How UiPath Centralized Global Talent Acquisition for the Agentic Era with Ashby

UiPath entered a new chapter in 2025, moving from what it’s historically been known for (RPA: Robotic Process Automation) to a future shaped by business orchestration and agentic automation. That shift didn’t change just the product roadmap; it changed the hiring profile of both jobs and candidates, the speed of execution, and the expectations the business placed on Talent Acquisition.

When Vanessa Silva became VP of Global Talent Acquisition, UiPath’s TA organization faced a mandate familiar to many enterprise teams: enable leaders with confidence, reduce friction, and adapt quickly — all while hiring needs evolve fast. The difference was UiPath didn’t have the global operating structure or visibility required to deliver that mandate consistently.

The focus was on strengthening the operational foundation for Talent Acquisition and creating more consistency in how recruiting work was run across the organization. Vanessa and her team worked to bring greater clarity, alignment, and discipline to the way recruiters, hiring managers, and leadership partnered and executed.

The result was a stronger, more consistent operating model for recruiting.

Opportunity: Strengthening the Operational Foundation for a Global Team

Before Ashby, the recruiting workflow at UiPath was spread across tools and workarounds. Without a shared source of truth, a number of issues continued to plague the team. 

1.  Leaders and hiring managers couldn’t easily see what was happening.
Recruiters carried the burden of translating “what’s going on” across roles, searches, and regions. Updates lived in emails, spreadsheets, and one-off status moments. Hiring managers lacked visibility into process and progress, and leadership didn’t have an easy way to understand recruiter workload, pipeline health, or where things were getting stuck. The India hiring leads, for example, shared spending over 90 minutes each week formatting and compiling spreadsheets for updates to their regional Hiring Managers. 

2. Scheduling was a source of friction.
At enterprise scale, scheduling is not a minor operational detail. Reschedules, timezone mismatches, and handoffs created friction for the team, took time away from higher-value work, and made it harder to manage the process consistently at scale.

3. Complexity increased mental bandwidth (and damaged TA’s internal brand).
When systems are hard to use, teams compensate with heroics: manual tracking, duplicate data entry, and constant context-switching. Over time, that shows up as slower execution, inconsistent experience, and frustrated stakeholders. The UiPath TA team felt their tools were making it harder to deliver the level of consistency and partnership the organization expected.

Decision: An RFP Illuminating Where Legacy Systems Fell Short

In 2024, UiPath ran a formal tool evaluation (RFP). At the outset, Ashby wasn’t the obvious choice. As the team evaluated legacy vendors, they weren’t trying to reduce their standards to fit a system. They needed a flexible system that could actually enable the process they wanted to operate. 

Consolidation wasn’t the goal, but it became the unlock

Going into the RFP, consolidation was hardly a consideration. Like many enterprise organizations, UiPath values investing in the right tools, even if that means paying for best-in-class solutions across the stack. So while functional power was the focus, the question began to emerge: Could UiPath achieve functional excellence and consolidation when selecting a tool?

As legacy systems disappointed the team and led them to evaluating Ashby more deeply, the value of consolidation became clear. Recruiters were jumping between multiple systems just to do their jobs. Every tool added more context switching for recruiters, hiring managers, and leaders trying to understand what was happening. Ashby stood out as a way to move from fragmented operations to a single system of record without sacrificing the flexibility enterprise teams need.

"With our last ATS, we added a number of point solutions for two years to make up for the lack of capability, creating a web of disconnected tools. We were stuck trying to unlock ourselves because we didn't have a holistic, connected ecosystem of tools to support what we were trying to accomplish. We did a final push with that vendor and said, 'Hey, these are the top five things that need to change in the next 60 days or we just can't continue.' And in the end, that solution didn’t have the flexibility to meet our needs." 

— Vanessa Silva, VP of Global Talent Acquisition, UiPath

Solution: Technology That Enabled a Global Recruiting Model

UiPath ultimately chose Ashby. 

“When I was appointed to lead the function, we had a strong, global team, but recruiting was still fragmented. Each team was  using the tools inconsistently (or not at all), and working in different ways. That made it hard to scale consistently or give the Business clear visibility into what was really happening without a lot of manual effort.”

— Vanessa Silva, VP of Global Talent Acquisition, UiPath

As Vanessa aimed to drive more operational focus throughout the function, Ashby as the technology behind it, led to four key areas of value within the first year. 

1. Advanced scheduling workflows sped up the hiring process

The global scale of UiPath means scheduling goes beyond booking time and requires coordinating across interviewers, functions, and time zones. Every manual step introduced delays, errors, and unnecessary back-and-forth.

Ashby’s scheduling automations and advanced scheduling capabilities changed that dynamic. Features like direct booking links eliminated the need for recruiters (and candidates) to do time-zone math or manage complex handoffs. Interview coordination moved faster, required less intervention, and reduced a large operational burden on the team.

“In the past, recruiters had minimal to no visibility to where their scheduling requests were in the process and coordinators relied on external trackers and emails to manage scheduling and coordination. It was difficult to have an adequate coverage model given the disparate systems being used. With Ashby’s advanced scheduling workflows and dashboards, we now have full visibility into scheduling and we’ve also been able to handle higher scheduling volumes compared to before.”

