How Does Your Hiring Process Stack Up? Insights from the 2025 State of High-Volume Hiring

In an increasingly competitive labor market, the ability to hire efficiently at scale can make or break a company’s success. The State of High-Volume Hiring: 2025 Benchmarks Report evaluates the hiring practices of 101 companies across five key industries, uncovering where organizations excel — and where they fall short — in optimizing high-volume recruitment processes. 

This comprehensive report and complementary audit evaluate how organizations leverage artificial intelligence (AI) and automation to manage high-turnover frontline, hourly, and seasonal hiring. While many companies have begun implementing AI and automation to attract and engage best-fit candidates, only 32% demonstrated widespread adoption, highlighting significant gaps in their ability to meet fluctuating workforce demands. Failing to optimize these processes isn’t just a missed opportunity — it can result in unmet hiring goals, increased costs, and slower market responsiveness.

By automating key tasks such as job discovery, interview scheduling, and candidate screening, leading organizations are reducing time-to-hire, cutting costs, and enhancing both candidate and recruiter experiences. Curious how your organization compares? Let’s explore the key findings, industry trends, and actionable recommendations from the report to help you modernize your hiring strategy.

A Quick Look at the Report Methodology

For this audit, Phenom selected 101 companies across Retail, Hospitality & Travel, Healthcare & Pharmaceuticals, Manufacturing, and Transportation & Distribution, and concentrated on high-volume hiring — specifically where automation, candidate experience, and fast screening and scheduling are crucial drivers of overall efficiency and success. 

Each company was assessed based on the number of high-volume hiring and HR automation features used during a typical candidate interaction, as well as tools and approaches used during the application process. The report’s High-Volume Hiring Maturity Matrix categorizes companies into five levels based on their use of automation and best practices:

1. Basic (0–20% of criteria met): Companies in this category have very few, if any, automated tools in place for high-volume hiring. 

2. Emerging (21–40% of criteria met): Companies in this tier have begun adopting basic automation tools, such as automated email responses or basic chatbot functionality to acknowledge completed and accepted applications. 

3. Developing (41–60% of criteria met): At this level, companies have implemented several key automation features, including mobile-optimized applications, automated interview scheduling, and AI-driven resume screening tools.

4. Advanced (61–80% of criteria met): Companies in this category have adopted a well-rounded set of automation tools and processes to manage high-volume hiring efficiently.

5. Transformational (81–100% of criteria met): Companies in this top tier are fully automated across all aspects of high-volume hiring. 

With only 32% of companies reaching Advanced or Transformational levels, there is significant room for improvement across industries. Let’s take a quick look at the largest opportunities for improvement based on the audit findings. 

Where Organizations Are Falling Short

Despite advancements in recruitment technology, the majority of companies struggle to leverage tools that streamline hiring and improve candidate experiences:

• A staggering 99% of companies don’t offer candidates the opportunity to record answers through one-way video interviews

• 95% of manufacturing companies fail to allow qualified candidates to schedule an interview immediately after completing an application

• 83% of healthcare companies do not enable candidates to upload resumes into chatbots to help match them with appropriate roles

• 82% of companies don’t allow candidates to complete applications via chatbot or SMS, limiting accessibility for mobile-first applicants

• 79% of companies in this sector don’t use assessments to screen frontline candidates, potentially slowing hiring decisions

“Not enough organizations across sectors including transportation, manufacturing and healthcare are rapidly adopting AI and automation — this must change if they want to gain a competitive edge during next year’s hiring rush, or risk their bottom line,” said Bill Venteicher, Sr. Director, Product Marketing at Phenom. 

Where Organizations Are Leading the Way

While many organizations face challenges in optimizing high-volume hiring processes, some industries are setting the standard by embracing innovative technology. These leaders demonstrate how AI and automation can transform recruitment, streamline operations, and enhance candidate experiences. 

Here’s how top-performing sectors are leveraging these advancements to stay ahead:

• Hospitality & Travel Shine:

  • 65% of companies in this sector allow candidates to complete applications without creating a username and password, making the process far more accessible

  • 20% of Hospitality & Travel and Retail companies enable automatic interview scheduling for qualified candidates, expediting the hiring process

• Automation and AI Adoption:

  • 54% of Retail and Hospitality & Travel companies ranked as Advanced or Transformational on the High-Volume Hiring Maturity Matrix, leading in technology adoption

  • 40% of companies use chatbots on their career sites, providing candidates with faster and more interactive experiences

Recommendations to Improve Hiring at Scale

The report doesn’t just identify where organizations are falling short — it also offers a clear roadmap for companies to enhance their recruitment practices. By focusing on actionable strategies, organizations can streamline their hiring processes, enhance candidate experiences, and improve operational efficiency. 

