How CareVista launched a recruitment portal that saves 100+ hours of admin work a month

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The Problem

As a new recruitment company, the CareVista team knew they needed more than spreadsheets and email to coordinate hiring processes across candidates, agencies, and employers.

They wanted a digital solution to support their growth: a platform that could scale their operations, reduce manual work, and provide a modern experience for all users involved in the recruitment process.

Because CareVista was starting from scratch, they had the rare opportunity to build a fully integrated system from day one. But existing tools weren’t built to support a three-sided recruitment workflow, and hiring a dev team to build a custom system would have cost up to €50,000. 

CareVista needed a platform that could:

• Serve three different user roles — applicants, partner agencies, and employers — each with their own views and permissions
• Provide real-time visibility into the recruitment pipeline
• Automate status updates, document management, and feedback, without relying on back-and-forth emails
• Work with monday.com, the company's source of truth

The Solution

To meet these needs, Softr expert Jesuena Estoque Reimer of Mindflows built CareHub: a multi-portal recruitment platform powered by Softr, with monday.com as the data source (Jesuena is also a technology partner at the company). 

CareHub includes:

• An applicant tracker, where nurses can upload documents, track their progress in hiring processes, and see what comes next.
• An agency portal, where partner agencies submit qualified nurse candidates and track their status.
• An employer portal, where hiring teams can browse candidate profiles, view documentation, and request interviews.

Each portal shows tailored dashboards and experiences for each user, built with Softr’s role-based visibility and conditional filters. Instead of giving guest access to monday.com, users see the relevant information pulled directly from monday.com (CareVista's system of record) in a user-friendly app.

“Applicants and employers don’t need to see or learn monday.com — it’s too complicated for them,” says Jesuena. “With Softr, they only see what they need to and it’s easy to self-serve.”

Jesuena used Softr’s form blocks for document uploads, feedback, and profile updates; List, Grid, and Details blocks for tracking applicants and reviewing profiles; and automated workflows built in monday.com to sync submissions, trigger email updates, and track status changes.

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The Impact

Since launch, CareHub has become the operational backbone of CareVista’s recruitment efforts, with 250+ applicants, 3 partner agencies, and 5 employers using the portals daily.

The system saves the team an estimated 100+ hours of admin work every month and keeps their internal workflows in monday.com. By choosing Softr over a custom build, CareVista avoided up to €50,000 in software costs, while still getting a portal tailored to their exact needs.

“Agencies love the level of transparency. Employers find it easy to browse candidates. And applicants feel empowered by having clear next steps in one place,” said Jesuena.

What began as a fast MVP has become the foundation for a scalable, tech-enabled recruitment business — built entirely without code.