Recruitment Process Outsourcing for Ongoing Hiring
Recruitment process outsourcing (RPO) means an outside team runs part or all of your ongoing recruitment, working to your roles, approvals and process. We take requirements, source and screen, coordinate interviews, follow up offers and joining, support hiring managers and report on progress. The scope is agreed in writing, and the hiring decision stays with you.
Recruitment Process Outsourcing (RPO) in brief
Recruitment process outsourcing (RPO) is an arrangement in which an outside team runs part or all of a company's ongoing recruitment, working to the company's roles, process and approvals. GullyHR provides RPO as a service separate from per-role talent acquisition and from recruitment process consulting. The stages covered, the tools used and the reporting are agreed in writing, and selection and offers remain your decisions.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- GullyHR provides recruitment process outsourcing alongside talent acquisition, IT and specialised recruitment, contract staffing, executive search, background verification, payroll outsourcing, outsourced HR management and compliance support.
- An RPO engagement can cover requirement intake, sourcing, screening, interview coordination, offer and joining follow-up, reporting and hiring-manager support, for some roles or for all of them.
- RPO differs from talent acquisition, which supports searches for particular roles, and from recruitment process consulting, which designs how your business hires.
- Work can run in your own recruitment tools or in GullyHR software, where agreed. Selection, compensation and the offer stay with you.
The starting point
Has Recruitment Become a Job Nobody Holds?
A business that hires now and then can manage with a manager's spare hours and a few partners. A business that hires every month cannot. Briefs, screening, interviews and follow-up pile up, each team does it differently, and nobody can say how hiring is going overall.
We run the agreed parts of your recruitment day to day, to your process and your approvals, and you keep the decisions.
You may be experiencing:
- Roles opening every month with no one whose job it is to run the recruitment.
- Each hiring manager briefing, screening and following up in their own way.
- Several recruitment partners working from different versions of the same role.
- Candidate history and partner contacts lost when a recruiter leaves.
- Interview feedback chased by message, with decisions still waiting.
- A growth plan or a new location that needs hires over several months.
- No view for leadership of open roles, stages and drop-out points.
- A recruitment process on paper that nobody has the time to run.
- A small HR team spending most of its week on hiring.
- Accepted offers going quiet before the joining date.
What we can help with
Our RPO Services
Requirement Intake
An intake with each hiring manager, written into a brief with must-have and good-to-have requirements, the approved range and the interview panel.
Sourcing
A sourcing plan per role or role family, naming the agreed channels, followed by outreach and the handling of applications in one tracker.
Screening and Shortlisting
Profiles reviewed against the brief, screening conversations with notes, and shortlists in an agreed format for hiring managers.
Interview Coordination
Scheduling, reminders, candidate briefing and collection of interviewer feedback, with pending decisions followed up.
Offer and Joining Follow-up
Candidate communication while you finalise offers, and follow-up on documents and the joining date. The offer and its terms are yours.
Hiring-Manager Support
Where agreed, help with role briefs, interview questions, scorecards and feedback, so teams decide on the same basis.
Partner Coordination
Where you use other recruitment partners, one brief for each role and one tracker and screening route for every candidate.
Reporting and Review
Open roles, stages, pending decisions, sources and drop-out points, reported and reviewed with you at agreed intervals.
The scope
What the Service Can Cover
These are the parts of recruitment we can run for you. Each engagement takes the parts that apply, and the scope is agreed with you in writing.
Process Set-up
The stages, approvals, formats and tracker we will work to, following your existing process where you have one.
Requirement Intake
The conversation with each hiring manager that captures the role, the requirements, the approved range and the panel.
Role Briefs and Descriptions
A written brief for every role and a job description drawn from it, or your existing description where one is in use.
Sourcing Plan
The channels chosen for each role or role family, which can include job portals, professional networks, referrals, your own applicant records and recruitment partners.
Candidate Outreach
How candidates are approached, what is said about the role and your business, and how interest is recorded.
Application Tracking
One tracker in the agreed tool for every candidate, with the stage reached and the next step.
Screening
Profile review and screening conversations against the brief, with notes kept for each candidate put forward.
Interview Coordination
Scheduling, reminders, candidate briefing and collection of feedback in the agreed form.
Candidate Communication
Updates to candidates at each stage, including delays and outcomes, in a consistent and courteous way.
Offer and Joining Follow-up
Communication while you finalise offers, and follow-up on documents and joining dates after acceptance.
Hiring-Manager Support
Help with briefs, interview questions, scorecards and feedback, where agreed.
