A scalable intake solution powered by Agentic AI without losing the human touch.
A fragmented landscape of systems and documentation
- Faster vacancy intake
Vacancies processed within minutes - Less manual work
The AI agent removes 70–80% of repetitive tasks. - More room for personal interaction
Teams focus on quality, matching and service delivery.
Fast-growing staffing organisations know the dilemma all too well: every new tender brings additional volume, but not necessarily additional capacity.
Circle8 faced exactly this challenge. How do you scale when request volumes increase, client formats differ and contract structures become more complex? Much of the work behind the scenes remained highly manual, consuming valuable time that should go to clients and talent. Finding a solution that was both scalable and allowed for a human-centred approach became increasingly important.
The challenge was to keep growing without compromising on quality or personal attention. To achieve that, Circle8 needed a partner who not only brought technical expertise, but also understood how their MSP and staffing operation works. In Ciphix, Circle8 found exactly that match. Together, they developed an Agentic AI agent that accelerates, stabilises and scales the vacancy intake process, all while preserving the human-first approach that is essential to Circle8.
The challenge: scaling without burdening the organisation
Circle8 is a broker/MSP that puts one thing first: people. In a market where processes are becoming increasingly complex and volumes continue to rise, this requires deliberate choices in how you organise your service delivery. New tenders, the expansion of client portfolios, and evolving market demands create welcome growth but also rising operational pressures. Precisely for that reason, Circle8 places great importance on maintaining a personal approach.
At the same time, Circle8 recognised challenges familiar to many fast-growing organisations:
- the number of incoming vacancies is increasing
- talent shortages make scaling difficult
- and repetitive administration consumes time and attention that should go elsewhere
The vacancy intake process was a clear example. Requests arrived daily via e-mails, PDFs and various client formats. Employees spent significant time opening documents, manually re-typing fields and checking details.
A previous attempt using traditional RPA proved insufficient: as soon as a client adjusted their PDF layout, the bot stopped working.
“We’re in the people business. People make the difference, but only if you give them the space to do so.” — Martin Westerhof, Managing Director, Circle8
Circle8, therefore, faced one key question: how can we continue to grow without compromising our human approach or overloading our operation?