The following are key actions your company can take to achieve success based on where you fall on the maturity model matrix. 

Basic

Companies at this stage rely heavily on manual processes, leading to inefficiencies and slow hiring times. The priority here is to simplify the application process and begin implementing basic automation for candidate engagement.

• Streamline the Application Process. Prioritize a "quick-apply" option, particularly for hourly and seasonal roles, enabling candidates to submit applications in under 10 minutes. Ensure the process is mobile-friendly.

• Introduce Basic Candidate Engagement. Implement chatbots to handle initial candidate inquiries and acknowledge applications immediately. This helps reduce abandonment rates and improves the candidate experience.

• Shorten Application Forms. Focus on reducing the number of fields in application forms, asking only for essential information upfront. Candidates can provide additional details later in the process.

Emerging 

Companies in this stage have adopted basic automation tools, but have not yet integrated them across the entire hiring process. The goal is to enhance communication with candidates and further streamline the application process.

• Automate Candidate Communication. Use AI-driven chatbots and automated email notifications to provide real-time updates to candidates. This helps reduce uncertainty and increases engagement throughout the process.

• Eliminate Passwords. For frontline roles, eliminate the need to create a profile and submit an application with a username and password. Focus on screening and converting candidates, and capture that information after the application is complete.

• Mobile Optimization. Ensure that both the career site and application process are mobile-optimized, reducing barriers and improving completion rates for on-the-go applicants.

• Incorporate Job Alerts. Allow candidates to sign up for automated job alerts, notifying them via email or sms when new roles that match their interests become available, keeping them engaged with your brand.

Developing 

Companies in the developing stage have implemented several automation tools, but may lack cohesion across the entire hiring process. The focus here is to reduce manual screening and scheduling tasks and create a more seamless candidate journey.

• Automate Interview Scheduling. Use self-scheduling tools to let candidates select interview times that suit them. This reduces delays, improves efficiency, and enhances the candidate experience by giving them more control.

• Leverage AI for Screening. Implement AI-powered tools to screen resumes and filter out unqualified candidates quickly, allowing recruiters to focus on high-potential candidates.

• Expand Screening to Include Behavioral Assessments. Use automated behavioral or skills-based assessments to further narrow down candidates, ensuring that those moving forward have the right competencies for the role.

Advanced 

Companies at this level have a well-rounded set of automation tools, but can further optimize the process by focusing on personalization and leveraging data analytics to fine-tune recruitment strategies.

• Personalize Candidate Communication. Use AI-driven communication tools to send personalized updates, reminders, and follow-ups to candidates, ensuring a more engaging experience.

• Utilize Data Analytics. Track and analyze key metrics like time to hire, candidate engagement, and application completion rates to continuously improve your hiring process and address potential bottlenecks.

• Introduce Multi-Channel Engagement. Incorporate SMS, WhatsApp, and email notifications to keep candidates engaged across multiple platforms, ensuring they stay informed and connected throughout the process.

• Leverage more automation. Expand chatbot capabilities to screen and assess candidates, schedule 1x1 or group interviews, promote hiring events, and ask for referrals.

• Find the best fit. Utilize the information gathered to suggest other locations or roles candidates may be interested in. Allow them to apply for multiple roles at multiple locations with a single application.

Transformational 

Companies at the transformational level are leaders in adopting advanced AI and automation tools. Their focus should be on staying ahead of the curve by further innovating and fine-tuning their processes to offer a seamless, data-driven hiring experience.

• Fully Integrate AI and Automation. Use AI for more than just screening — employ it to predict candidate success and tailor job recommendations, ensuring the right fit for both the role and company culture.

• Enhance Decision-Making with Real-Time Analytics. Leverage real-time data and predictive analytics to optimize every step of the hiring process, from initial job postings to onboarding, ensuring data-driven decisions that align with long-term business goals.

• Focus on Continuous Learning. Implement machine learning to automatically refine algorithms based on outcomes, continually improving how candidates are sourced, screened, and hired — and keeping your company at the forefront of hiring innovation.

Find Out How Your Company Compares

The State of High-Volume Hiring: 2025 Benchmarks Report offers industry benchmarks, actionable insights, and recommendations to help your organization attract better talent, reduce friction in the hiring process, and achieve greater efficiency.

How does your company compare to the 101 audited in the report? Are you leading the way — or leaving opportunities on the table?

Download the full report today to find out and take the first step toward transforming your high-volume hiring practices.