How Domus Recruitment transformed their business with Bullhorn Automation

From legacy data to 18.5 million automated actions

When Domus Recruitment first came to Kyloe, they had a challenge that will feel familiar to many growing recruitment businesses: a rich, long-established database full of valuable relationships - and the nagging sense that they weren’t making the most of it.

Legacy records, inconsistent data, and manual processes were quietly holding them back. What they couldn’t have predicted was just how far the solution would take them.

Today, Domus has clocked over 18.5 million automated actions across their UK and US Bullhorn instances. But more than that, automation has become part of the way they think - embedded into strategy, compliance, and day-to-day operations. This is their story.

The starting point: a database that deserved better

Domus Recruitment is a specialist healthcare recruiter working across permanent and temporary placements. Like many established agencies, they’d built up a substantial Bullhorn database over the years - a genuine asset to the business. But with growth comes complexity, and their data had accumulated gaps: missing contact information, inconsistent records, and legacy entries that were difficult to manage manually.

The idea of cleansing that manually? Not scalable. Not realistic. And not the best use of anyone’s time.

At the same time, the business was keen to evolve how they used technology and make better use of the capabilities within Bullhorn. They decided to partner with Kyloe to implement Bullhorn Automation as a strategic tool. Their goal was twofold: clean the data at scale, and use automation to work more efficiently and stay ahead of the curve.

“What began as a tech project ultimately became a transformational shift in how we think about workflows, data, and day to day business processes.”

A dual-track approach: data foundations and operational efficiency together

Domus’s automation journey didn’t follow a simple, linear path - it ran on two tracks simultaneously from the start.

Jo led initiatives focused on database cleansing and data structure improvements, tackling the foundations that everything else would be built on. At the same time, Hannah concentrated on automating compliance workflows - a critical area for a healthcare recruiter working with vulnerable individuals.

Running these two workstreams in parallel turned out to be a smart move. Rather than waiting for perfect data before introducing automation, they were strengthening their foundations at the same time as building operational efficiencies. Each stream reinforced the other.

For their compliance team, the impact was particularly significant. Healthcare recruitment comes with rigorous compliance obligations - separate processes for permanent and temporary placements, complex workflows, and the constant need to ensure candidates meet strict standards. Previously managed manually, these processes are now handled automatically: form distribution, reminders, consultant notifications. Hours saved each week, operational risk reduced, reliability improved.

What good looks like: the Kyloe partnership in practice

Implementing automation successfully isn’t just about turning things on. It’s about building confidence, understanding the possibilities, and having the right guidance at every stage.

The Domus team highlighted two things that made the difference in their partnership with Kyloe:
  • Structured project management that kept the implementation manageable and collaborative, with clear guidance and prompt support throughout.
  • Practical, empowering training that made complex automation concepts accessible - and created space for the team to experiment, learn, and grow in confidence.

That second point matters more than it might seem. The goal was never just to build some automations and hand them over. The goal was knowledge transfer - ensuring the Domus team owned their automation capability and could keep innovating independently long after the initial project.

“The training empowered us not only to implement automations but to develop the confidence to continue innovating independently.”

A milestone worth celebrating

Not long into their automation journey, Domus were invited to present at the Bullhorn Automation User Group - sharing their compliance and candidate drop-out automations as guest speakers. For a team still relatively early in the process, it was a proud moment.

They also attended the Bullhorn Automation and AI networking event in Manchester, expanding their understanding of how automation and AI are shaping the future of recruitment operations. These weren’t just events - they were markers of how quickly Domus had gone from asking “where do we start?” to being considered a voice worth hearing on the topic.


The numbers: 18.5 million actions and counting

Since implementation, Domus’s automation activity has grown significantly: over 14 million automated actions in their UK instance, and 4.5 million in their US instance.

But as Hannah Brennan, Strategy, Automation & Compliance Manager at Domus, puts it:

“For Domus, these numbers represent far more than system activity; they reflect meaningful operational change across the business.”

What that looks like in practice:
  • Consultants freed from manual admin to focus on relationship building and revenue-generating activity
  • Business support teams no longer running large-scale manual cleansing projects, now focused on strategic initiatives
  • Compliance workflows running automatically, ensuring standards are consistently met
  • Real-time visibility for both consultants and leadership
  • Opportunities recovered that would previously have slipped through the cracks
  • More proactive engagement with candidates and clients across the database

Automation as a way of working, not a one-off project

Perhaps the most telling thing about Domus’s story is what happened after the project ended. Automation didn’t sit in a corner as a completed initiative. It became embedded.

Today, it’s part of how the business thinks about new challenges. New workflows are designed with automation in mind. Processes are built to scale rather than rely on memory or manual effort. The Kyloe team made sure that when they stepped back, Domus could step forward.

“Working with Kyloe has fundamentally changed how we view automation within our organisation… The knowledge transfer provided by Kyloe has empowered us to take ownership of ongoing innovation, ensuring the benefits continue long after the initial implementation.”

Ready to start your automation journey?

Whether you’re looking to tackle data quality, automate compliance, or simply make better use of the Bullhorn capabilities you already have, we’d love to talk. You can read the full Domus Recruitment case study here.

Or get in touch with our team to find out how we can help you do the same.

 
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