When a company is scaling globally, every hour spent on hiring matters. For fast-moving tech teams, the problem is rarely finding applicants. It is spending valuable time on interviews that do not lead anywhere.
That was exactly what Optibus faced.
As a global leader in AI-powered public transport optimization, Optibus manages planning and operations for transit networks in more than 2,000 cities around the world. As the company expanded its engineering teams, particularly in new international markets, it needed a faster, more reliable way to identify high-quality technical talent among hundreds of applicants.
That is when they partnered with Synmatch AI.
About Optibus
Optibus is a unified software platform revolutionizing public transportation planning, scheduling, and operations in over 7,000 cities worldwide. Using AI, ML, and optimization algorithms, it empowers agencies to design more efficient, equitable, and sustainable transit networks, enhancing passenger access, reducing emissions, and improving driver conditions. With offices globally and a team of 350+ employees, Optibus fosters a collaborative culture centered on innovation, determination, and growth.
For Daniel Marchante Gracia, the Global Technical Talent Partner at Optibus, keeping up with the company's innovation required a hiring process that was just as agile and data-driven.
The Challenge
Every technical position attracts a flood of applications. But volume rarely equals value. Many candidates have impressive resumes that look right at first glance but lack the necessary technical depth once interviews begin.
Daniel describes the situation clearly:
We were spending too much time in interviews that did not lead anywhere. With candidates optimizing their applications with AI, it became difficult to separate good matches from inflated or irrelevant profiles.
Daniel Marchante Gracia, Global Technical Talent Partner
Like many growing companies, Optibus relied on an Applicant Tracking System (ATS) to handle this influx. However, the ATS was doing little more than sorting CVs by keywords. Daniel noted that some candidates with completely unrelated backgrounds, even from arts or non-technical fields, managed to get through just because they used a tool to stuff their resumes with the right keywords.
As a result, a lot of interviews ended early once recruiters realised the candidate was not technically suitable. "Roughly 50 to 55 percent of interviews used to be cut short," Daniel added, "simply because the person did not have the right skills or experience for the role."
When hiring in a competitive market like Brazil, the team needed a way to go beyond keyword filtering, identify real ability and motivation, and avoid losing valuable time.
The Turning Point
Optibus introduced Synmatch AI to help refine its recruitment process for the full-stack engineering role in Brazil. The impact was immediate.
By combining AI-driven screening with deep conversational interviews, Synmatch AI gave recruiters far more context before deciding whom to meet. The system showcased a candidate's communication style, problem-solving approach, and motivation in addition to technical knowledge.
Daniel remembers the shift clearly:
The AI interviews helped us spot real ability and motivation early in the process. It reduced the number of unproductive interviews and made every conversation more meaningful.
Daniel Marchante Gracia
How Synmatch AI Helped
AI Interview Experience
Candidates go through structured, conversational interviews that evaluate their technical reasoning and behavioural approach. Recruiters at Optibus found that these interviews provided consistent insights and real signals of capability before a single call was booked.
Daniel shared, "Every full-stack engineering candidate we decided to meet after the AI stage was relevant. The quality of those conversations improved a lot compared to what we used to get through ATS shortlists."
Over 90 percent of the candidates that came through Synmatch AI were solid and fitting for a first recruiter interview. Compared to their previous workflow, where nearly half the interviews ended prematurely, this was a complete turnaround.
Balanced Automation and Human Review
Synmatch AI assisted in assessment, pattern recognition, and pre-screening, while the final hiring decisions always remained with the Optibus team. This blend of automation and human evaluation built confidence and clarity into the process.
Manageable Candidate Flow
The platform delivered a steady rhythm of 5 to 10 qualified candidates per week, which the team found ideal. The pace allowed for careful attention to each candidate while keeping hiring momentum strong. For several weeks in the Brazil hiring campaign, Synmatch AI was Optibus' primary source of candidates because of the consistent relevance and quality it provided.
The Impact
Within just a few weeks, the numbers told the story.
- Over 90 percent of candidates received through Synmatch AI were interviewed
- Interview dropout rates fell from over 50 percent to about 10 percent
- Recruiters reclaimed nearly 95 percent of their screening time
- Each interview was relevant, productive, and insight-driven
- Confidence in decision-making improved across the recruitment team
Even when external factors such as salary expectations influenced final offers, the recruitment process itself became faster, smoother, and more transparent.
Why It Worked
Optibus and Synmatch AI share a similar philosophy, both use artificial intelligence to make complex systems more efficient while keeping people at the center.
By automating repetitive elements of screening yet preserving human decision-making, Synmatch AI helped Optibus transform its hiring workflow into a streamlined, data-informed process. Recruiters could spend time on the right people instead of lost hours on inflated CVs.
Daniel summed it up perfectly:
Synmatch AI didn't just save me time. It helped us see the difference between information and insight. Every interview now feels like time well spent for me.
Daniel Marchante Gracia
The Takeaway
Recruitment should not feel like an endless cycle of filtering and frustration. When AI supports human expertise rather than replacing it, hiring becomes faster, more strategic, and more human.
Optibus' experience shows that even the most sophisticated ATS can only manage applications, while Synmatch AI can understand them.
If your team wants to reduce wasted interviews and find the right candidates faster, we would love to show what Synmatch AI can do for you!
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