Remote Staffing Operation

The client runs a remote call centre staffing operation processing 200 to 500 applicants per month, and they needed to replace an existing applicant process with something more reliable. At that volume, manual applicant handling created delays and inconsistencies. The client was using Jotform and Streak CRM, and both needed replacing and upgrading with a cleaner pipeline. The system required proper relational structure: applicant records, team members, campaigns, role-based views and pipeline stages in Airtable. The application form itself needed multiple steps, covering basic information and resume upload, voice interview recording and a system spec check with routing logic, so applicants had one structured path while the backend captured what review and automation needed. Emails and the offer flow also needed automation, with pipeline stage emails, offer emails, WhatsApp notifications and training scheduling all firing from the right triggers rather than being sent by hand.

The build has five defined deliverables. Airtable was structured as the central applicant database with three relational tables for Applicants, Team Members and Campaigns, including a full pipeline Kanban view, role-based filtered views, and the fields and stages needed to track an applicant from first submission through training scheduling. The Jotform application was rebuilt as a clean three-step intake form covering basic information and resume upload, voice interview recording, and a system spec check with device routing. Make.com connected form submissions to Airtable record creation, unique applicant link generation, stage-change triggers and SendGrid email routing, so the pipeline moved without anyone creating records or sending updates manually. SendGrid was configured for domain authentication with SPF and DKIM records, plus automated transactional email templates, supporting stage-based communication so each applicant received the right message as they moved. The offer flow connected approval actions to a SendGrid offer email and a Twilio WhatsApp message, and to Google Calendar training date scheduling; once an applicant selected a training slot the booking updated the Airtable record so the pipeline stayed current.

The Airtable database has Applicants, Team Members and Campaigns tables with a pipeline Kanban view and seven role-based filtered views. The three-step Jotform application handles resume upload, voice interview recording and system spec check routing. Make.com automation covers form submission, Airtable record creation, unique applicant links and stage triggers. SendGrid is configured with domain authentication and SPF and DKIM setup, plus eight automated email templates connected to pipeline stages. The approval flow sends a SendGrid offer email and a Twilio WhatsApp message, and a Google Calendar training scheduling link updates the Airtable record. The practical effect is a structured database for applicant, team and campaign tracking, reliable stage changes and offer actions through Make.com rather than manual handling, and improved applicant communication through automated email and WhatsApp, which matters most at 200 to 500 applicants per month.

Client retains ownership of the Airtable base and all views, the Jotform forms, the Make.com scenarios, the SendGrid domain and templates including SPF and DKIM records, the Twilio WhatsApp number, the Google Calendar scheduling link, and the pipeline stage and role definitions.