Instantly: Scaling Software Development with Speed and Precision
Instantly is a fast growing sales engagement platform that helps companies automate cold email outreach and streamline lead generation. The product connects AI powered personalization with high volume sending in order to create predictable sales opportunities for agencies and businesses. To support rapid growth and expand the product roadmap, Instantly needed to hire strong engineering, data and go to market talent across several regions. The company required a fast and consistent hiring engine that could deliver high quality candidates without slowing down product development or marketing initiatives. We stepped in as an embedded hiring partner and designed a complete recruitment workflow. This included scorecard alignment, sourcing playbooks, weekly hiring operations and continuous pipeline management. The result was a seventy two percent reduction in time to hire and fourteen successful hires across multiple tracks.
Client:
Instantly
Industry:
AI & ML
Country:
Sheridan, Wyoming, United States
Service:
Recruitment Process Outsourcing (RPO)
Background
Instantly helps businesses automate outreach, personalize communication and scale lead generation through AI and advanced sending tools. The growth of the platform increased demand for strong engineering talent including AI focused full stack specialists and data engineers.At the same time, the company needed to strengthen its go to market team through account executives, growth leadership, performance marketers and lifecycle marketing specialists.The competitive nature of the software and sales automation market created additional pressure on hiring. Instantly needed a structured process that would move quickly and present a consistent experience across all functions.
Challenges
Instantly operates in a competitive space where strong candidates often choose between multiple offers. The hiring team needed to fill several technical and commercial roles in parallel which required strict process coordination and unified evaluation criteria. Decision making was spread across regions which made alignment essential for speed and quality.
Shortage of specialized engineering and data talent
Multiple parallel openings across engineering and growth
Competing offers in a fast moving software market
Distributed decision making across regions
Need for consistent evaluation and clearly defined scorecards
Solution
We built a complete hiring system that matched the pace of Instantly. The work began with role calibration where we aligned expectations with the hiring managers and selected the skills, values and execution traits required for each role.Our team built sourcing playbooks for engineering, growth and data tracks. We used targeted outreach, market mapping and proactive talent pools to fill pipelines quickly. Every candidate passed through a structured interview process based on calibrated scorecards which ensured clarity and consistency.We coordinated weekly hiring operations to maintain speed, resolve blockers and keep all teams aligned. Throughout the engagement we owned sourcing, screening, assessment and offer management from start to finish.
Role specific sourcing strategies and market mapping
Structured interviews with aligned scorecards
Weekly hiring operations and pipeline coordination
Offer management with compensation benchmarking
Onboarding guidance for new hires
Results
The partnership helped Instantly scale both engineering and commercial teams at remarkable speed. The structured hiring process improved first round pass rates and created a predictable flow of high quality candidates.In total we delivered fourteen hires across engineering, product, growth and sales. These hires strengthened Instantly’s ability to ship new features, run large outreach volumes, grow revenue and accelerate the product roadmap.
72% faster time to hire
14 hires across engineering, product and growth
Higher first round pass rates due to scorecard alignment
Clearer hiring signals across distributed teams
Faster decision making and improved pipeline coverage
Strengthened delivery capacity across multiple business units
Across this engagement we owned the full hiring process and provided consistent support at every stage. We created sourcing playbooks, calibrated scorecards, managed weekly hiring operations and guided compensation and offer discussions. These steps enabled us to hire quickly while preserving quality and clarity.
The roles we filled covered engineering, go to market, growth and leadership. This expansion gave Instantly the capacity to scale product development, increase revenue generation and strengthen its market position.
Full Stack Developer contributing to end to end feature delivery
AI Full Stack Engineer focused on intelligent outreach automation
Data Engineer responsible for scalable data pipelines and performance analytics
Frontend Developer creating high quality user experience for the platform
Full Stack Developer contributing to end to end feature delivery
In summary, this collaboration demonstrated how a structured hiring engine can support rapid product and growth expansion in a competitive software market. Through calibrated interviews, targeted sourcing and weekly hiring operations, we helped Instantly hire fourteen specialists with a seventy two percent faster time to hire.The improved process ensured predictable results, stronger candidate pipelines and a better hiring experience for everyone involved. This gave Instantly the talent foundation needed to scale the platform and move confidently into the next phase of growth.
"The OnHires team helped us hire across engineering and growth with impressive speed and consistency. Their process created clarity, structure and high quality results."
Chief Executive Officer
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