The Challenge
HR departments in growing companies struggled with inefficient resume handling, disjointed onboarding workflows, and a lack of intelligent insights. Manual screening, fragmented data sources, and limited collaboration tools slowed down hiring and negatively impacted candidate experiences.
Key Pain Points Identified
Manual resume screening taking 4+ hours per role
Scattered candidate data from multiple channels (email, WhatsApp, etc.)
No centralized system to manage and summarize assessments
Limited role-specific reporting and filtering
Inefficient onboarding experiences and poor analytics
No real-time alerts or predictive retention tracking
Phase 1: Research & Discovery
Duration: 3 weeks
Interviewed HR professionals to understand common resume sources and screening pain points
Analyzed workflows involving resume collection via email, WhatsApp, and job portals
Audited existing tools for ATS, assessment management, and onboarding
Reviewed scoring criteria and onboarding needs for various job roles
Mapped out bottlenecks in manual data entry and disconnected tools
Phase 2: Strategy & Planning
Duration: 2 weeks
Designed a centralized resume collector with email and WhatsApp integration
Prioritized features: bulk upload, AI-powered summarization, role-based insights, and onboarding automations
Defined logic for filtering candidates by score, country, and role relevance
Outlined dashboards with access-based views for HR heads, recruiters, and team leads
Established success metrics: 60% reduction in screening time, improved response SLAs, and onboarding NPS boost
Phase 3: Design & Prototyping
Duration: 5 weeks
Created UI wireframes for inbox sync, candidate cards, and analytics dashboards
Designed a seamless upload experience for bulk resumes and auto-capture from WhatsApp/email
Developed high-fidelity mockups with role-based summaries and performance indicators
Added filters by score, country, channel (email/WhatsApp), and date
Designed an intuitive view for onboarding task progress, feedback forms, and reminders
Phase 4: Testing & Iteration
Duration: 3 weeks
Validated auto-import functionality from Gmail, Outlook, and WhatsApp Business
A/B tested resume summaries across junior, mid-level, and senior roles
Gathered feedback from HR, tech, and ops teams on summary clarity and filter usability
Refined dashboard layouts, alert systems, and candidate view toggles based on real-world input
Phase 5: Implementation Support
Duration: 4 weeks
Collaborated with developers to integrate WhatsApp API and email IMAP protocols
Delivered detailed handoff files including UI specs, data models, and interaction guidelines
QA-tested resume parsing accuracy, auto-tagging, and multi-role views
Supported onboarding for early adopters and monitored feedback for continuous improvement
Key Solutions & Impact
We helped reinvent the hiring process with an AI-driven platform that auto-collects resumes from WhatsApp and email, saving HR teams countless hours. Bulk uploads and smart parsing turned unstructured resumes into structured summaries with match scores. Filters by role, country, and performance helped recruiters quickly shortlist top candidates. The unified system enabled faster decisions, stronger onboarding experiences, and improved collaboration across teams.
Key Learnings from the Project
This project deepened my understanding of HR tech integration challenges, especially when dealing with diverse channels like WhatsApp and email. I learned how important frictionless data capture is for adoption. Designing role-based data views and performance summaries required balancing detail with clarity, and it emphasized the value of automation that feels natural, not forced.
Future Enhancements
We plan to expand integrations to include Telegram and LinkedIn job inbox sync. We’ll also introduce smart nudges for follow-ups, candidate engagement heatmaps, and auto-generated onboarding plans per role. Finally, predictive churn alerts and performance trend dashboards will further support long-term talent strategy.
