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ProTech accelerated STEM placements with Access Vincere Evo and HireAra
Since 1988, ProTech has been dedicated to finding the best talent in STEM. Recently, they transformed their recruitment operations by implementing AI-powered tools integral within Access Vincere Evo and HireAra. By focusing on data quality, automation, and consultant empowerment, ProTech freed up valuable consultant time, improved candidate presentation quality, and positioned themselves to reduce dependency on expensive job boards while handling higher volumes without increasing headcount.
Challenge
- Admin burden crushing productivity: Consultants spending hours on manual data entry, duplicate checking, and verification instead of building relationships
- Rising costs without ROI: Heavy reliance on job boards for candidates often already in the database
- Quality at risk: Inconsistent candidate presentation standards undermining brand reputation
- Trust deficit: Team losing momentum due to unreliable data, with consultants second-guessing every search result
Approach
- Clean data foundation: Implemented Access Vincere Evo's intelligent capture and automated duplicate detection across thousands of records
- HireAra transformation: 4-year partnership using AI-powered candidate presentation to create branded "candidate stories" in minutes
- Smart matching engine: Deployed CV scoring and AI-powered resourcing coach to surface best-fit candidates automatically
- Automation for relationships: Chatbots, availability updates, and nurture campaigns maintaining personal touch at scale
- Cultural change first: Team buy-in secured through quick wins, clear communication, and showing immediate time savings
Results
- 80% less time spent formatting CVs: HireAra automates branded candidate submissions, saving hours per week.
- Faster, smarter shortlists: AI scoring within Access Vincere Evo cuts time-to-shortlist by up to 35%.
- More placements from existing data: Consultants now surface candidates directly from the CRM, reducing unnecessary spend on job boards.
- Better consultant experience: Less admin means more focus on meaningful conversations – and higher job satisfaction.
- Consistent brand, every time: Every client touchpoint – from job ad to candidate pack – feels unmistakably “ProTech”.
Putting people before admin
Facing the industry-wide challenge where UK recruiters lose £17,000 annually in productivity to admin tasks, spending 17.7 hours per vacancy on manual work, ProTech's Managing Director, Samantha Morgan, had a simple brief: keep quality high, keep the brand human, and get consultants out of admin and back to relationships.
My focus as MD here is all about quality. So, it's really important to me that my team focus on building relationships, not spending their time on admin tasks.
said Samantha Morgan, Managing Director, ProTech
ProTech’s consultants work across engineering and life sciences, supporting everything from production through to senior appointments. What they needed was technology that could take care of the heavy-lifting without losing the personal touch that defines the ProTech brand.
I think they spend a lot of time on manual data entry, checking if the data that they're using is still accurate. We don't know if it's up to date. So then we may miss things. We may duplicate profiles. The information is out of date.
Business impact:
- Consultants spending more time verifying data than building relationships
- Second-guessing data quality leading to lost momentum
- Duplicate profiles and outdated information eroding system trust
- Hours spent manually formatting candidate submissions
Two products, one clear purpose
Four years ago, ProTech partnered with HireAra before AI became the buzzword.
HireAra’s AI-powered presentation creates branded, client-ready CVs in minutes, cutting admin and boosting placement conversion. The platform automates everything from cover sheets to candidate assessments, giving recruiters the time and freedom to focus on people.
Our clients don’t want a pile of CVs - they want meaningful information. We call it the candidate story.
Impact with HireAra
- Submission time reduced by 10×
- Conversion rates improved by 20%
- Consultants now tell stories, not process paperwork
- More time spent with candidates and clients
HireAra gave consultants their time back. But ProTech wanted to go further and fix the root issues in the CRM itself.
Completing the transformation with Access Vincere Evo
This year, ProTech added Access Vincere Evo to complete their transformation.
Access Vincere Evo combines CRM, applicant tracking, and AI tools into one platform. Trusted by 22,000+ recruiters globally, it helps agencies achieve 2x more placements and fill roles 38% faster.
Early benefits of adoption
#1 Time freed up:
We have noticed that it's freeing up some time for us. So, it's not just about speed, but if the consultants can spend more time talking to the candidates or the clients and building those relationships, that's just so important.
#2 Team buy-in:
I think the consultants are excited, and you know if they're excited about something, if they're buying in, then they're going to put their all into it and I think that's given an uplift in productivity. The team are on board. They know that what they're looking at is real. There's not duplicate candidate records anymore.
Good data in, better results out
For ProTech, the real breakthrough came with HireAra and Access Vincere Evo working together. Instead of operating in separate systems, the tools share data seamlessly, ensuring consultants stay in one platform from candidate sourcing all the way to client submission.
Benefits of integration
- Cleaner, validated data flowing into presentations
- Smoother handoff between CRM, compliance, and submissions
- Higher trust in the system, since both platforms rely on the same real-time data
Looking ahead: Strategic advantages
For ProTech, technology hasn’t replaced relationships, it’s strengthened them. With Access Vincere Evo and HireAra, their CRM has evolved from a static database into a true placement engine, giving consultants the freedom to do more.
#1 Capacity without headcount:
I'm hoping that consultants can handle a higher volume of roles, which means I don't need to increase headcount. Everybody's able to work efficiently, which gives them job satisfaction as well.
#2 Job board costs targeted:
It would be great if we could reduce our costs from the job boards when we've already got those candidates in our CRM. The database they've spent years building can finally deliver its full value.
#3 Reinvestment in people:
If we can get it right, we can reinvest that budget into training for the team in other areas. Technology savings funding human development - the virtuous cycle.
Start your journey
Across our customer base, we’ve seen a 50% increase in consultant speed-to-competency, 25% reductions in operational costs, and 3-5% higher candidate conversion driven by faster submissions and consistent, eye-catching presentations. Agencies also benefit from leaner processes that protect margins and free consultants to focus on relationships, not admin.
ProTech’s evolution reflects this journey. They started with HireAra four years ago, added Access Vincere Evo to streamline their workflow, and today operate with cleaner data, stronger adoption, and significantly reduced admin friction.
Your transformation can begin the same way. Today.
Join 22,000+ recruiters already modernising their operations with us.