How 3D Recruit Cut Compliance Times by 70% with Dynamics 365

Introduction

When 3D Recruit, a specialist recruitment agency in social work, education, and healthcare, set out to accelerate growth, their CRM became a barrier rather than an enabler. They needed a system that could keep pace with compliance demands, support remote working, and free consultants to focus on clients and candidates. Partnering with QGate turned those challenges into measurable gains.

The Challenge

3D Recruit had ambitious plans, but their Dynamics 365 setup wasn’t delivering. Core processes were unsupported, compliance checks dragged on for weeks, and staff were tied up in administrative tasks rather than providing client service. Reliance on a single developer created delays and uncertainty, while Microsoft Wave updates and custom scripts introduced unplanned costs.

These issues slowed down compliance checks and affected the speed at which candidates could be placed, directly impacting revenue. Manual administrative tasks created frustration for consultants and risked errors in sensitive data. With competition in recruitment intensifying, inefficiencies made it harder to differentiate in a crowded market.

When the COVID-19 lockdown accelerated the need for remote working, it also became clear that a more strategic approach to CRM was vital to both efficiency and growth.

The Solution

QGate worked with 3D Recruit to transform their CRM into a recruitment-ready platform. We streamlined compliance workflows, integrated Microsoft applications (including mobile), and ensured the system aligned with real-world recruitment processes.

Beyond technology, the project was underpinned by clear communication and partnership. QGate’s consultants worked alongside 3D Recruit’s team to map processes, identify bottlenecks, and design automation that would deliver long-term value. The new system now ensures data accuracy, speeds up candidate engagement, and provides management with clear visibility of operations.

By aligning Dynamics 365 with the agency’s strategy, QGate helped turn 3D Recruit’s CRM into a growth driver rather than a cost centre.

The Results

The impact was immediate and measurable. Admin time dropped by more than 14 hours every week, freeing staff to focus on clients and candidates. Compliance checks, once taking an average of 33 days, now complete in just 9.5 days thanks to automated reminders. By investing in technology rather than additional headcount, 3D Recruit made its sales team more competitive without increasing costs.

The benefits extend beyond the numbers. Clients now experience faster placements, candidates enjoy quicker onboarding, and consultants are empowered with tools that reduce friction in their day-to-day work. The business is more resilient, with systems in place that can scale as demand grows.

To reinforce the outcomes:

• 14+ hours saved per week on admin, releasing time for higher-value activity.
• Compliance checks cut from 33 days to just 9.5 days per candidate, thanks to automated reminders.
• Improved competitiveness without extra headcount, as technology investment made the sales team more effective.
• Better client and candidate experience, with faster turnaround times and improved communication.
• Confidence in compliance, reducing risk and strengthening the agency’s reputation in regulated sectors.

“QGate have helped us save more than 14 hours every week, reduce compliance times by over 70%, and give our sales team the tools to compete more effectively. The CRM now supports our growth instead of holding us back.” – Catherine Puttick, Head of Technology and Innovation, 3D Recruit