LISA'S STORY — HEAD OF TALENT ACQUISITION
Lisa's ATS has 45,000 candidates. 78% of the data is 3+ years old. Her leadership wants to use the existing database before spending another £200k on LinkedIn. Follow how Kyra turned a liability into their best competitive advantage.
Lisa Park
Head of Talent Acquisition — 2,100 person company
THE SITUATION
Current ATS State
The conversation that started this
CFO
"We've spent £200k on LinkedIn licences this year. Before we renew, tell me what's in our ATS and why we're not using it."
Lisa
"The data is outdated. People have moved on. We'd need weeks to clean it up manually — and then we still wouldn't know who's actually open to a move."
CFO
"Fix it. I'm not signing off on LinkedIn until we've exhausted what we already have."
What Lisa needed — and what she found
She needed to know: which of these 45,000 people are still findable, which might be open to a conversation, and which roles in her current hiring plan they might fit. Manually, this would take months. Kyra ran the analysis overnight.
THE AUDIT
Kyra runs every ATS record against Lisa's 18 current open Search Mandates. The result: a precise number of potentially viable candidates — matched, segmented, and prioritised. Not a data dump — an action list.
3,247
Candidate records matching at least one open mandate
892
With strong mandate match (70%+ on must-haves)
2,355
Partial match — needs updated data to assess properly
41,753
No match to current mandates — archived
Sample: dormant candidate profile — before Kyra
Last activity: 3yr 4mo agoATS record (old)
Aisha Kamara
Software Engineer (Android) • Applied 2021
Last role: Mid-level Android dev @ FinCo
Email: aisha@gmail.com (bounced once)
Phone: not on file
Notes: "good call, timing not right"
What Kyra found (via LinkedIn public data)
Aisha Kamara
Senior Android Engineer @ Wise (since 2022)
Now 4 years into role — statistically within 6–12 months of typical transition window
LinkedIn: active (posts monthly)
New email found via LinkedIn: aisha.kamara@wise.com (personal: a.kamara@icloud.com)
ATS matches by mandate — top 6
Senior Android Engineer
FinTech Pro
Data Engineer
DataFlow Inc
Product Manager
StreamData
DevOps Engineer
TechStart Ltd
UX Designer
CreativeHQ
THE CAMPAIGN
Lisa doesn't write 3,247 emails. Kyra designs a sequenced, multi-channel re-engagement campaign — personalised per candidate, compliant with GDPR, and built for high response rates.
The re-engagement sequence
Day 1 — GDPR Consent + Initial Contact
EmailKyra sends a personalised, low-friction email to each candidate acknowledging the time since contact and asking permission to re-engage.
Day 4 — Data Collection (opted-in only)
Magic LinkFor those who engage: Kyra sends a short form to collect updated CV, current role, salary expectations, availability, location preferences, and visa status. Takes 2 minutes.
Day 7 — WhatsApp / SMS Follow-up
WhatsAppFor non-responders to email: a short WhatsApp message to those where we have consent. Brief, friendly, no pressure.
Day 14 — Final touchpoint
Voice AgentFor high-priority matches who haven't responded: Kyra's voice agent makes a short, personalised call. Not a robot — a natural, brief check-in.
Built-in GDPR compliance
Consent-first architecture
Every outreach message includes a clear opt-out. Kyra automatically archives candidates who decline — and never contacts them again.
Automated retention audit
Kyra flags candidates whose data retention period has expired. Sends them a re-permission request. If no response, schedules automatic deletion.
Full audit trail
Every contact, every consent, every update is logged with timestamp and channel. Exportable for legal review in 1 click.
Channel performance — past campaigns
THE UPDATES
31% responded. That's 1,006 people. Kyra collected, structured, and integrated their updates — and automatically moved them to the right place in the talent pipeline.
1,006
Total responses received
151
Actively job seeking now
402
Open to right opportunity
453
Not looking / asked to remove
Data fields updated across 1,006 candidates
Career movements in 3 years
Promoted / levelled up: 34%
Junior → Mid, Mid → Senior, Senior → Lead. Many are now more qualified than when they originally applied to your roles.
