The Challenge

XL Studio is a New York video and content production studio that works with brands, streaming platforms and agencies. With new projects starting every month, the studio hires producers, editors, motion designers and freelancers on a rolling basis.

Its hiring process had grown one tool at a time. Applications arrived by email, feedback lived in chat threads and interview times were set through long back-and-forth messages.

• An average of 42 days to fill a full-time role

• Recruiters losing hours each week to scheduling and status updates

• Candidates waiting days for replies, and some accepting other offers first

The Solution

Over three months, XL Studio moved every open role onto Verixa and built one simple process shared by recruiters and hiring managers. Each hiring manager was onboarded in a single one-hour session.

• Collected all applications in a single applicant tracking pipeline with clear stages for each role

• Replaced email back-and-forth with interview scheduling linked to each hiring manager's calendar

• Built a talent pool of freelancers and past finalists to staff short-term projects quickly

• Reviewed weekly progress in the analytics dashboard to catch roles that were falling behind

The Results

By the end of March, average time-to-hire dropped from 42 days to 21, a 50% improvement. Each recruiter saved about 10 hours a week that used to go to scheduling, copying data and chasing feedback.

Candidates noticed the difference too. Faster replies and clear next steps earned the studio a 4.8 out of 5 candidate experience rating, and hiring managers now make decisions in days instead of weeks. The studio also staffed 15 freelance projects directly from its talent pool.

Our hiring process finally moves as fast as our production schedule. Everyone knows where each candidate stands, and nothing gets lost in an inbox. - Daniel Brooks, Head of Talent