A real-estate firm hired 37% more agents by letting AI type up applicant details
In plain words
JBGoodwin's recruiters spent up to 25% of their time typing applicant data. Zapier with AI now captures, enriches and summarises it.
What happened: Recruiters save hours a week, and hiring is up 37% on last year.
Source: zapier.com ↗
How to do it yourself
Our suggested steps. The company didn't publish theirs.
- 1
List every field recruiters type by hand.
- 2
Map the steps a person does today and where the data lives.
- 3
Build the workflow in Zapier + HubSpot + AI by Zapier and use the prompt below for the AI step.
- 4
Run it side by side with the manual process for a week and compare.
- 5
Switch over, keep a human check on edge cases, then automate the next task.
The instructions to give the AI
Paste this into Zapier (the free plan is fine), swap the [brackets] for your details, and test it on a few real examples.
This is one part of the setup. It won't connect to your phone, inbox or other apps on its own; the steps above cover that.
Agent instructions (prompt)
From this applicant email and resume, extract name, phone, licence status, years of experience and current brokerage as JSON. Write a 3-line summary for the recruiter. Leave fields empty if not stated.
[Highlighted] = replace with your own details before you run it.
What you should get back: {"name":"Tom Lee","phone":"…","licence":"active","experience":"6 yrs","brokerage":"Keller"} + 3-line summary.
Written by Quickly and Good, inspired by this case.
More detail: tools, prices and what you'll need
The company used: Zapier + AI by Zapier
You could use: Zapier + HubSpot + AI by Zapier
- Zapier
No-code automation between 9,000+ apps, with AI steps.
Free plan; Professional from $19.99/mo · Official site ↗
Prices from each tool's own pricing page, checked Oct 2026.
What you'll need
- ☐An automation tool (n8n, Make or Zapier)
- ☐Connections to each app involved (email, CRM, sheets, calendar)
- ☐An AI model account/API key
- ☐The agent instructions (prompt)
- ☐Error handling: what happens when a step fails
- ☐Testing with real data for a week
- ☐A human review step before anything goes out to customers
Can I do this myself?
Yes if you have built a Zapier/Make/n8n workflow before. If those words are new, hire a builder.
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