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Recruitment marketing, hospitality

TalentBaas

TalentBaas: a custom CRM with its own integrations. Applications from Meta ads arrive directly and an AI agent qualifies them over WhatsApp.

NetherlandsNetherlands·Custom CRM, AI agent and WhatsApp automationVisit website

  • Automatic

    First response

  • By the AI agent

    Qualification

  • All in one CRM

    Overview

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Rebuilt view of the TalentBaas CRM on a display: the list of applicants and their status in the AI screening

About TalentBaas

TalentBaas is a recruitment marketing agency for the hospitality sector. For each vacancy it sets up a hiring campaign with social ads, filters the applicants that come in and, depending on the package chosen, delivers a selection of qualified candidates. In the packages that include follow-up, TalentBaas promises first contact with an applicant within two hours, seven days a week.

The challenge

A hospitality vacancy on social media draws a lot of responses in a short time, and far from everyone fits. Respond quickly and you still have the candidate on the line; wait a day and you've often lost them to another venue. For the team that meant manual work at the worst possible moment: copying sign-ups out of the ad platform, messaging everyone, asking the same questions about hours, distance and experience, and keeping track of who stands where. With several campaigns running at once, that work grows faster than the team does.

The analysis

The source was a given, since the applications come from Meta ads. So the first choice was to let those sign-ups flow straight into the CRM, with no export or retyping in between. An applicant is a record the moment they press send.

The second insight was that the first questions are always the same. Can someone work the days asked for, do they live within reach, do they have the experience the venue wants? Those are hard knock-outs with a yes or a no, and exactly the kind of conversation an AI agent handles well.

WhatsApp was the obvious channel. Hospitality applicants are already there, and a message that arrives shortly after signing up feels like a reply, not a form.

A person still decides. The agent qualifies; once a candidate looks promising, the conversation goes to a TalentBaas staff member and the CRM updates the status.

Rebuilt view of the flow: an application arrives through a Meta ad, the AI agent asks knock-out questions over WhatsApp and hands the candidate over
A rebuilt view with made-up names: sign-up through the ad, AI screening over WhatsApp, handover to a recruiter and the status following along.

What we built

  1. CRM for campaigns and applicants

    A CRM on Twenty (open source), set up around the way TalentBaas works: every vacancy campaign, every applicant and every step of the route sit together. Per vacancy the team sees who is new, who is talking to the agent and who is ready for a person.

    5 parts
    • One overview per vacancy and per client.
    • Statuses that move along with the conversation on their own.
    • Everything about an applicant in one place.
    • Sign-in with the team's Google Workspace account.
    • Hosted in a shielded environment of its own, on a TalentBaas subdomain.

  2. Connection to Meta ads

    A sign-up on a job ad lands in the CRM as a record straight away, linked to the campaign it came from.

    2 parts
    • No export and no retyping.
    • Every application is tied to the right ad.

  3. AI agent for the first qualification

    An agent that keeps watching for new sign-ups and then starts a WhatsApp conversation by itself. It asks that vacancy's knock-out questions and checks the answers against the hard requirements.

    3 parts
    • Starts the conversation with nobody having to do anything.
    • Knock-out questions per vacancy.
    • Records the outcome in the CRM.

  4. Handover to a person

    When a candidate looks like a good opportunity, the agent hands the conversation to a staff member and updates the status in the CRM. The staff member starts with the answers already in front of them.

    2 parts
    • The agent qualifies, a person decides.
    • The status in the CRM is right without manual work.

The blueprint

  1. 1Ad
  2. 2Sign-up in CRM
  3. 3WhatsApp chat
  4. 4Knock-out questions
  5. 5Handover
  6. 6Status updated

Results

First response

Automatic

Every applicant gets a WhatsApp message shortly after signing up, with nobody having to send it.

Qualification

By the AI agent

The hard knock-outs are answered before a staff member takes over the conversation.

Overview

All in one CRM

Campaigns, applicants and statuses sit in one place and stay current by themselves.

Tech & tools

Twenty CRM (open source)Google Workspace sign-inMeta adsWhatsAppAI agentWebhooks & automation

Why teams build with TopDevs

  • Fixed price, agreed up front
  • 100% code ownership, no lock-in
  • Prototypes in days, live in weeks
  • Modern, AI-native & secure tech

Ready to build something that actually works?

Book a no-obligation call. We'll look at where the biggest win sits — fixed price, your code, no lock-in.

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