Case Study
First Choice Selection Services
Sector: Recruitment
The Challenge
Replacing outdated, manual processes across critical operations
First Choice Recruitment relied on a mixture of emails, texts, calls and spreadsheets to manage key operational workflows. Annual leave requests, registration bookings and other routine processes were handled manually, creating inconsistencies and slowing down day-to-day work.
As the organisation grew, these legacy systems became increasingly difficult to maintain, often leading to duplicated effort, human error and delays that put pressure on consultants and administrators.
The leadership team recognised that improving efficiency and reducing manual load would be essential for scaling effectively, supporting staff and delivering a smoother experience for candidates and clients.
Insight
Smoother operations start by connecting what already works
Rather than replacing everything at once, it became clear that the biggest gains would come from automating the high-volume, repetitive processes that consumed the most time. Many of First Choice’s core systems already worked well, they just weren’t connected or automated.
By analysing each workflow step-by-step, it was clear that delays often came from handovers, manual data entry and communication gaps between teams.
A tailored, long-term automation strategy would ensure improvements were introduced gradually, working with existing tools and strengthening the parts of the process that were vital to day-to-day operations.
Solution
Custom workflow automation built around real recruitment needs
Bouncy Square partnered with First Choice Recruitment to design and implement a suite of custom automations, beginning with annual leave management. The new workflow replaced spreadsheets and ad-hoc communication with a fully structured, automated system that captured requests, approvals and communication in one place.
Following its success, work expanded to automate registration and interview bookings. By integrating directly with First Choice’s application form system, the new workflow automatically generated bookings, synced with Outlook calendars and sent invitations, confirmations and reminders without manual effort.
Additional automations, including cancellations, accrued hours management and wider process optimisation have been introduced over time, each designed to reduce admin, improve accuracy and create a more consistent experience for both staff and candidates.
Impact
Time saved, fewer errors and smoother processes across the business
The introduction of automated workflows has significantly reduced the manual workload for consultants and administrators, allowing teams to focus on higher-value activities such as candidate support and client engagement. Processes that once relied on multiple people, spreadsheets and repeated communication now run reliably and consistently in the background.
Accuracy has improved across all automated workflows, reducing the risk of errors and ensuring records stay consistent across systems. Staff have clearer visibility, fewer bottlenecks and more confidence in how processes operate day to day.
The cumulative effect has been transformative, with time savings increasing continually as more workflows are automated and operational efficiency improving week after week.
What’s Next
Continual improvement through an evolving automation programme
The partnership between First Choice Recruitment and Bouncy Square is ongoing, with new automations planned to further streamline operations and free up team capacity. Each workflow introduced builds on the last, creating a scalable foundation that supports long-term growth and organisational efficiency.
Future developments will continue to refine existing processes, integrate additional systems and explore new opportunities to reduce manual effort across the business.
This evolving programme ensures that First Choice Recruitment benefits from increasing time savings, smarter processes and a more seamless experience for staff and candidates every single day.
50 hours saved every week
We used to rely on a heavy mix of manual tasks and disconnected systems. Bouncy Square didn’t just update our tech, they transformed how we work. The automation they built saves us 50 hours every week, allowing us to focus entirely on growing the business and supporting our clients.
Michelle Crean, Area Manager – First Choice Selection Services
