“20k+ applicants managed by the AI agent. <1-minute response time, zero dropped.”

Background

Stars Be Original is one of the leading casting agencies for tourism entertainment animators across Italy, France, and international resorts. Every year, it selects thousands of animators, entertainment directors, performers, and technicians for the summer and winter seasons at Europe’s top holiday villages.

The business runs on speed and casting quality: respond fast to the right candidates, professionally filter out those who don’t fit, manage online and in-person auditions, collect documents, contracts, and GDPR-compliant data throughout the full season.

The real problem

Growth had broken the old system: candidate registrations scattered across Excel sheets, Google Forms, and manual emails. The marketing team — whose job was positioning, brand, and partnerships — was spending entire days:

• Confirming received applications
• Chasing missing documents (CVs, photos, videos)
• Scheduling online auditions
• Communicating outcomes (accepted, waitlisted, rejected) in a tone that wouldn’t damage the brand
• Manually updating each candidate’s status

At peak casting season (January–April for the summer season), thousands of applications came in within just a few weeks. Many candidates went days without a reply and disappeared. GDPR retention wasn’t compliant — data was sitting in spreadsheets with no clear policy.

What the AI agent did

Soraia’s dedicated AI agent manages the entire candidate funnel without any middlemen:

1. Receives the application from the registration form integrated into the web app
2. Qualifies the profile against criteria defined by the Stars team (experience, language, target role, availability)
3. Composes and sends the right message in the brand’s tone: receipt confirmation, request for missing documents, audition invitation with proposed calendar slots, post-audition outcome
4. Updates the candidate’s status in real time in the CRM
5. Escalates to the human team only when genuinely needed: borderline profiles, atypical requests, sensitive communications

The tone of voice was trained on the team’s historical responses so that candidates can’t tell the difference between “human” and “agent.” GDPR is handled at the system level: 5-year data retention, one-click right to erasure, immutable audit log.

Results

20,000+ applicants managed by the AI agent since go-live (and growing — the system is live in production today).

200,000+ communications sent by the agent: an average of 10 touchpoints per candidate across the full funnel.

Average response time under one minute from the moment of application, versus hours or days under the manual process.

The recruitment team has reclaimed its strategic role: positioning, brand, and partnerships with client resorts. The hours that used to go into operations now go into creative work.