Overview

I designed and implemented a centralized hiring and onboarding system, replacing a fragmented, manual process with a structured, automated workflow.

Previously, hiring was managed through email threads, memory, and inconsistent individual processes. Applications were easy to miss, candidate progress was difficult to track, and approvals often became bottlenecks. Onboarding was equally manual, requiring repetitive communication and follow-up from managers and payroll, which slowed down hiring and occasionally resulted in losing strong candidates.

I built a “Hiring Center” using Lark that centralized applicant intake, interview tracking, approvals, and onboarding into a single system. Candidates now apply through a web form, automatically entering a structured pipeline where managers can track progress, leave notes, and move candidates through defined stages. Executive approvals are handled through automated notifications, and once a candidate is hired, onboarding begins immediately through guided workflows that collect required documentation and introduce new hires to company systems.

The result is a system that increases hiring speed, improves visibility, and creates a consistent, scalable process across all locations.

Impact

• Reduced hiring bottlenecks, particularly during approval stages
• Eliminated missed candidates and inconsistent follow-ups
• Improved candidate experience with faster communication and clearer process
• Increased offer acceptance rates and improved quality of hires
• Reduced time between offer acceptance and first scheduled shift
• Centralized visibility for management into hiring pipeline and progress
• Automated onboarding tasks, reducing manual workload for managers and payroll
• Standardized hiring across locations, eliminating reliance on individual manager processes

Tools Used

Lark Base · Lark Forms · Lark Automations · Lark Messenger · Lark Wikis · Email

Beyond efficiency gains, the system created a consistent and professional hiring experience—improving both internal operations and the first impression candidates have of the company.

TECHNICAL DOCUMENTATION

For a full breakdown of the system architecture, tools, and implementation: