Circle8 didn’t want a long, heavy project; they wanted a practical, achievable solution that would produce results quickly. Discussions with Ciphix progressed smoothly from the start.

“Technically, it became clear very quickly what was needed. Circle8 knew exactly where the bottleneck was, and we had the experience to translate that into a feasible solution immediately.” — Douwe Schravesande, New Business Manager, Ciphix

Together, the vacancy intake process was mapped out concisely but effectively:

• where delays occur

• which fields are essential

• how peaks in volume impact the workflow

Because Ciphix had previously automated a similar intake process for other MSPs, a concrete plan could be presented straight away. The approach was built around three key steps:

1. Start small
Automate a single route first: e-mail-based vacancy requests with PDFs.
2. Deliver value in five weeks
Short sprints, daily alignment, continuous improvement.
3. Business + IT + operations working as one
A joint workshop, clear communication towards the team and a team champion who guided colleagues throughout the change.

This collaborative triangle proved crucial.

“The real strength was in the triangle: our business, our IT and Ciphix. That collaboration allowed us to move quickly and ensured the solution was embraced across the team.” — Paul Breeuwer, Senior Manager, Circle8

The chosen solution is not a traditional RPA bot; it is an Agentic AI agent that functions as a digital colleague. Where RPA breaks down as soon as a PDF looks slightly different, this agent can understand the content it reads. It recognises roles, requirements, clients and conditions, and knows which fields are critical to processing a vacancy.

The agent handles variation effortlessly, whether there is one template or twenty. It interprets differences in structure, writing style, and layout, makes decisions within predefined boundaries, and requests input only when necessary. As a result, the process remains robust even when client formats change or exceptions occur.

In practice, the agent works as an additional team member:

• it opens e-mails and attachments, reads and interprets the content

• extracts all relevant fields automatically and enters them into the vacancy system

• leaves only final checks to a human colleague

This shifts employees’ roles from data entry to quality assurance, increasing speed, reducing errors, and enabling focus on higher-value work.

“Because every client uses a different template, you need technology that can read and understand. AI simply does that better.” — Ismalino Anijs, Project Lead, Ciphix

The impact became visible almost immediately. During onboarding for several large clients, intake volume increased by nearly one-third. Under normal circumstances, this would create delays or require additional capacity but the AI agent absorbed the surge effortlessly.

Circle8 saw:

• 70–80% of manual re-typing eliminated

• vacancies going live significantly faster

• peak volumes handled without additional staffing

• employees needing to validate only a handful of fields

• reduced workload and improved quality

“That peak hit exactly when the agent went live, and everything kept flowing. That’s when we knew: this really works.” — Paul Breeuwer, Senior Manager, Circle8

Looking ahead: this is only the beginning

The AI agent marks the start of a broader digital transformation within Circle8. Together with Ciphix, the organisation is now exploring where Agentic AI can deliver even more value;  always following the same principles: start small, deliver fast, build for adoption.

From additional vacancy routes to processes for contract management and matching, each subsequent step is aimed at improving scalability, quality, and space for personal interaction.

This project demonstrates how Agentic AI can make staffing organisations future-ready. Circle8 and Ciphix continue to build a modern, human-centred and scalable operation, ready for the next phase of growth.