Senior hiring at a global fund administrator runs through many interview rounds and executive calendars across time zones. CloudApper AI Recruiter extends UKG Pro Recruiting to support every round, schedule executive panels through Outlook and Teams, and give recruiting leadership real-time KPIs on where each search stands.
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At a global private equity fund administration firm with about 1,800 employees, a senior hire rarely goes through one or two conversations. A fund controller or client service director may meet a recruiter, a hiring manager, a regional head, a panel of peers and a managing director, often across three or four time zones. Each of those senior interviewers has an executive assistant guarding their calendar. The firm runs talent acquisition on UKG Pro Recruiting. What it needs is a way to run that full multi-round sequence without recruiters coordinating every step by email. CloudApper builds that layer on top of UKG.
Where Multi-Round Hiring Breaks Down
The firm’s interview process for senior and client-facing roles often runs well past two rounds, and each round brings new people into the loop. Recruiters track the later stages outside the system, email executive assistants for availability, chase confirmations and rebuild the schedule whenever an executive cancels. Recruiting KPIs have to be updated by hand in the team’s tracking boards before leadership can see where candidates are stalling.
As the Head of Senior Hiring at the fund administrator put it, “Our job then is to schedule the candidates through maybe multiple rounds of interviews. There could be panel interviews, there could be on-site interviews. There’s a lot of … people that need rescheduling. … You’re dealing with executives, you get word at the last minute that they can’t make it, and then you have to go back to maybe an [EA] … to reschedule.”
For a firm competing for experienced fund accounting and client service talent, scheduling delay is a direct hiring risk. Senior candidates notice a slow, uncoordinated process, and they draw conclusions about the firm from it.
Extending UKG Pro Recruiting for Executive Interview Loops
CloudApper positions CloudApper AI Recruiter for UKG as interview coordination middleware between UKG Pro Recruiting, Outlook, the firm’s monday.com workspace and Microsoft Teams, building on the same approach CloudApper uses to connect UKG with Microsoft Teams. The design supports as many interview rounds as each role requires, with every round tied back to the candidate’s record in UKG. Scheduling runs through the Microsoft Graph API, so the agent finds overlapping free time across interviewers using free/busy data only, works with executive assistants from pre-vetted time blocks, and books panels across time zones without the email chain.
“We’re looking for opportunities to automate where we’ve got repetitive, more simple tasks. One thing to note is that the team manages recruitment from end to end, including top of house, which means that we’re dealing with individuals who have executive assistants that help with their scheduling.”
Head of Talent, global fund administrator
This goes further than the single-step automation covered in automating interview scheduling in UKG Pro Recruiting. The challenge here is sequence and seniority: coordinating many interviewers over several rounds while keeping each step connected to the same candidate.
What Recruiting Leadership Needs to See
The goal is executive-level interview scheduling across time zones that runs without a recruiter rebuilding it each time. When an executive cancels, the agent re-offers times instead of the recruiter starting over. Stage movements and recruiting KPIs push to monday.com in real time, so leadership can see pipeline status, stage timing and bottlenecks as they happen instead of in a weekly report.
“When you’re talking about 100 roles, and on average, maybe three candidates per role, interviewing at any given time. It’s just a big task for everyone. The back and forth, it takes up a lot back and forth.”
Head of Senior Hiring, global fund administrator
That visibility addresses what many TA teams already suspect, that interview scheduling is the biggest hidden cost in the hiring cycle. It also keeps the candidate experience consistent for senior hires, who expect a firm that manages complex client work to run an organized process.
“Depending on the seniority, they’re not going to apply. They don’t, until they get further down the road, they won’t even apply. So, you’re trying to schedule those people as well. So, it’s both in and out [of] UKG.”
Head of Senior Hiring, global fund administrator
The Implication for Professional Services Hiring
Financial services and professional services firms hire senior people through long, many-handed interview loops. Those loops do not shrink, so the coordination around them has to scale. With CloudApper extending UKG Pro Recruiting, a firm can keep its candidate records in UKG, its meetings in Teams and Outlook, and its reporting in the tool leadership already uses, with every round connected.
If your senior hiring runs through more interview rounds than your team can coordinate by email, talk to CloudApper about extending UKG Pro Recruiting for multi-round interview scheduling.
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