Eventlab is an award-winning recruitment and staffing agency based in the UAE, operating across the Middle East. Their core services include sourcing, screening, and managing talent for temporary and long-term roles in events and related industries. Eventlab works with multiple clients, departments, and recruitment vendors simultaneously, often across different countries or regions, which makes efficient operations and centralized processes essential for their business.
Eventlab, an award-winning recruitment and staffing agency operating across the Middle East, serves large-scale events, the MICE (Meetings, Incentives, Conferences & Exhibitions) industry, entertainment, and beyond. As a company managing recruitment for high-volume, fast-paced projects with dynamic timelines, Eventlab required a centralized platform to streamline and scale their day-to-day recruitment operations. The primary challenge was to implement a fully functional recruitment workflow inside monday.com that could support the opening and closing of recruitment cycles for specific roles across multiple regions, with the flexibility to manage different clients, departments, and vendors simultaneously.
Overall, the lack of a centralized and structured digital process made tracking progress, managing stakeholders, and scaling operations extremely challenging.
To solve these challenges, we designed and implemented a fully customized end-to-end recruitment management system inside monday.com, tailored specifically to Eventlab’s complex operational needs. Our approach combined modular board structures, automated workflows, and data-driven dashboards to bring visibility, control, and efficiency to every stage of the recruitment process.
We created dedicated boards for each hiring manager and vendors (partner staffing agencies), allowing Eventlab to manage recruitment cycles independently for various projects. Each board was linked with custom application forms that automatically captured candidate data and mapped it to the correct position, department, and geographical location.
To ensure clean and non-redundant data, we implemented an automated workflow that checks for duplicate applications based on email address. If a duplicate is found, the system automatically flags or rejects the application, maintaining data quality and avoiding unnecessary processing.
Separate boards were created for external recruitment vendors, ensuring that candidates submitted by vendors were tracked independently. A tagging system was introduced to clearly identify the source of each application, giving Eventlab valuable insights into vendor performance and lead sources.
We developed a centralized “Position Tracker” board to provide a bird’s-eye view of all current openings across departments. This board tracked the status of each role—how many candidates had been shortlisted, how many were pending, and how many had been assigned to clients. It also helped maintain the 1:3 shortlisting ratio, essential for client submissions.
Shortlisted candidates who passed the internal evaluation were added to a long-term candidate repository. This enabled Eventlab to re-engage suitable candidates for future opportunities without restarting the sourcing process, saving time and effort.
This structure improved transparency while respecting data security and access control.
To ensure long-term success and adoption, we conducted comprehensive onboarding sessions, role-based training workshops, and review meetings with key stakeholders. The Eventlab team is now fully capable of managing and scaling their recruitment operations using monday.com.
By implementing this tailored monday.com solution, Eventlab achieved:
The entire recruitment lifecycle—from job posting to client assignment—is now handled within a single, unified platform that is transparent, traceable, and aligned with Eventlab’s operational goals.
