How CarGurus Improved Headcount Efficiency with HC365.

CarGurus is an online automotive marketplace that connects buyers and sellers of new and used cars. It uses data analytics and user-generated reviews to help consumers find great deals and trustworthy dealerships, while also offering tools for pricing, financing, and vehicle history.

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"Headcount365 has been a game-changer for us. We’re making faster, smarter decisions, and our teams aren’t stuck chasing approvals or digging through spreadsheets anymore. It’s saved us time, saved us money, and honestly just made everyone's lives easier. It’s been a smart investment that’s delivering real impact."

Jeff McCarthy
SENIOR MANAGER OF PEOPLE OPERATIONS, CARGURUS

CarGurus improved time-to-open by 50%, reduced 40+ hours of work per week, and leveraged new headcount metrics to drive accountability with all stakeholders.

Challenges

CarGurus’ headcount request process was fragmented, manual, and lacked visibility —leading to data errors, reactive hiring, and inefficient planning.

Solution

CarGurus adopted headcount365 for its visibility, automation, and reporting to streamline requests, enable proactive hiring, and boost efficiency through application usage.

Impact & Results

Headcount365 significantly improved CarGurus’ headcount process, resulting in:

  • 46 Hours Saved Opening Jobs

  • 6 Days (50%) Saved in Time To Open

  • Tactical Meetings Turned Strategic

Table of Contents

    Why CarGurus sought out a headcount tool

    CarGurus' headcount request process lacked visibility into status, relied on manual data entry, and left recruiting teams reacting to unplanned openings. The absence of reporting further hindered data-driven decisions and efficient/strategic headcount planning.

    Key challenges included:

    • Fragmented and Manual Process: Systems lacked functionality and integration, leading to operational friction and data errors caused by manual user input.

    • Limited Visibility and Tracking: There was no visibility into approval statuses, and leaders had limited reporting capabilities, resulting in reactive/delayed decision-making and cumbersome headcount reconciliation meetings.

    Jeff realized there was a need for a solution with functionality that simplifies workflows, integrates systems, and provides visibility and data to enable more efficient/strategic decision making. CarGurus used headcount365’s Request & Approval process to streamline headcount actions, track activity, and drive accountability throughout the process.

    Value headcount365 brought to CarGurus

    CarGurus chose headcount365 both for its knowledge & experience in solving the headcount problem and for its ability to manage the requirements of a publicly traded company. headcount365 automates all aspects of the headcount SOX Compliance process through tracking actions, access, and changes. Approval modules delivered visibility into approval statuses from the point of request submission, automated/integrated workflows, and reporting capabilities. This streamlined headcount request process enabled proactive recruiting and data-driven decision-making. The platform’s seamless integration, adaptability, and user-friendly design led to quick adoption and improved operational efficiency.

    Quantifiable results from implementing headcount365

    The implementation of headcount365 has delivered significant improvements to the CarGurus headcount request process, including:

    • 40+ Hours Saved Opening Jobs: People Operations reallocated resources towards other projects & priorities.

    • (50%) Reduced Overall Time To Open: Visibility in HC365 from headcount request submission to opening a requisition in ATS made the hiring process more efficient.

    • Tactical Meetings Turned Strategic: The agenda shifted from backward headcount reconciliations to forward-looking insights/trends about future business needs. headcount365 automates the manual work of headcount reconciliations so teams can focus on more strategic tasks.

    • Improvement in Recruiting NPS: The process isn’t called a “Black Hole” anymore. Executives and budget owners now have real-time status for every requisition, without the need for meetings or reconciliations with Recruiting. Teams can access the activity feed and AI summary of every requisition.

    How headcount365’s customer experience helped

    CarGurus has been extremely satisfied with their experience working with headcount365. The implementation process was smooth, and the ongoing support from the headcount365 team has made a lasting positive impression. Jeff McCarthy praises the team's responsiveness and willingness to accommodate feature requests, highlighting that “this has been awesome and super helpful.”

    Future plans for headcount365 and CarGurus

    Looking ahead after solving their core problem, CarGurus aims to use headcount365 to become a more strategic partner, helping the business operate more effectively through more profound insights and more innovative data use. By activating additional modules, they plan to unlock more value from the platform. There’s also untapped potential in areas like Finance and HR risk reporting, where they see strong opportunities for future impact.