College Nannies+Sitters+Tutors Case Study

A look at the facts

Owner Since

Customer Since

Average Number of Hires Per Year

About The Team

Matt & Nikki Rimer own the franchise in Pittsburgh, PA. Along with Recruiting and Operations Manager Kara Sainato, the dynamic team of on-call caregivers at College Nannies+Sitters+Tutors of North Pittsburgh serves families in the city and the surrounding community. At the North Pittsburgh location, College Nannies+Sitters+Tutors is constantly growing. Matt and Kara oversee about 60 active caregivers at a time and onboard between 120 and 140 new staff members per year. At the North Pittsburgh location, College Nannies+Sitters+Tutors is constantly growing.

The Challenge

At the North Pittsburgh location, College Nannies+Sitters+Tutors is constantly growing. Matt and Kara oversee about 60 active caregivers at a time and onboard between 120 and 140 new staff members per year. College Nannies+Sitters+Tutors seeks candidates from three core demographics: college-aged students retired empty-nester caregivers, and others seeking rewarding work to fill a career gap. However, soon after taking ownership of the North Pittsburgh location, Matt recalls that it was challenging to find 10 to 12 new staff members each month: “We really started to get a lot of friction in hiring those numbers.” High turnover was a major issue — as was finding the right candidate for each role.

“On the hiring end,” Kara adds, the difficulty was “not just getting the applicants in here, but keeping
track of where they were and what stage of the hiring process they were in.” Prior to adopting
JazzHR, she relied on Excel spreadsheets to follow applicants’ progression through two interviews, background screenings, and various training programs.

“We had no applicant tracking system,” Kara recalls, “[but] we were always seeking out something to
help the hiring process be more efficient.”

Matt also notes that these challenges made it difficult to manage the junior recruiter position. “We knew we had a lot of process issues,” he says, “so it was hard for us to actually manage that seat, absent the data and the reporting we have now.” The goal was to be able to train someone and hold them accountable — “But we could just never get there.”

The Solution

As Matt explains, the decision to choose JazzHR came out of “survival mode at some level. We also had a consultant who mentioned she’d deployed it — that it was a no-brainer and that we should test it.” He adds, “We’ve had a couple of [negative] experiences with other pieces of technology — none of which alleviated the full suite of problems quite like JazzHR has.” Matt and Kara set up their JazzHR account over a weekend, tweaked the Workflows, and posted multiple jobs. “Within a week and a half we had handed it over to the recruiter,” Matt recalls.

Previously, North Pittsburgh’s College Nannies+Sitters+Tutors had dedicated all of their attention and roughly $1,000 per month toward just one job board. JazzHR enabled them to diversify their sourcing strategy. As Kara explains, with previous applications, “the quality wasn’t there. With JazzHR, those jobs were distributed to a bunch of websites, with less of the budget.”

JazzHR’s Job Description Templates feature has been especially useful. “With templates, we’re easily able to craft well-written, well-thought-out postings,” Matt says. The team uses the Interview functionality and automated Workflows to distribute Individual Emails and Questionnaires. Being data-forward, Kara especially likes being able to run Reports as well. “The automation honestly changed everything. It’s so much easier, you just click a button and it does it for you,” she says.

They also take advantage of JazzHR’s Texting features. College Nannies+Sitters+Tutors has found success in immediately responding to qualified candidates with a personal text message, screening the applicant, and ultimately scheduling a phone interview. “We found the text message is a little bit more personal and [suitable for] the demographic we’re trying to hire,” Kara explains.

The platform’s Discussion threads are also essential. Kara loves that her team “can have a discussion in that applicant’s profile and it stays there. It’s not via email, back-and-forth. Anyone can go in and read the progress of an applicant.”

Results

“We’ve had probably the best quarter of hiring that we’ve ever had as a team."

Matt believes that JazzHR has significantly improved the candidate experience and boosted the employer brand for College Nannies+Sitters+Tutors. “ As much as [employer branding] is look and feel, it’s also the experience people are getting,” he notes. As soon as a candidate applies, “within four hours they’re getting a text from our team. That’s creating a positive impression that is certainly following us through into the hiring process.

“We’ve had probably the best quarter of hiring that we’ve ever had as a team. Since we’ve deployed JazzHR, we’ve hired 65 new people,” Matt explains, adding that “it’s only $60 a hire when you look at the total expense over time. We’re very, very happy with that.” These days, Matt believes that his business “probably has the strongest workforce that we have ever had.”

“The time that we [need] to spend administratively on recruiting has been dramatically reduced,” Kara notes. Before adopting JazzHR, she and Matt would hold two-hour meetings “agonizing” over recruiting challenges. Now, a brief check-in is all that’s needed. As a result, Kara and Matt can reinvest that time back into other areas of the business like marketing and programming.

Overall, JazzHR has become an indispensable tool for North Pittsburgh’s College Nannies+Sitters+Tutors. “We’ve moved from having our labor situation be a limiting factor to our growth to being an enabling asset for us,” Matt says. “Honestly, I don’t know if we could take away JazzHR right now.”

ABOUT JAZZHR

JazzHR is powerful, user-friendly, and affordable recruiting software that is purpose-built to help growing SMBs exceed their recruiting goals. JazzHR’s groundbreaking software replaces time-consuming, manual hiring processes with an intuitive applicant tracking system that helps recruiters and hiring managers build an effective recruiting process that results in great hires. To learn more about JazzHR, visit www.jazzhr.com or follow us at twitter.com/JazzDotCo.

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