More innovation, less admin: How Pitcrew AI keeps their focus on growth

A consulting beginning turned industry game-changer

Pitcrew.ai started as a consulting firm specializing in industrial automation, using cutting-edge thermal imaging and AI to automate mechanical inspections in various industrial applications. Pitcrew AI now has a focus on mining haul trucks and large haulage vehicles, the business has transformed maintenance efficiency in the transport industry.

Over the past 15 years, Pitcrew AI has grown from a niche consultancy into a fully operational product-based business. But, with the business growth and expansion they’ve experienced, came the challenge of managing HR effectively. Dan Farthing, Head of Product and People at Pitcrew AI, knew they needed a system that could support their growing workforce while managing HR compliance, employee engagement, and efficiency. 

The Challenge

A growing workforce needs a smarter HR solution

Before Employment Hero, Pitcrew AI had a small team of around 12 people. But as the company expanded rapidly, Dan knew they needed a better HR system. “We were about to go through major hiring and onboarding, and compliance was going to be critical,” he says.

Their old system handled contracts on a basic level, but it wasn’t engaging for employees and lacked recruitment features. 

“It did the basics, but it wasn’t a great experience for onboarding or engagement. Plus, it didn’t have any real recruitment functionality. We needed a solution that would uplift our HR processes and make things smoother for everyone.”

The Solution

Making recruitment effortless

Hiring became a major priority as Pitcrew AI scaled. With Dan’s extensive background in recruitment, he was pleasantly surprised by Employment Hero’s built-in recruitment tools. 

“It’s got everything a small HR team needs for hiring, especially with the LinkedIn Jobs integration. It means that we can easily manage our talent pipeline all within the platform, which is great.”

One standout feature has been SmartMatch. “We hire for a very niche skill set, so I wasn’t sure how well it would work. But we’ve found candidates through SmartMatch – it’s been surprisingly effective. For general business roles, the speed at which we get quality applicants in our pipeline is really impressive.”

Employment Hero’s all-in-one platform has also streamlined recruitment. “The fact that we can do direct outreach within the ATS is a game changer. We’re not waiting for people to find our ad – which is different from nearly all other ATS systems that I’ve used.”

A paperless, scalable HR experience with HeroForce

Dan has been a huge fan of Employment Hero’s paperless processes, having used the platform for over a decade. 

“It’s still one of the best platforms for pre-hire onboarding. Everything happens in one place, from emails to contracts and policy sign-offs. New hires can complete everything before day one, and it’s all traceable and compliant.”

Supporting leadership and employee engagement

As Pitcrew AI’s team has grown, so has the need for better HR processes and performance documentation. To make it easier for managers to stay connected with employees, Pitcrew AI leveraged the one-on-one meeting feature. 

“We’ve replaced a completely face-to-face approach with a system that’s structured but still flexible for managers to personalize. It keeps engagement strong while ensuring HR issues are captured and managed properly,” Dan explains.

Having a solid documentation process has been critical. 

“As we’ve grown into a more structured business, having a much more robust documentation process and trail has been really important. Employment Hero makes compliance feel like part of our culture and makes the process feel more engaging and easy to use.”

He adds, “Safety compliance and reporting are huge for us, and the platform has helped us stay on top of it. We can log safety incidents and produce the necessary documentation for sign off at a board level, all while keeping compliance top of mind.”

One of the biggest benefits has been Dan’s ability to focus on ‘positive team health’ rather than admin. 

“Having the right tools for engagement makes it so much easier to stay connected with the team. Employment Hero helps us keep an eye on team health and actually stay in touch—not just monitor from a distance. The team can also see how this system will scale with us, which is really important.”

Boosting company culture while keeping costs low

For Pitcrew AI, the value of Employment Hero goes beyond efficiency – it’s also been a cost-effective way to grow without disrupting company culture. 

“We’ve built a structured HR process without needing a dedicated HR person. It’s minimized the culture shock of growth and kept employee engagement high. We’re able to maintain a strong HR function without creating unnecessary friction.”

The leadership team has also found the system incredibly easy to use. 

“From an executive perspective, Employment Hero significantly cuts down admin work. I can manage hiring up to the contract stage, and leadership only needs to sign off – it never gets stuck waiting for someone.”

For employees, the experience has been seamless. “Most new hires complete everything on their phone. They sign contracts, review policies, and onboard remotely–it’s so simple and efficient.”

The Impact

A future-proof HR System

As Pitcrew AI continues to grow, Employment Hero remains a key part of their strategy.

“We needed robust processes, not just a tool, to spread HR responsibilities across the business. The system has helped our managers take on every HR task smoothly. It’s great to see all stages of talent and management team members on the same platform, even internationally. It’s something we’ll definitely keep building on,” says Dan.

He adds, “Giving managers simple, easy-to-use tools has been a big advantage. For team members used to a flat structure, it ensures they stay engaged, have opportunities for development, and feel supported by a strong HR process. The platform provides a great toolkit to make that happen.”

Looking back at his long journey with Employment Hero, Dan remains a strong advocate.

“I first used Employment Hero over a decade ago, and I’ve seen many HR platforms come and go. Employment Hero remains the best for what it does. It’s great to see it keep evolving and supporting growing businesses like ours.”

For businesses looking to scale while keeping HR smooth and seamless just like Pitcrew AI, book a demo with one of our business specialists today and discover the difference.