Recruiting for five companies on one shared platform
“With Concludis we have gained considerably more transparency in our recruiting processes. All facilities work on one shared platform and still keep their own decision-making paths. That makes day-to-day coordination easier and means we can fill open positions faster.”
The challenge: recruiting inside a complex organizational structure
Sabine Schmid’s team coordinates recruiting for several companies within Rummelsberger Diakonie. That means accounting for very different facilities, decision-makers and approval paths – from care homes and services for people with disabilities through to schools and vocational training centres.
Before Concludis, the organization worked with a system that was essentially limited to publishing job ads. Applications could not be managed in a structured way, and much of the coordination happened manually.
At the same time, Rummelsberger Diakonie faced a challenge familiar to many social sector providers: attracting specialists in shortage occupations. That calls for fast processes, transparency, and the ability to involve many people efficiently.
Why Concludis?
Several vendors were evaluated during the selection process. What ultimately mattered was how well a solution could meet the organization’s requirements.
- modelling complex corporate structures
- the ability to work in a decentralized way
- simple, fast processing of applications
- an intuitive user interface
“Concludis was the only system able to model our complex holding structure in full while still offering an intuitive interface – that is what decided the selection process.”
The solution: central control, local decisions
Rummelsberger Diakonie has used Concludis for applicant management and multiposting since 2020. The HR department handles central administration, configuration and user training. The actual hiring decisions, however, are made locally in each facility – by facility managers or the responsible specialists.
That exact way of working can now be modelled inside the system: approval processes are managed digitally, responsibilities are clearly assigned, and automated workflows support everyday recruiting. This includes automatic acknowledgements to applicants, reminders for outstanding assessments, automatic closing of vacancies, and publishing job ads to the Federal Employment Agency.
“Thanks to the digital approval workflows, as the person responsible I can see immediately which applications have already been reviewed and which still need my decision – that saves time and increases transparency.”
The result: more transparency, simpler processes, high flexibility
Today the organization processes around 15,000 applications a year across five companies, while managing some 140 vacancies in parallel. What proves particularly valuable is the ability to model complex processes and responsibilities transparently.
Everyone involved sees exactly the information they need for their task. As a result, even with varying working hours and many people involved, everyone stays on the same page.
- simple, intuitive operation
- digital multi-stage approval processes
- flexible adaptation to the organization
- GDPR-compliant through roles and permissions
- transparent collaboration for everyone involved
Outlook & recommendation
The demands on modern recruiting keep evolving. Rummelsberger Diakonie is therefore currently looking at the use of artificial intelligence: an AI upgrade for Concludis is under evaluation, to unlock further potential in processing and organizing application procedures.
For Sabine Schmid, the solution is particularly well suited to organizations with complex structures and many people involved. Anyone who wants to steer recruiting centrally while still enabling local decision-making needs a platform flexible enough to model different processes without losing usability.
“I would recommend Concludis to any organization with a decentralized structure: it combines central control, transparent processes and effortless operation – efficient recruiting with no compromise on flexibility or data protection.”