Developing an Industry-Specific Agent Collaboration Platform That Connects Outside Recruitment Agencies with Job Openings

Overview

Miraiyu Co., Ltd. runs several recruitment services specializing in drivers and security staff. Its own pool of job seekers could not meet all of its client companies' hiring needs, so it worked with outside recruitment agencies (agents) by phone and email. But the more partners it added, the harder it became to keep track of progress and fees.

We developed "Agents," a platform that publishes the job openings Miraiyu handles to outside agents and lets those agents refer their own job seekers. The operator, the agents, and the hiring companies can each follow the same cases from their own dedicated screens.

Challenges

• The progress of each referral stage (document screening, interviews, job offers, hiring) could not be shared with outside agents
• Fee-related exchanges, such as billing success fees and issuing refunds when a hire left early, were impossible to keep track of
• The more agents it partnered with, the closer manual intermediation came to breaking down

What We Did

• Developed a new platform with dedicated screens for each of the three parties: operator, agents, and hiring companies
• Referral management that records each screening stage from application to hiring, down to the reasons for withdrawals and rejections
• A chat between the agent and the hiring company, set up automatically for each referral
• Billing and refund management for fees flowing from the hiring company to the operator and on to the agent

Results

• User testing confirmed that everything from referral to fee management worked as planned, and the project moved on to preparing for full release
• Agents can now refer candidates directly to hiring companies, putting in place a structure in which the in-house role shifts from "intermediating by phone" to "running the platform and supporting its users"
• A foundation is now in place for working with many agents in parallel, which had been difficult to do by hand

Turning Manual Operations into a System Everyone Can Use from Day One

Miraiyu had already confirmed by hand that working with outside agents could work as a business. So rather than including a small trial phase, we proposed developing it from the start in a form that all three parties could use.

The hard part was the detailed business rules specific to recruitment. We laid out every screen and its states in a design tool, down to how the screen looks when the screening stage changes, the order in which information appears, and when things can be edited, and we reviewed them one by one with Miraiyu before moving on to development. During requirements definition, we held meetings twice a week and worked through the business down to its finest details. By catching gaps in understanding that are hard to notice in writing or conversation, and confirming them on screen, complex business operations can be moved into a system as they are.

Our Scope of Work

• Requirements definition
• Screen design
• Design, development, and testing
• Infrastructure setup

Client Information

Company Name

Miraiyu Co., Ltd.

Business Overview

• Runs recruitment services specializing in industries with severe labor shortages, such as drivers and security staff

Frequently Asked Questions

Can you build a system correctly even when the business rules are complex? Yes. In this case, we laid out every screen and the states of each screen, reviewed them with the client, and fixed anything that did not match how the business actually works before development began.

Will the specification ever change on the development side's own judgment? Our principle is not to change the specification without the client's approval, and we keep records that let you trace the reasoning behind decisions from request through development to release. Reviews are also done by reading through things together with the client.

Can we hand maintenance over to another company after delivery? Yes. In this case, we delivered the system after putting in place error monitoring, an automated release process, and documentation of the infrastructure configuration, and maintenance was handed over to another company.

Related Information

• Developing web services and business systems used by multiple parties → System Development
• Launching matching services and new businesses → PoC/MVP Development

Related news

• Agents, a specialized job matching service, released
• Development begins on an industry-specific recruitment platform

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