At a glance
- Custom software automates Shaerp's back office: CV enrichment, parsers, workflows and invoicing
- IT consultancy makes sure the technology fits the real recruitment process
- Cyber security protects the personal data of candidates and clients
- Digital signage keeps information in the office central and up to date
Shaerp is an international recruitment agency based in Gorinchem that connects companies with talent. The agency focuses on a fast-changing technology landscape and aims to do more than fill vacancies: it helps clients find the right people who genuinely make a difference. Alongside recruitment and selection, Shaerp offers payrolling, contracting and MSP services for clients across a wide range of sectors, including finance and banking, healthcare, e-commerce and consultancy. That means lots of candidates, lots of contracts and lots of admin, all of which has to be accurate and on time. A recruitment agency runs on speed and on data. Receiving CVs, assessing them, matching them to the right assignment, sorting out contracts and finally invoicing: every one of these steps takes a lot of time when done by hand, and each is prone to errors. At the same time, a great deal of personal data flows through the organisation, which places demands on security and care. Shaerp also works with a global candidate database, so data from different countries and sectors comes together every day. That is why Shaerp was looking for an IT partner that would not only manage the technology, but also help think through how the work itself could be done smarter. TRON Group builds custom software for Shaerp's internal back office, provides IT consultancy and takes care of cyber security. Below you can read how we tackled that together, from automatic CV enrichment and parsers to workflows, invoicing and digital signage in the office. Throughout, we work from the same principles as Shaerp itself: reliable, committed and transparent.
Starting point
The challenge
At its core, Shaerp's work is about matching people to the right assignment, as quickly and carefully as possible. In practice that means a constant stream of CVs, candidate data, assignments and contracts. Many of those steps were handled manually or through separate tools that didn't connect well. Entering a CV, retyping data, assessing candidates and finally invoicing: each task takes time and leaves room for mistakes. On top of that, Shaerp works internationally and for many different sectors at once. That makes the admin complex: different agreements per assignment, different documents and different steps all the way to the invoice. With a global database of candidates from different countries and industries, it is essential that information stays structured and easy to find. Without central support, keeping an overview and working consistently becomes difficult. Finally, recruitment runs entirely on personal data. CVs, contact details and contract information are sensitive and need proper protection, especially in sectors such as finance and healthcare where care and compliance carry a lot of weight. Shaerp wanted a more efficient back office without compromising on security, and without becoming dependent on stand-alone solutions that nobody really manages. So the brief for TRON Group had two parts: make the work smarter, and keep the IT secure and under control.
How we tackled it
Our approach
Mapping the recruitment process
We started by listening. Through IT consultancy, we walked through the entire process with Shaerp, from a CV arriving to the final invoice. Where is time being lost, which steps keep repeating and where do errors creep in? By first understanding how recruiters and the back office really work, we could build custom software that fits day-to-day practice rather than the other way round. That approach mirrors Shaerp's own, which also starts by truly understanding what a client needs.
Building CV enrichment and parsers
Much of the manual work lies in processing CVs. We developed parsers that automatically read incoming CVs and capture the data in a structured way. On top of that runs automatic CV enrichment, which fills in and organises missing or loose information. As a result, nobody has to retype everything by hand any more, and candidate data is ready for matching sooner, even when it comes from different countries and sectors.
Setting up workflows and automations
Around the candidate data, we built workflows that automate the fixed steps in the process. Recurring actions, status changes and internal tasks run automatically wherever possible, so staff can focus on the real work: contact with candidates and clients. The automations are custom-built and match the way Shaerp is organised, taking into account the differences between recruitment and selection, payrolling, contracting and MSP.
Connecting invoicing to the back office
Invoicing is the final step in many recruitment assignments. We integrated invoicing with the rest of the back office, so the data captured earlier in the process is reused here too. That saves retyping, prevents errors and makes the admin flow more smoothly from the work already done. Because agreements can differ per assignment, invoicing is set up to handle that variation.
Taking care of security and digital signage
Because Shaerp handles a lot of personal data, we set up robust cyber security and kept the IT fully managed. Security was built into the custom software and the wider IT environment from the ground up, not bolted on afterwards. We also provide digital signage in the office, so current information is shared centrally and visibly on screens. That way the technology supports not only the process behind the scenes, but the workplace itself.
The big picture
The solution
The solution for Shaerp is not an off-the-shelf package but a coherent combination of custom software, consultancy and security built around the internal back office. It starts with the CVs: parsers automatically read incoming documents and CV enrichment completes and structures the data. Around that run workflows and automations that take over the fixed steps in the recruitment process, right through to invoicing, which builds on the same data. Because the software is custom-built, it fits how Shaerp actually works rather than a standard process imposed from outside. That matters for an agency that combines recruitment and selection, payrolling, contracting and MSP, and operates internationally. IT consultancy makes sure choices are well founded and that the technology supports the work instead of getting in the way. Cyber security keeps the personal data of candidates and clients protected, and digital signage keeps information in the office central and up to date. The result is a back office that needs less manual work, where data only has to be captured once and security grows with the organisation. That lets Shaerp focus on its core business: matching the right people to the right assignment.
What it delivers
The results
- Back-office software tailored to Shaerp
- Custom-built
- CV enrichment, parsers and workflows
- Automated
- Cyber security for personal data
- Secured
Our work with Shaerp shows what happens when software is built around the work itself rather than the technology. By automating the back office with custom software, parsers and CV enrichment, the organisation has far less to enter and retype by hand. Data is captured once and then reused, from the first processing of a CV right through to invoicing. Just as important, the technology is managed and secure. Cyber security protects the personal data that flows through the organisation every day, and IT consultancy keeps choices well founded so the solution can grow. With digital signage added, IT supports both the processes behind the scenes and the day-to-day work in the office. For Shaerp, this means a back office that runs more calmly and consistently, with more room for real recruitment work. For TRON Group, it is a great example of Moving IT Forward: IT that works, grows and protects, built from the client's day-to-day reality.
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