Changed company: 58%
More than half have moved. Their experience at new companies may make them even stronger candidates for your current openings.
Changed discipline: 11%
Some moved from engineering to product, from ops to RevOps, etc. Worth re-assessing against new mandate types.
Candidate revival — Aisha Kamara (from earlier)
Aisha Kamara
Now: Senior Android Engineer @ Wise · 4 years in role · Salary expectation: £100–115k
Kyra has generated a RoleFit Story for the Senior Android Mandate. Waiting for Lisa's recruiter team to review and decide on outreach.
THE TRAJECTORY
Kyra doesn't just look at who fits a role today. It analyses career progression patterns across thousands of LinkedIn profiles to predict which passive candidates in Lisa's ATS will be ready to move in 6, 12, or 24 months.
Career Trajectory Analysis — VP Engineering
Analysing transition patterns from 2,400 LI profiles: Senior Eng → Staff Eng → VP Eng
Pattern discovered
Engineers typically spend 3.2 years as Staff Engineer before moving to VP or Principal roles. Those at 2.5–3.5 year mark are statistically most likely to move.
In your ATS today
Kyra's recommendation
If you're hiring VP Engineering in the next month, engage the 12 who are ready now. If you're hiring in 12 months — start warming the 58 today with company updates and a nurture sequence.
VP Engineering talent pipeline — next 24 months
Hiring VP Engineering in 12 months? You'll have 7× more viable ATS candidates than today — if you start warming them now.
Senior → Staff Engineer
Avg time in role before move: 2.8 years
Mid → Senior Data Scientist
Avg time in role before move: 2.1 years
Junior → Mid Product Manager
Avg time in role before move: 1.9 years
THE POOLS
Lisa now has 8 living talent pools — not just a static database. Kyra maintains them automatically, warming candidates with relevant content and flagging when someone's trajectory puts them in the "ready now" window.
Senior Android Engineers
🟢 Active47
In pool
12
Ready now
4
Warming
Last auto-updated: 2 days ago · Next outreach: 18 days
VP Engineering / CTOs
🟢 Active31
In pool
12
Ready now
19
Warming
Last auto-updated: 4 days ago · Next outreach: 26 days
Data Scientists (Senior+)
🟢 Active83
In pool
28
Ready now
11
Warming
Last auto-updated: 1 day ago · Next outreach: 30 days
Product Managers (Mid–Senior)
🟡 Building18
In pool
6
Ready now
12
Warming
New pool — outreach starts in 3 days
Candidates in "warming" status receive occasional, relevant touchpoints. Not job applications — relationship building. Kyra manages this automatically.
Month 1
"Thought you'd find this interesting — [relevant industry article about their specialism]"
Month 3
"We've been expanding our engineering team and would love to hear how things are going for you — quick call?"
Month 6 (if trajectory matches)
"We have a VP Engineering opening and based on your profile, I think it could be a real fit. Would love 20 minutes."
THE IMPACT
Three months after deploying Kyra on the ATS. The CFO's question about LinkedIn renewal now has a very different answer.
Hires from ATS (this quarter)
7
All from candidates who were dormant 3 months ago. Zero LinkedIn credit spend.
Average cost per ATS hire
£1,200
vs £8,500 via job boards / agencies. 86% saving per hire.
Time to fill (ATS hires)
18 days
vs 47 days company average for external hires. Pre-warmed candidates move faster.
Active, usable ATS data (now)
38%
Up from 4% before Kyra. 1,006 records updated and consented.
LinkedIn licence renewal
Halved
CFO approved a 50% reduction in licences. ATS-first strategy now has a proven ROI.
Talent pools built
8
Self-maintaining pools covering every key hire profile for the next 18 months.
"I used to dread our ATS. It was a graveyard. Now it's the first place we look for every new opening — and more often than not, the answer is already in there."
Lisa Park
Head of Talent Acquisition
Kyra didn't find new candidates. It recovered the ones Lisa's company had already paid to recruit — and turned a dormant database into a living, self-updating talent pipeline that gets smarter every month.
31%
Re-engagement response rate across 3,247 dormant candidates
86%
Cost saving per hire vs. external job boards and agencies
4→38%
ATS data quality improvement in one quarter