At a Glance
- Customer: Ancile Services
- Industry: Logistics & Recruitment
- The Win: Zero-touch background check processing & real-time candidate monitoring
- Key Metric: 80% reduction in manual workload
About Ancile Services
Ancile Services is a premier recruitment agency specializing in the logistics sector, specifically focusing on P&D (Pickup and Delivery) drivers, last-mile delivery, and linehaul operations. With a client base of over 300 logistics companies, Ancile manages the high-volume, high-churn nature of driver recruitment. Their rigorous vetting process involves multi-stage background checks, criminal record verification, and medical testing (blood and physical tests) to ensure compliance and safety for their partners.
The Challenge: The "Black Box" of High-Volume Recruitment
Recruiting drivers for the logistics industry is a race against time. Ancile Services faced a critical bottleneck in their hiring pipeline due to the manual nature of third-party background checks.
1. The "Response Lag" Problem
Ancile uses First Advantage for background screenings. Since the platform lacked an API, Ancile's team had to manually log in and enter data for every applicant.
- The Cost of Delay: While the data entry took 5–10 minutes per driver, the real issue was the queue time. A driver might apply on Friday night, but an Ancile worker wouldn't see it until Monday morning.
- Result: This 1-2 day lag caused massive drop-offs. Drivers often applied to multiple fleets at once; by the time Ancile sent the background check link, the driver had already accepted an offer elsewhere.
2. The Visibility Gap
Once a background check was sent, it entered a "black box." With thousands of applicants in the system, it was humanly impossible to check the status of every driver daily.
- The Scale Problem: Candidates would get stuck in the "Medical" or "Criminal Record" stages. Without a nudge, applications would stall.
- Manual Limitation: Checking the status of a single candidate requires logging into a portal and navigating through menus. Doing this for 2,000+ active candidates was operationally impossible.
"We had a team of operators in the US and India whose sole job was to copy-paste data. We couldn't scale. We had thousands of applicants running in the system, and checking the status of each one every day was mathematically impossible for humans."
— Ronak Shah, CEO, Ancile Services
The Solution: High-Speed Agentic Automation
Ancile turned to Optexity to deploy "Agentic Browser Automation"—intelligent agents capable of navigating complex third-party websites just like a human, but at speeds and volumes that humans cannot match.
1. The Submission Agent (Zero-Latency Processing)
Optexity built a browser agent to handle the initial application intake immediately.
- Workflow: As soon as a driver applies on the Ancile portal, the agent autonomously logs into the First Advantage portal.
- Action: It navigates the UI, selects the correct client profile (from 300+ options), inputs driver details, and initiates the background check.
- Outcome: The 1-2 day delay was eliminated. Drivers now receive their background check invitation instantly, often while they are still sitting at their computer after applying.
2. The Monitoring Agent (6,000+ Checks Daily)
To solve the "black box" problem, Optexity deployed a fleet of high-speed monitoring agents.
- Speed is the Feature: The critical enabler here was Optexity's execution speed. Slow automation would have created a backlog. Optexity's optimized agents run fast enough to perform 6,000 checks per day (checking ~2,000 active candidates 3 times daily).
- Seamless Integration: Optexity provided API callbacks that pushed this data directly into Ancile's internal system. Ancile didn't need to build a complex scraper; they simply consumed the clean data Optexity sent back.
- Smart Nudging: This real-time data allows Ancile’s system to automatically identify when a candidate is stuck (e.g., "Pending Medical - Physical Test") and trigger a nudge immediately.
The Impact
By automating the "impossible" manual work, Ancile Services transformed their recruitment from a reactive process to a proactive engine.
- 80% Reduction in Human Workload: The operations team no longer spends their day on manual data entry or checking statuses, allowing them to focus on high-value candidate interactions.
- Scale without Headcount: Ancile increased their processing volume to 120,000 - 150,000 monitoring requests per month without hiring a single additional operational staff member.
- Higher Conversion Rates: The "Speed to Lead" has improved dramatically. Because the 1-2 day lag was removed, Ancile captures drivers before competitors do.
"The first task (data entry) could have been solved by hiring more people. But the second task—monitoring thousands of candidates daily—was impossible for any amount of humans. Optexity's speed enabled us to do things that were simply not possible before."