Reporting and Handover
A regular hiring report, periodic reviews, and a handover of records and learnings at the end of a project or engagement.
Working together
Ways to Work With Us
Project RPO
Recruitment run for a defined hiring requirement, such as a new site, team or function, with the roles and the period set in the agreement.
Ongoing RPO
Recruitment run continuously as roles open over a period, for agreed teams or for the whole business, with a regular report.
Partial RPO
Selected stages run for you, such as sourcing and screening or interview coordination, while your team handles the rest.
Alongside Process Consulting
Recruitment process consulting to design the process, followed by RPO to run it, each scoped separately.
Scope is agreed per engagement, in writing, before work begins. RPO is scoped separately from talent acquisition and from recruitment process consulting, and you can take any of them on its own.
The deliverables
What You Receive
Depending on the scope of your engagement, deliverables can include:
- A written scope naming the roles, teams, locations, stages, tools and model of engagement.
- A note of the stages, approvals and formats the work follows.
- A requirement intake format and a written brief for each role, confirmed by the hiring manager.
- A sourcing plan per role or role family, naming the channels and responsibilities.
- A candidate tracker in the agreed tool, showing each candidate and the stage reached.
- Screening notes and shortlists with a note on each profile against the brief.
- Interview schedules and feedback records for each candidate interviewed.
- An offer and joining follow-up log.
- Interview question sets or scorecards for hiring managers, where agreed.
- A periodic hiring report and a handover note at the end of a project or engagement.
Step by step
How We Work
Agree the Scope and Model
We confirm the roles, teams, locations and stages covered, project or ongoing, the tools and the reporting, and write it down before work begins.
Set Up the Process and Tools
We agree the stages, approvals and formats, follow your existing process where you have one, and set up the tracker in the agreed tool.
Take Requirements and Source
We hold an intake with each hiring manager, write a brief for confirmation, and source and screen candidates against it.
Coordinate and Follow Up
Shortlists go to hiring managers, we coordinate interviews and feedback, and we follow up offers and joining. The decisions are yours.
Report and Review
We report in the agreed format, review sources, stages and drop-out points with you, and adjust the plan or close with a handover.
The difference
What Outsourced Recruitment Gives You
An RPO engagement run to a written scope helps you:
We do not promise outcomes. We record a baseline before work starts, covering how long each hiring stage takes today and where candidates are currently lost, and report against it, so you can see what changed and what did not.
- Give your ongoing hiring a named team to run it, with the scope written down.
- Start every role from a brief the hiring manager has confirmed.
- Screen candidates across teams against the criteria in each brief, with notes kept.
- Have someone follow up interview feedback and pending decisions.
- See open roles, stages and drop-out points in one regular report.
- Keep hiring history in the agreed tool, rather than with one recruiter.
- Bring recruitment partners to one brief and one tracker.
- Free your HR team and managers for the parts of hiring only they can do.
Find your fit
Who This Service Is For
Businesses Without a Recruitment Team
Companies with a steady flow of open roles and no one whose job it is to run recruitment.
Businesses With a Small HR Team
Companies whose HR team cannot run hiring alongside everything else it handles.
Businesses With a Growth Plan
Companies opening a location, team or function that needs hiring over several months.
Businesses Using Several Partners
Companies that want one brief, one tracker and one report across every recruitment source.
Businesses With a Defined Process
Companies that have a recruitment process and need people to run it day to day.
Leadership Teams
Founders and leaders who want regular visibility of open roles and hiring progress across the business.
Good to know
RPO, Talent Acquisition and Process Consulting
Recruitment process outsourcing
We run part or all of your ongoing recruitment across roles or teams, including requirement intake, sourcing, screening, coordination, follow-up, hiring-manager support and reporting.
Talent acquisition
We support the search for particular roles you need to fill, from a written brief to joining follow-up. Suited to a single role or a defined hiring drive.
Recruitment process consulting
We design how your business hires: requisitions, approvals, job descriptions, interview structure and records, for your own team to run.
Choosing between them
- Hiring now and then, for particular roles: talent acquisition.
- Hiring continuously, with no one to run it: RPO.
- Hiring that runs differently every time: recruitment process consulting.
- A process to design and then run: consulting followed by RPO.
Each service is scoped and agreed separately, and you can take any of them on its own.
Good to know
Scope and Service Boundaries
Each engagement defines
The roles, teams, locations, stages covered, the model, the tools, who communicates with candidates and the reporting format.
Stays with you
- Approval to hire and the headcount.
- The decision on whom to hire.
- The compensation and the terms of the offer.
