Günter Stahl GmbH — Increasing efficiency with Ninox

Günter Stahl GmbH is a personnel consultancy that specializes in the search and selection of specialists and managers. With locations in Wackersdorf, Regensburg and Amberg, it works across Germany and offers services such as direct search, outplacement and aptitude diagnostics. The company helps fill key positions — discretion, experience and a broad network characterize Günter Stahl GmbH.

Since 1990, primarily medium-sized, but also larger companies, have been supported in discreetly filling key positions. Günter Stahl GmbH designs the entire recruiting process, from direct contact to final placement of candidates

In 2021, Günter Stahl GmbH decided to implement Ninox, a flexible, customizable database solution that also runs natively on Apple Macs.

The decision for Ninox was based on high flexibility, which enabled the company to integrate its complex processes into the software without external support.

The implementation was carried out internally by the managing director himself, with the support of a key user who supervised the implementation and trained employees.

Mark Förster, Managing Partner: “Thanks to Ninox, we were able to adapt the software to our processes without much effort and didn't have to change our processes first so that they fit the software solution. That's a huge advantage that we haven't found in any other solution — particularly in the Mac environment.”

From applicant management to invoicing

With Ninox, Günter Stahl GmbH was able to digitally map, automate and optimize project management, applicant management and invoicing processes. From recording and managing applicant data to automated invoicing, everything is now managed centrally and efficiently.

The Ninox API, which makes it possible to integrate external workflow automation systems or even access the database using programming languages such as Python, is particularly useful. This allows application documents to be processed automatically. For example, become Automatically extracted applicant data from PDF files, transferred to the system and assigned to the corresponding projects. The sources of applications (e.g. Stepstone, Xing or LinkedIn) are recorded and evaluated via interfaces in order to gain insights into the effectiveness of the portals.

This led to significant savings, as previously manual tasks, such as the tedious entry of applicant data and documents, are now largely automated.

The consultants at Günter Stahl GmbH can now work more efficiently and have all information about the positions to be filled, clients and applicants centrally available. Invoicing has also been simplified as Ninox automatically suggests invoices based on the respective status of a project. That has the Speeds up billing processes and reduces errors. The most important thing: Günter Stahl GmbH can independently make adjustments to the software at any time should processes change.

key features

The most important functions that Günter Stahl GmbH in Ninox uses include:

• Applicant management: Automated data collection and allocation of applicants.

• process control: Integration of third-party applications for automated processing of application documents

• project management: Management of projects (open positions) and allocation of applicants.

• CRM functionality: Management of clients, contacts and their contact history.

• invoicing: Automated preparation of advance and final invoices based on project status.

Key facts

• 10 employees use Ninox on a daily basis

• Approx. 70 active projects are managed in the system each year.

• 1,400 vacancies have already been carried out.

• Savings of approx. 25,000 EUR per year through automations

• Significant efficiency gains during invoicing and data processing.

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