More control and growth through powerful Bullhorn optimization.
What if you don’t need a new ATS to make big strides? Vibe Group proved that real gains come from vision and standardization. Together with HRlinkIT, they transformed their existing Bullhorn environment into a powerful engine for international expansion.
- Faster onboarding: New consultants are up and running significantly faster thanks to an intuitive interface and standardized processes.
- Higher data quality: Consistent definitions across three countries ensure clean, actionable, and reliable data.
- More job satisfaction: Repetitive administrative tasks have been replaced by smart automation.
Vibe Group is a powerhouse in tech staffing and consulting. With nearly 500 in-house employees and more than 1,250 specialists working on projects across the Netherlands, Belgium, and Germany, everything revolves around speed and quality.
After nine years of loyal service, however, their Bullhorn environment no longer matched their ambitions. “We were faced with a choice: implement a new system or redesign the current one,” says Mark van Dortmont, Director Group Operations & IT at Vibe Group. “We realized there was still a huge amount of untapped potential within Bullhorn.”
That’s how ‘Project Horizon’ was born, with HRlinkIT as their guide. The goal: to create a unified, scalable way of working that supports teams across all countries.
HRlinkIT translated Vibe Group’s vision into a future-ready configuration. The focus was on four crucial transformations:
1. From process to international blueprint
Everything started at the core: the recruitment process. Through interactive workshops, HRlinkIT mapped out the recruitment workflow and explored how Bullhorn could support it. In each country, “Bullhorn Champions” were appointed — tech-savvy consultants who helped shape the ideal workflow.
Mark van Dortmont: “HRlinkIT brought a tremendous amount of best practices to the table. They knew exactly what worked and what didn’t — at other organizations, and translated that into our specific needs.”
2. Standardization and data quality
A crucial part of the optimization was the “big clean-up.” The Bullhorn environment was restructured and rebuilt around Vibe Group’s processes. Fields, workflows, and definitions were standardized, creating consistent and reliable data across all teams and countries.
3. Intelligence through Automations
To bring consultants’ focus back to human connection and matching, Bullhorn Automations were implemented. Repetitive tasks — such as updating candidate statuses or following up on expiring assignments — are now fully automated.
4. Adoption and embedding
Technology means nothing without people. That’s why a structured go-live plan was created for each country, preceded by train-the-trainer sessions. HRlinkIT trained team managers to guide their own teams through the new way of working.
As Mark van Dortmont explains: “You can build the best configuration possible, but success ultimately depends on buy-in. The focus on adoption was essential to truly embed the change into our culture.”
Vibe Group deliberately chose a unified way of working across countries, while still allowing room for local differences. “This makes it easier to continue developing and to better support teams,” explains Mark van Dortmont.
The new setup provides a strong, scalable foundation while preserving local needs and flexibility.
With the renewed setup, Vibe Group now has greater control over processes, data, and daily operations. The system is more intuitive, provides better support for consultants, and enables further growth.
Mark van Dortmont looks back on the collaboration with satisfaction: “The cooperation was very pleasant. HRlinkIT brought many valuable ideas to the table and, thanks to their extensive experience in the sector, knew what works and what doesn’t. The implementation itself was also handled through a very structured project approach, making it clear for everyone involved what needed to be done.”
For Vibe Group, this is not the finish line. As Mark van Dortmont explains: “We see this as an ongoing process in which we continue to improve and automate step by step wherever needed.”
Would you also like to professionalize your recruitment process and transform your organization into a data-driven business? Let HRlinkIT help you optimize your recruitment process. Get in touch.
Customer stories
Are you full of ideas, but in doubt about the approach? Or are you running into a technology dilemma? Email us at info@hrlinkit.com