25 times more expensive than bringing an existing one back (Bain, Invesp).
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.
Leak: hours that do not go into placing
of recruiter time goes to admin
more expensive to recruit new than to re-engage
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 a recruitment 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. No keyword search like your ATS does: candidates also surface when the words do not match literally. On top of that, a reactivation campaign that re-approaches dormant candidates and puts every reply back into your ATS as a task.
Ready to run 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
admin time
of recruiter time goes to CRM updates, status emails and reports.
Our own sector diagnosis.
times more expensive
That is how much more expensive winning a new client is than bringing an existing one back (Bain, Invesp).
after a warm reply
A ping within 30 minutes of a warm reply. That is how we built it.
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.
You actually want this: someone on your team gets genuinely excited about doing work differently with AI and automation.
Your own database
FAQ
We design and build automated workflows: data pipelines, integrations between your systems and AI steps that take over your recurring work. The result is working automation in production, not advice or a demo.
Yes, and we do that as the first step. AI or automation on top of messy data only automates the chaos. We clean up the data and connect the systems, only then do we automate. That is foundation first.
We build custom software: in our own code where it has to fit your way of working exactly, and with a platform like n8n where that is faster to build and easier to maintain. Your process decides which of the two, not our preference. You are not tied in: it is yours, it is documented, and it runs in your own environment if you want it there. And it connects to what you already use, from ATS and CRM to email.
An extra hire does the manual work by hand, with fixed costs and no economies of scale. We automate the work itself, so your team does more without growing.
Smaller teams actually gain the most, because that is where the most time leaks into manual work. We start with the biggest leak and build out from there. We mainly work with B2B service firms of 10 to 200 employees.
Yes. We work with your existing, connected systems and set up processing in accordance with the GDPR. See our privacy policy for the processors and agreements.
WinSphereWe make firms easy to find and take the manual work out. Website, automation and custom software for firms and agencies with 10 to 200 people.