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Animatria – recruitment process automation
Custom Solution
A comprehensive recruitment process automation system for a company hiring event staff at scale, built on Airtable and Make and integrated with two dedicated web panels. The solution takes over all repetitive communication and paperwork, leaving the recruitment team only the decisions that require real human judgement.
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About the brand
Animatria recruits event staff at scale – candidates apply for work, some of them go through an additional training stage, and finally each one receives an individual offer and contract tailored to a specific workplace. As the number of applications grew, the manually run process stopped scaling – dozens of repetitive tasks a day began pulling the team away from what really needed their attention.
This specificity immediately defined the requirements for the system: business process automation had to take over all repetitive communication and paperwork, leaving recruiters only the key decisions – whether a given candidate moves forward.
Our scope of work
What we do
The project required building a complete recruitment automation system from scratch – not an off-the-shelf tool, but a solution tailored to the client's two-track recruitment model. We built the system on Airtable as the central database and Kanban board, and Make as the automation engine connecting every stage of the process – each candidate has their own card that moves through the funnel, and every transition automatically triggers the right email or SMS communication or document generation.
A key element was designing logic that handles two parallel recruitment tracks – with and without an additional training stage – so that recruiters make only one decision: manually moving a candidate to the next stage. Everything else, from application confirmation to pre-training reminders, happens automatically.
We also wrapped the whole process in two custom web panels – a staff panel and an admin panel – so that both candidates and the client's team have one place to manage the entire collaboration, without digging through emails or spreadsheets.
Your customer isn't sitting at a desk
Mobile isn't a trend, it's where sales happen
1.
Offer and contract always at hand
Event staff are not sitting at a desk – documents, offers and status change notifications have to be available from a phone, at any moment, without logging in on a computer or searching through an inbox.
2.
Video verification without extra tools
The verification stage requires sending a short recording straight from a phone. The file goes directly to the candidate's card in Airtable, with no need to install extra apps or switch between devices.
3.
Expenses uploaded from a smartphone
The staff panel lets people upload invoices for meals or travel straight from their phone, without sending them by email or chat, which genuinely takes the load off both the staff member and the client's admin team.
Scope of our work
Dedicated solution
The system handles two independent recruitment tracks that must not mix within a single process – some positions require an additional training stage, others do not. This distinction is defined by the specific workplace, not by the candidate's choice.
That is why we built logic that automatically assigns a candidate to the right track at the application stage and makes sure every following step – the training reminder, offer generation, contract generation – fires at the right moment, without a recruiter's involvement. The candidate does not need to know the internal structure of the process. The system does it for them, while the client's team keeps full visibility of every stage: a document, a decision and an automation can be verified in seconds.
I have worked with Sky Agency for several years on various projects – a website, recruitment process automation, SEO. If I had to sum it up in one sentence: this is an agency where there is a real person behind the words, someone who takes responsibility. Igor as CEO does not disappear behind the team when things get difficult. That is rare and I value it. Together we built a tool for managing the recruitment of event staff – an application form, a candidate verification panel, automatic notifications, email integration. It sounds simple. At a scale of several hundred contractors a year and with the specifics of temporary work, it was a complex, non-standard brief. And I will say more: in difficult moments you see who you are really working with. And I do. I recommend them – especially to companies with non-obvious needs looking for someone who will dig deeper than a slide deck.
Together, we made it happen
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