Building an enquiry-to-placement system
for a live service business.
Strong Helper is an active domestic helper agency. This reference covers its live service website and enquiry tools, alongside the workflow design for CV review, CRM, interviews and follow-up.
- Case type
- Website and workflow
- Sector
- Domestic helper recruitment / Services
- Status
- Live service website
A live operating environment
The workflow supports active enquiries, customer timelines, changing candidate availability and daily follow-up. Working within that environment kept the scope focused on a system the operating team can use and maintain in practice.
Where information and responsibility were fragmented
- Meta advertising enquiries entered WhatsApp without a consistent intake structure.
- Requested start dates could conflict with the lead time required for recruitment.
- Customer requirements were distributed across long message histories.
- CV formats varied, making review and comparison less consistent.
- There was no unified lead stage, next action or lost-reason structure.
- Candidate availability could change before a customer decision was made.
- Management visibility depended on reviewing individual conversations.
The realities the workflow needed to support
- Overseas recruitment requires sufficient lead time, while some customers need an immediate or short-term solution.
- Urgent requests depend on a limited pool of eligible candidates already in Hong Kong.
- Supply and availability change, so records need defined owners and regular review.
- Eligibility, trust, suitability and commercial conversations remain human decision points.
Separate triage and administration from judgement
The workflow first distinguishes urgent from planned requirements, then standardises the customer information, CV structure and lead status needed for follow-up. AI is used for initial organisation and repetitive drafting; decisions involving eligibility, supply, trust or agreement remain with the operating team.
Website, tools and workflow scope
- Service website and structured enquiry entry point
- AI-assisted initial requirement capture
- CV standardisation workflow
- CRM and sales-pipeline design
- Urgent and planned recruitment routes
- Interview, payment and follow-up record structure
- Integration planning for enquiry, customer and candidate data
From first signal to an accountable next action
- 01Advertising or service website
- 02Structured enquiry entry
- 03AI-assisted initial requirement capture
- 04CRM lead stage and ownership
- 05CV review and interview coordination
- 06Payment, lost reason or next action
- 07Operational records inform the next review cycle
What the workflow makes visible
The workflow organises the enquiry, lead stage, next action, lost reason and recruitment route into fields that can be reviewed. Staff ownership and regular updates keep those records useful for follow-up.
Public service touchpoints
The service website and AI-assisted enquiry entry point are public. The wider project scope covers customer requirements, CV review, follow-up and next-action records.
What shaped the operating model
- More enquiries do not necessarily mean more deliverable business.
- A system cannot create candidate supply or shorten unavoidable lead times.
- Automation can reduce repetitive work but cannot replace eligibility, trust and commercial judgement.
- CRM quality declines when ownership and update routines are unclear.
- A more complete system does not by itself produce a better commercial outcome.
- A useful workflow must be practical enough for the operating team to use every day.
Areas for further improvement
Further work can focus on data ownership, candidate availability, staff adoption and the points where a person needs to take over. Priorities depend on the current operational need.
Does an important service workflow still depend
on message histories and manual follow-up?
Share the current process and operating constraints. Our team will help identify a practical first scope before recommending any platform or automation.