HR and recruiters are hired to build winning teams — not drown in busywork. But in too many organizations, valuable time is lost to administrative work that modern recruiting tools could easily automate.
In fact, 45% of HR leaders say they spend more than half their time on admin tasks (Rippling 2025). That’s time better spent on strategy, engagement, and growth — not task-toggling.
The result? Slower hires. Missed candidates. Burnt-out teams. Frustrated hiring managers. And a recruiting function that’s misaligned with business revenue growth.
If your hiring process feels more like data entry than decision-making, it’s time to take a closer look. Here are 9 signs you’re doing admin work that recruiting tools — like the Hoops Talent Experience (TXM) Platform — should already be handling.
1. You’re Manually Moving Candidates Through Pipeline Stages
Dragging and dropping applicants in spreadsheets or sending “next step” emails one by one? That’s a clear sign your process isn’t just inefficient — it’s a bottleneck, and workflow automation could be the solution.
What to use instead:
Hoops TXM recruiting tools automate every workflow stage — from application to offer — so nothing falls through the cracks, and no time is wasted. You get structured candidate movement, tracked communication, and automated next steps that keep everything on pace.
2. You’re Copy-Pasting Candidate Emails
If your team is still writing out the same candidate or hiring manager reply messages, it’s time to stop. Personalized, automated email and SMS workflows now come standard in the best recruiting tools.
What to use instead:
With multi-channel communication (email, text, and voicemail drops) built into Hoops TXM, you can set automated, personalized templates triggered by candidate stage — so every message is timely, consistent, and on-brand. Best of all, you’re saving hours each week.
3. You’re Tracking Candidates in a Spreadsheet
Spreadsheets are prone to errors, lack visibility, and don’t scale. They’re fine for lists but insufficient for high-performing recruiting operations.
What to use instead:
Hoops TXM consolidates every touchpoint — resumes, notes, assessments, and status — into one live dashboard. Real-time updates, clear accountability, and zero duplicate data entry.
4. Interview Scheduling Takes Multiple Emails
Back-and-forth emails to schedule interviews are a major time sink. Multiply that across roles and candidates, and you’re bleeding hours.
What to use instead:
Recruiting tools like Hoops TXM include automated scheduling options or integrate with your calendar — reducing friction for both candidates and hiring managers.
5. You Have to Manually Follow Up with Hiring Managers
If your team is constantly nudging managers to review resumes or provide feedback, that’s a process problem, not a people problem.
What to use instead:
The right recruiting tools send automated alerts and reminders to keep hiring managers accountable and engaged — without HR playing traffic cop.
6. You Don’t Have Real-Time Metrics or Funnel Visibility
If your insights are delayed, scattered across systems, or missing altogether, it’s impossible to improve what you can’t measure.
What to use instead:
Hoops TXM provides 24/7 real-time data on candidate flow, engagement, time-to-fill, and more — giving you the clarity and control to improve every stage of your hiring process.
Why it matters:
According to Gartner, 55% of HR leaders say their current technologies don’t meet evolving business needs, and 51% can’t measure the ROI of their tech investments. If your tools aren’t keeping up, you’re not just inefficient — you’re falling behind.
7. You’re Manually Matching Candidates to Roles
Reviewing every résumé yourself? It’s not just inefficient — it opens the door to bias, inconsistency, and costly hiring mistakes.
What to use instead:
With AI-matching built into recruiting tools like Hoops TXM, you can identify top candidates at a glance — so your team focuses on quality, not volume.
8. Your Team Feels Burnt Out by Repetition
When HR and recruiters spend most of their day on repetitive tasks, they can’t operate strategically — and burnout spreads fast.
What to use instead:
Hoops TXM recruiting tools eliminate repetitive admin with workflow automation, message templates, and hands-on support from real recruiting experts — giving your team breathing room to focus on hiring outcomes, not logistics.
9. Your Hiring Process Moves Slower Than Your Business Needs
Open roles = lost revenue. If you’re missing growth targets because hiring can’t keep up, admin inefficiencies might be the root cause.
What to use instead:
Hoops TXM recruiting tools are designed to accelerate hiring without losing quality — helping you scale your team without scaling your stress.
Stop Wasting Time on Admin Work — Let Recruiting Tools Do the Heavy Lifting
If you recognized yourself in even a few of these signs, it’s time to upgrade your recruiting tools. Admin work doesn’t just slow down your team — it slows down your business.
At Hoops, we do more than provide recruiting software. Our TXM platform combines advanced automation, AI-matching, and real-time insights with a dedicated recruiter who works alongside you every step of the way — in recurring check-ins, process reviews, and hiring strategy sessions.
That means you’re not left figuring it out alone. We help you turn insights into action, fix bottlenecks, and keep your hiring engine running at full speed — from job post to offer letter.
Want to stop drowning in admin and start making better hires, faster? Take our free Talent Health Checkup and learn more about our recruiting solutions to find out how to reclaim your time and hire with confidence.
Simplify hiring. Amplify growth.
