Home › Case Studies › How a lean startup achieves enterprise-level results with Tracker

How a lean startup achieves enterprise-level results with Tracker

The Story

Pink Admin is a startup recruitment agency in New Zealand specializing in business support roles. With a small local (and remote) team handling everything from sales to candidate management, they were juggling multiple disconnected systems that created massive overhead. Grace Broadhurst, their Operations Director who inherited a Tracker trial from a previous employee, knew that for a startup competing against established agencies, they needed efficiency, not complexity.

The Challenge

Death by a thousand tools

Pink Admin’s biggest challenge wasn’t any single system. It was fragmentation. Their legacy ATS was inflexible, and in order to run the recruitment process end to end, the agency would have needed separate tools for invoicing, compliance, document management, reporting, and KPIs.

This meant constant platform switching and hours lost each day to administrative tasks that should have been automatic.

For a lean startup team where everyone wears multiple hats, this quickly became unsustainable. Subscription costs mounted, overhead increased, and recruiters found themselves spending more time on data entry and admin than on building meaningful relationships with candidates and clients.

Recognizing this early, Pink Admin made a deliberate strategic decision. Based on experience operating other recruitment brands, the team understood that stitching together multiple systems would only introduce unnecessary complexity. Instead, they chose Tracker from the outset to keep everything under one roof, avoiding integrations and workarounds and building the business on a foundation designed for efficiency.

The Solution

Consolidation that works

Pink Admin chose Tracker to bring everything under one roof and made sure to implement it in a way that wouldn’t overwhelm users but encourage usability. Working closely with Tracker’s support team, the agency adopted features incrementally as the team grew more comfortable with the tool.

At a high level, Tracker now powers the agency across four core areas:

• Sales pipeline management
• Smart candidate matching
• Automated administration
• Relationship management

 
Sales pipeline management: Task sequencing and bucketed organization keep the sales team on top of client relationships. Automated reminders ensure follow-ups happen without micromanagement, even with remote team members.

“Tracker automates mundane tasks like compliance and follow-ups, allowing us to focus on building relationships and sales.”
— Grace Broadhurst, Operations Director, Pink Admin

Smart candidate matching: Tracker’s AI-powered CV search transformed the agency’s recruiting capabilities. It extracts skills and keywords beyond job titles, surfacing candidates with transferable experience across industries, which is critical for business support roles where skills matter more than industry background.

Automated administration: Invoicing, compliance tracking, and payroll processing all happen automatically. Integrated e-signatures eliminated their separate document tool, with contracts saving directly to candidate profiles. What used to require constant attention now runs on autopilot.

Relationship management: Marketing campaigns and candidate outreach run through Tracker with branded, automated communications. In a tough market with high unemployment, these consistent touchpoints prevent candidates from falling through the cracks.

“Tracker is future-proof and adapts quickly to new technology, unlike older systems,” Grace explains. The platform evolves as Pink Admin’s needs change, rather than locking them into rigid workflows.

The Results

Small team, enterprise efficiency

“Tracker works really well with automated daily KPI reports and custom dashboards that suit our needs.”
— Grace Broadhurst, Operations Director, Pink Admin

Before: Compiling KPI reports meant pulling data from multiple systems, manual spreadsheet work, and hours each week just to understand performance.
After: Daily automated reports arrive without anyone touching them. Pink Admin’s leadership sees real-time performance across the entire operation instantly.

The efficiency gains extend beyond time savings. Pink Admin now operates with capabilities that typically require much larger teams. Remote workers stay coordinated through Tracker’s activity tracking. Document management means nothing gets lost. Compliance happens automatically. Marketing runs without manual intervention.

Setup was smooth, too. The data import was incredibly fast and easy, saving significant time during setup and meaning the agency was productive immediately rather than spending weeks on migration.

Advice to others

Grace’s advice to other agencies considering new technology? “Don’t sign up to any new tech piece without training.” And Tracker is no different. The combination of proper onboarding and responsive support from the Tracker team turned features into operational transformation.

For a lean startup competing against established players, Tracker delivers enterprise-level efficiency without enterprise-level complexity or overhead.