— Vanessa Silva, VP of Global Talent Acquisition, UiPath

The result wasn’t just time saved, it was momentum and accuracy. When scheduling friction disappears, candidates move faster through the process and both recruiters & coordinators regain hours each week to focus on higher-impact work.

2. Speed through consistent interviews plans

For UiPath, speed came from aligning teams around a shared process driven by business values. Rather than creating bespoke interview flows for every team, or role, UiPath standardized on a limited number of interview plans to support global hiring. 

By designing a small, shared set of interview plans and reusing them across departments and regions, UiPath created a common operating language for hiring.

The impact was global:

• The interview plans more accurately reflected the process candidates will go through
• Hiring managers knew what the process would look like at each stage
• Automations were easier to deploy

Each interview plan does more than define stages. It anchors everything that happens within them. Interview briefings clarify what each stage is designed to assess. Feedback forms standardize how interviewers evaluate candidates. Pre-defined activities ensure the right steps happen at the right time  automatically as candidates move through the process.

Instead of relying on tribal knowledge or follow-ups, when interview plans are properly set up, recruiters can trust that:

• Interviewers have guidance on  what they’re evaluating
• Feedback is captured in a consistent format
• Key steps aren’t missed by recruiters when things move quickly

This structure can reduce backtracking, shorten decision cycles, standardize reporting and the recruiting process.

3. Product velocity that solves challenges as they emerge

No matter how well a tool solves the problems of today, it’s important to consider future ones with similar priority. Ashby’s focus on product velocity allows us to think long-term while having the flexibility to build new features as they become important. As a result, we were first to market with a feature for detecting candidate fraud signals as fake candidates rapidly cluttered hiring pipelines. 

In one recent instance, a Principal Talent Acquisition Partner at UiPath sensed something was off during a virtual interview but couldn’t decipher exactly what. A colleague then showed him where Ashby flags fraudulent signals on a candidate’s profile, which allowed him to quickly confirm his suspicions and prevent a bad player from progressing further in the cycle. Ashby also provides a standard dashboard showing trends in where fraudulent candidates have most commonly been detected. Together, this has enabled the team to prevent a number of fraudulent applicants from proceeding further in the process. 

4. A single source of truth for all hiring stakeholders

At the start of 2025, Vanessa challenged her entire team to move from spreadsheets and emails to Ashby as the central home for recruiting comms. With Ashby, recruiters can leave notes directly on candidate profiles, track decisions in context, and build dashboards that show progress to hire. That pulled conversations into the system and pulled the team out of side docs and inboxes. Everyone could work, update, and understand what was happening in one place.

“The biggest value for us has been reducing the noise. When recruiters don’t have to jump between three or four systems to do their job, they can actually focus on getting hires made while hiring managers and leaders have one home for visibility. Ashby’s platform helped us move recruiting communication into one place so hiring managers can see what’s happening in the process through notes and data, reducing the reliance on emails or ad hoc updates.”

— Vanessa Silva, VP of Global Talent Acquisition, UiPath

From automations to shared processes to tangible solutions, Ashby gave UiPath the infrastructure to finally run the model they needed at enterprise scale.

“Ashby gave us a way to operate as one global recruiting team. We can run a consistent process across regions and still have the flexibility we need locally, which makes it much easier to scale and support the business.”

— Vanessa Silva, VP of Global Talent Acquisition, UiPath

Implementation: Enterprise Grade Without Disruption

UiPath approached implementation with eyes wide open. Having experienced challenging rollout partnerships with other tools in the past, the team knew that migrating core recruiting infrastructure would only succeed if the implementation itself was handled with care.

Ashby partnered closely with UiPath from the outset, navigating security requirements, permissions, and global complexity while keeping momentum toward a clear go-live timeline. The rollout was structured, hands-on, and focused on getting UiPath live without derailing day-to-day recruiting work.

Rather than becoming a distraction, implementation became a moment of operational credibility. 

The implementation process also became the first milestone on their journey to restore confidence in the talent function across the business. It showed stakeholders early on that this wasn’t just another system change, but a step toward a more reliable hiring operation.

Impact: A Connected Global TA Team With Speed, Visibility, and Credibility

With Ashby, the UiPath talent team moved from workaround-driven operations to a centralized system that supports how enterprise recruiting actually runs. Along the way, they repaired their internal brand and became strategic partners in the company’s new phase of agentic automation. 

In summary, switching to Ashby resulted in:

• Clear visibility across recruiter workload and pipeline health. Leaders and hiring managers can see what’s happening in real time, without chasing updates or relying on anecdotal status reports.
• Faster hiring through reduced operational drag. Advanced scheduling, standardized interview plans, and shared workflows removed major bottlenecks, helping candidates move through the process more quickly.
• Less reliance on spreadsheets and manual reporting. Dashboards, notes, and in-system communication replaced prep-heavy reporting cycles and disconnected side docs.
• Lower mental bandwidth for recruiters. With fewer tools to manage and less context switching, recruiters can focus on the work that actually moves hires forward.
• Stronger alignment with hiring managers and stakeholders. A shared source of truth created clearer expectations, better collaboration, and a more consistent experience across regions.

Hear more from Vanessa Silva directly in this Ashby One panel, where she joined executive leaders in reflecting on their experiences growing scaling talent orgs.

Ashby’s all-in-one platform combines ATS, Scheduling, CRM & Sourcing, and Analytics for enterprise organizations with sophisticated hiring needs. Request a Demo.