- Issuing the offer and the appointment letter.
- Joining formalities and onboarding.
Agreed separately, and covered only where agreed in writing
- Background verification.
- Executive search for senior roles.
- Psychometric or skills assessments.
- Employment law advice.
- Software licences, procurement or integration.
Hiring outcomes depend on the roles, the compensation, the availability of candidates and the speed of decisions. The engagement does not promise a number of hires or hiring timelines.
Good to know
Timeline and How to Prepare
Timeline
The schedule depends on the number of roles, the teams and locations, the stages covered, the tools and how quickly interviews and decisions happen. We confirm the plan after the scoping discussion.
Useful inputs
- Your hiring plan or the roles you expect to open.
- Approvals and compensation ranges.
- Existing job descriptions.
- Hiring managers and interview panels.
- Your recruitment process, tracker or applicant tracking tool.
- Recruitment partners you already use.
If these are not ready, we can start with a discussion and map how hiring runs today with your team.
Good to know
Confidentiality and Candidate Information
Handled by agreement
Running your recruitment involves personal information about candidates and commercially sensitive information about your plans. Before work begins we agree what is shared, who can see it, how it is stored and the confidentiality terms.
Records at the end of the engagement
Candidate information is used for the agreed recruitment. We agree with you at the start how candidate records and hiring history are handed over, kept or removed when the engagement ends.
Good to know
Measures We Report On
Measures we agree with you
- Time to hire: from an approved vacancy to an accepted offer.
- Time in each stage: where candidates or decisions are waiting.
- Source: which channels the candidates came from.
- Stage progress: how candidates move through screening, interviews and offer.
Definitions and reporting periods are agreed at the start so results can be compared consistently.
Measures that follow the offer
- Offer acceptance: how often selected candidates accept.
- Joining: how often accepted offers lead to joining.
- Candidate withdrawal: where candidates leave the process and the reason given.
- Early exits: whether new joiners stay beyond the first months, where records are shared with us.
Good to know
Frequently asked questions
Recruitment process outsourcing (RPO) is an arrangement in which an outside team runs part or all of a company's ongoing recruitment, working to the company's roles, process and approvals. At GullyHR it can cover requirement intake, sourcing, screening, interview coordination, offer and joining follow-up, hiring-manager support and reporting.
Talent acquisition supports the search for particular roles, from a written brief to joining. RPO runs your recruitment as an ongoing activity across roles or teams, including the process, the reporting and support for hiring managers. They are scoped separately.
Recruitment process consulting designs how your business hires: requisitions, approvals, job descriptions, interview structure and records. RPO runs that recruitment for you day to day. You can take either one on its own, or design the process first and then have us run it.
Project RPO covers a defined hiring requirement, such as a new site or team, with the roles and the period set in the agreement. Ongoing RPO runs recruitment as roles open over a period. The model is chosen with you at the scoping stage.
Yes. Some businesses hand over sourcing and screening, others interview coordination and follow-up, or the recruitment for particular teams. The stages we run and the stages that stay with your team are written into the scope.
They are agreed at the start of each engagement and written into the scope. Share the roles, the teams and the locations you have in mind, and we confirm in writing whether we can support them.
You do. We run the agreed recruitment stages and support your hiring managers. Selection, compensation, the offer and its terms remain your decisions.
Where agreed, yes. The work can run in the tool you already use, in the GullyHR recruitment module or in a shared tracker. Software is not required to take the service.
Yes. The scope sets out who does what, and where you use other partners we coordinate so that they work to the same brief and their candidates enter the same tracker.
Background verification is a separate GullyHR service. If you want it as part of the hiring route, raise it at the scoping stage, and we set out in writing what is covered.
Pricing depends on the roles, the number of hires, the stages covered, the locations, the period of the engagement and the tools used. Share your requirements and we will send a tailored proposal.
No. Hiring depends on the role requirements, the compensation, the availability of candidates and how quickly interviews and decisions happen. We agree what we do at each stage, report against a baseline and tell you early where hiring is held up.
Before work begins we agree what information is shared, who can see it, how it is stored and the confidentiality terms. Candidate information is used for the agreed recruitment and not for anything else.
The roles you expect to hire, the approvals and compensation ranges, any job descriptions, the hiring managers and interview panels, your recruitment process or tracker if you have one, and a named person who can resolve pending decisions.
Hand Over the Hiring Work. Keep the Decisions.
Give your ongoing recruitment a named team, one brief per role, one tracker and a regular report, and keep selection and offers with the people who lead the teams.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
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