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Integral Recruiting Services
This full-service recruiting firm uses RingCentral AI Receptionist to answer 93% of its calls, saving hours a month, and AI Assistant to slash its team’s email writing time by 67%.
Region
Americas
Company size
20–99
Industry
Professional Services
Products used
RingCentral’s AI Receptionist now handles 93% of our incoming calls, which saves our team about 12 hours each month – translating to $900 in cost savings. I’m also personally saving an hour and a half every day thanks to the incredible note-taking ability of the RingCentral AI Assistant. It’s amazing how much efficiency these tools are creating.
Gina Van Opens
President
Changing the game with cloud innovation and expertise
From its founding in 2008, Integral Recruiting Services has always leveraged innovation and technology to accomplish more with less. Launched as a purely remote organization, the company’s small team used their knowledge of IT and cloud tools to achieve a level of success typical of much larger firms.
Within a few years, Integral Recruiting Services had established such an impressive reputation that the team decided to leverage its strong brand to expand into a new business model. In 2013, the company launched a new division: a recruiting cooperative providing full-service backend and marketing support to independent recruiters throughout the US.
Take a quick tour of RingCentral
Recruiting a better business phone system
Vice President Pete Van Opens explains that when Integral Recruiting Services prepared to scale up with recruiting partners all over the country, he realized the team would need a more sophisticated phone system. “Our physical phones were many years old and wearing down,” Pete says. “Also, I was handling every support issue myself, which wasn’t the most productive use of my time.”
Pete and President Gina Van Opens turned to a Managed Service Provider to advise them on scaling their communications environment to meet the company’s increasing needs. That partner, Brew City PC, suggested they could solve many of their telephony growing pains by consolidating their communications functionality—voice, messaging, video conferencing, and AI capabilities—into the unified RingCentral platform.
When our tech partner showed us RingCentral, we realized we’d get far more functionality, including AI capabilities, I’d save a lot of time on administrative work, and we’d even be saving money. I said, ‘Sign us up.’
Pete Van Opens
,
Vice President
Hired: the right communications platform for the job
Pete explains that RingCentral’s business communications platform supports the company’s original mission to empower its entire team, including full-time employees, contractors, and business partners, to stay connected wherever they are. “RingCentral allows us to work anywhere. The app lets me be relaxing at our boathouse or on the lake and still handle calls. The video conferencing makes it easy for our distributed team to meet every week. It simplifies my work and makes us look like a larger company.”
12 hrs
saved per month now that AI Receptionist handles 93% of calls
67%
less time to write candidate “sizzle letters” thanks to AI Assistant
50%
quicker transfer times after deploying AI Receptionist
Saving 12 team hours a month with RingCentral AI Receptionist
Gina points out that Integral Recruiting Services saw even more significant benefits when they implemented RingCentral’s AI Receptionist and AI Assistant. “We used to handle hundreds of calls every month, with 90% of them being spam or irrelevant, so we’d have to stop whatever we were doing and grab that ringing phone. When we set up RingCentral AI Receptionist as our first contact with callers, we ended that problem.”
Pete adds: “Now with RingCentral’s AI Receptionist, we handle less than 10% of calls and let the AI take the rest. That’s a 90% reduction in call volume for our team, eliminating those constant disruptions that used to break our concentration and workflow.”
RingCentral AI Receptionist has proven invaluable in several ways. Because it frees us from running to the phone, it lets us get more done. It also transfers calls in 50% less time – dropping the transfer time from 30 seconds to just 15 seconds – which creates a better client experience.
Gina Van Opens
,
President
Pete has also customized their virtual receptionist to make it even more helpful to callers. “I set up rules so that RingCentral’s AI Receptionist recognizes keywords like ‘jobs,’ open jobs,’ and ‘looking for a job’ to route calls directly to our recruiting team. Before, I’d waste time answering these calls myself, only to transfer them anyway. Now these callers are immediately connected to the right person, eliminating multiple call transfers and saving me time.”
What also amazed Pete about AI Receptionist, he notes, was the product’s intuitiveness and ease of implementation. “I was grateful to our RingCentral team for offering to help us deploy the AI Receptionist. It’s great to know we have such an attentive partner. But honestly, the system is so user-friendly that I was able to get our first iteration up and running myself in about 30 minutes. I’ve also been impressed with how easily I can customize it with our marketing materials.”
Receiving some big assists from RingCentral AI Assistant
Gina points out that the team is enjoying similarly significant operational improvements from RingCentral AI Assistant—specifically from the tool’s notetaking and call-summarizing capabilities.
“In terms of quantifying how valuable the AI Assistant is to our operations, I don’t even know where to begin,” Gina says. “During candidate debriefings and other important calls, knowing the AI is capturing everything and preparing summary notes means our team can be more present and focused during the call, not stopping to write everything or asking candidates to repeat themselves.”
As Pete adds, in some cases these capabilities even help the firm place a candidate in a position they might have missed otherwise. “Sometimes during an introductory call, the candidate will offer a small but crucial detail about their background or skills, and the recruiter will miss it or forget to add it to the sizzle message we send the hiring manager. Knowing that RingCentral AI Assistant is catching that and including it in its post-call note summary means we’re in a better position to get that candidate hired.”
In fact, Pete notes, RingCentral AI Assistant actually helps the company place candidates more quickly. “Because we’re able to capture all the key details in every call, we might be able to fill a client’s position after they’ve reviewed just three candidates instead of five. In this business, speed is important, because the longer our client isn’t filling a role, the more productivity they’re losing.”
As Gina explains, the AI Assistant also saves her team significant amounts of time. “One of my recruiters used to take about 45 minutes after a call to write a candidate’s sizzle message for the hiring manager. Now we can have the AI Assistant do it for us, and the whole process is two-thirds faster, about 15 minutes, even including time for reviews. Also, in a case where our candidate might be in a close race with another recruiter’s applicant for a role, knowing that we’ve included a small but crucial detail because the AI Assistant captured and reported it to us can mean that our candidate actually gets the role. I’ve had this happen to me, and a great little detail in the AI Assistant’s summary, secured the job for our candidate. These AI tools are just incredible.”
Growth plan with RingCentral
Gina notes that she and Pete realize that their RingCentral environment, and the AI-powered products in particular, offer many more capabilities than Integral Recruiting Services is currently using. As she and Pete continue to discover more ways to leverage these AI capabilities to improve company workflows, Gina says she’s encouraging her entire staff to research the platform as well and suggest ideas for using RingCentral to improve operations.
RingCentral’s AI Assistant and AI Receptionist are the most leading-edge tech solutions we use. My team is amazed at what these tools can do, and we’re always watching to see what new AI capabilities RingCentral rolls out.
Gina Van Opens
,
President
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