How Stepstone Turned Two-Minute Manual Tasks Into a 20-Second Daily Batch

The challenge

Stepstone’s automation had grown organically for four years on a single shared instance. Credentials were shared, workflow ownership was unclear and monitoring was limited. Meanwhile, teams such as customer service were still doing repetitive work by hand, including 60 to 70 contract mappings a day at two to three minutes each.

The solution

Stepstone moved to a governed setup with role-based access, an external secret store and a separate instance for IT security, then began opening automation up to non-engineers through a small marketing pilot. Workflows now parse job data for the marketplace, route data, produce reports and handle operational fixes such as the daily contract mappings.

The outcome

• 700+ active workflows in production, up from about 200 a year earlier
• 2–3 million job-related documents parsed every month
• Daily contract mapping batch now runs in around 20 seconds
• One cleanup across about 4,500 contract entries saved the equivalent of two working days for five full-time employees

KtizoTech's take

Automation that works tends to spread, and that is when shared logins and unowned workflows become a risk. We build ownership, access control and monitoring in from the first workflow, so the tenth and the hundredth do not need to be rebuilt.

This is an independent summary of a published case study. The Stepstone Group is not a KtizoTech client, and all figures are as reported by n8n. Read the original: Stepstone case study (n8n).