Probis partnered with Faktion to build a cloud-based, AI-powered HR platform, replacing manual processes with end-to-end automation. The result: faster recruitment cycles, higher advisor productivity, and an enhanced experience for local authorities and candidates.
For over three decades, municipalities across Belgium rely on Probis help them identify and select the right people for public sector roles.
Recruitment in the public sector has traditionally been a complex, multi-step and time-consuming process. The recuritment process for municipalities, whether they’re hiring a gardener for the groendienst or a financial manager for a large city, includes all these steps:
In the past, this process was heavily manual. Probis HR advisors had to open and review every document: verifying degrees, checking for criminal records, saving and archiving files, coordinating feedback between different stakeholders, etc. As the number of applicants grew, managing this workflow became increasingly inefficient and prone to human error.
That’s why Probis partnered with Faktion: to unify the entire recruitment flow into one digital platform that connects vacancies, candidates, interviews, and jury reports in a single, compliant, and AI-enabled system.
The result is digital transformation powered by AI. The platform automates what slowed advisors down, document checks, transcript cleaning, competence-based screening, and gives them a clear, auditable overview of every candidate, vacancy, and decision.
What's important here is that AI doesn’t make the decisions; it gives every stakeholder (Probis advisors, juries, and clients) to hire the right people with confidence, consistency, and full transparency.
Our mission was clear: empower Probis to scale public sector recruitment with speed, clarity, and confidence. To get there, we had to replace fragmented, manual processes with one centralised and automated AI-powered platform.
Together, Probis and Faktion built a single platform that unifies the entire public sector recruitment process, from vacancy creation to juror reports, into one transparent, AI-enabled workflow.
What the platform delivers:
The platform digitises and connects every step that was previously manual, fragmented, or handled across multiple tools. It also centralises all data, collaborations and communications, and introduces AI exactly where it adds value.
AI Automatically recognises and classifies uploaded files such as CVs, diplomas, IDs, and criminal records. The system flags missing or invalid documents and ensures every candidate file is complete before moving forward.
AI transcribes and cleans recorded interviews, separates speakers, generates concise summaries with key insights, identifies relevant segments, and screens them against the competences defined in the vacancy, giving advisors structured, unbiased input for evaluation.
The platform automatically creates detailed candidate reports by combining transcripts, advisor notes, and vacancy requirements. Each report maps a candidate’s responses and experience to the defined competences, creating a transparent trail for every hiring decision.
Built on Microsoft Azure, the platform ensures GDPR compliance, reliability, and long-term scalability for Probis’s growing operations.
Advisors, jury members, clients, and candidates each work through their own secure interface, ensuring clarity, collaboration, and role-based data access.
The platform digitises and connects every step that was previously manual, fragmented, or handled across multiple tools. It also centralises all data, collaborations and communications, and introduces AI exactly where it adds value.
AI Automatically recognises and classifies uploaded files such as CVs, diplomas, IDs, and criminal records. The system flags missing or invalid documents and ensures every candidate file is complete before moving forward.
AI transcribes and cleans recorded interviews, separates speakers, generates concise summaries with key insights, identifies relevant segments, and screens them against the competences defined in the vacancy, giving advisors structured, unbiased input for evaluation.
The platform automatically creates detailed candidate reports by combining transcripts, advisor notes, and vacancy requirements. Each report maps a candidate’s responses and experience to the defined competences, creating a transparent trail for every hiring decision.
Built on Microsoft Azure, the platform ensures GDPR compliance, reliability, and long-term scalability for Probis’s growing operations.
Advisors, jury members, clients, and candidates each work through their own secure interface, ensuring clarity, collaboration, and role-based data access.
Faktion’s approach leveraged iterative, user-centric methodologies and cutting-edge technologies to bring the Probis HR Portal to life. Through a carefully planned MVP launch and strategic AI integration, we ensured that the platform evolved organically in response to real user feedback.
A Step-By-Step development:
To ensure a seamless experience for all stakeholders, Probis emphasised user-centric design and leveraged advanced technologies to create a secure, scalable platform.
Ensuring compliance and security was paramount. Role-based authentication mechanisms and GDPR compliance were integrated to protect sensitive data while adhering to stringent privacy regulations.
Additionally, a DevOps infrastructure utilising CI/CD pipelines and Infrastructure as Code (IaC) enabled seamless deployment and consistent resource provisioning, ensuring the platform was both reliable and future-ready.
This holistic approach combined technical expertise with user-first principles, delivering a solution that met immediate needs while anticipating future growth and innovation.
Selectivo will help our advisors to manage public recruitment better, faster and more transparently while we keep full human oversight. It has been a smooth collaboration, and Faktion managed to design an effective solution, considering all the complexities of the selection process in local governments. We are now in the final testing phase, and it looks like the end result is something to be proud of.
The implementation of the Probis HR Portal has transformed operations across multiple dimensions.
By transforming its recruitment operations, Probis has not only addressed its immediate challenges but also laid the groundwork for sustained innovation and growth.
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