Case
Brain Rocket
The partnership started with a challenge: 28 roles, 4 teams, 6 weeks — all during the holiday season, with a hard deadline of January 18.
We delivered on time.
Since then, the collaboration has scaled significantly. We've built 15+ dedicated teams, hired over 190 professionals, and continue to support ongoing growth. Today, 65+ designers are engaged across 20+ delivered projects — from full-cycle development to creative and design.
A long-term partnership built on speed, trust, and performance.
12-18 days 🚀
time-to-hire per person
192 professionals
hired overall
15 teams
built to date
10 days
of holiday downtime — with no delays in delivery
Challenge
This project wasn’t about spot hiring; it was about strategically assembling four highly functional teams, each with specific roles, skills, and a shared cultural alignment. The challenges were numerous: the complexity of the roles, the tight deadlines, the holiday season, and the need for precise coordination across multiple locations.
This project wasn’t about filling positions quickly. It was about building a highly specialized, functional team for key leadership and technical roles. The challenge was not only to fill senior-level positions but to ensure that each candidate had the right expertise, leadership skills, and cultural fit to integrate seamlessly into the organization.
Key requirements included:
- Functional balance — each team needed members who complemented one another, not just individual rock stars
- Long-term fit — the teams were being built for sustained projects, so high soft skills and cultural alignment were essential
- Geographical logistics — team members were spread across various cities and countries, so equipment and software had to be set up and delivered seamlessly
- Tight deadlines — the entire hiring and setup process had to be completed by January 18, despite the disruption of the holiday period
How we achieved the result
What tools and approaches we used
To meet the challenge, we applied a systematic, structured approach, focusing on both process efficiency and quality of candidates.
- Input-Statuses. We began with a series of in-depth input calls to define each role and candidate profile, establishing clear task requirements and functional interaction with other team members.
- Creation of ICPs (Ideal Candidate Profiles). We developed detailed ICPs for each position, specifying key markers for candidate suitability, including red and green flags, essential hard and soft skills, and decision-making criteria specific to Brainrocket's needs.
- Hiring Funnel. A custom hiring funnel was created, tracking conversions at each stage of the process, ensuring visibility and transparency across all candidates.
- Roadmap. We built a clear, step-by-step roadmap, outlining the submission process, approval timelines, and processing regulations, ensuring all parties were aligned and deadlines were met.
- Analytics. Daily analytics on candidate submissions were shared with the team, keeping everyone informed of the project's progress and pace.
- Processing Client Feedback. Feedback from the client was processed within a day, enabling quick adjustments and maintaining a steady flow in the hiring and approval process.
- Hard Work. We conducted up to 7 technical interviews daily during the hiring period, submitted 60-100 candidates per position, and continuously refined our approach based on feedback, ensuring quality candidates at every stage.
Client’s role
How the Client Contributed to the Result
How the Client Helped Achieve the Result
The client's team fully adhered to the agreed-upon roadmap, allowing us to stay on track and deliver according to plan.
- Collaborative Approach: The work was truly collaborative, with both teams working in sync towards a common goal.
- Efficient Process: The workflow for each candidate took no more than 5 days from first contact to hiring.
- Quick Turnaround: Candidates signed the offer within 2 weeks of submission to the client’s team.
- Detailed Feedback: The client provided comprehensive feedback, offering in-depth, multi-paragraph responses for each candidate.
- Continuous Improvement: With each candidate rejection, we refined our understanding of the hiring criteria, improving our selection process for subsequent candidates.
Head of IT Recruitment at Brain Rocket:
“Working with Insula Labs has been a game-changer. They moved fast, understood our needs from day one, and delivered results under tight deadlines — all without sacrificing quality. Their team felt like an extension of ours, and the communication was always clear and proactive. We’re very happy with the partnership.”
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