Ui

Last updated: 2026-03-29

Recruitment & Applicant Tracking

This module is your Applicant Tracking System (ATS). It allows you to manage the entire hiring process—from creating job vacancies (postings) and collecting resumes, to tracking candidates through different interview stages and recording final hiring decisions.

When Do I Use This?

  • When you have an open position and need to create a new Job Posting.
  • When you are reviewing incoming Applications and evaluating candidate profiles.
  • When you need to schedule interviews (Tasks), assemble interview Panels, and track communications with applicants.
  • When you need to update a candidate's status (e.g., moving them from "Interviewing" to "Hired").

How To Use

1. Creating a Job Posting

  1. Go to the Recruitment menu and select Job Postings.
  2. Click + New to create a vacancy.
  3. Fill in the job details. You can also attach specific Forms that applicants need to fill out for this role.
  4. Save the record to make the posting active. As candidates apply, they will appear in the Applications list at the bottom of the job posting.

2. Reviewing Candidates & Applications

  1. Go to Applications. Here you will see a list of everyone who has applied.
  2. Click on an application to view the details.
  3. You can review their Cover Letter (which is read-only) and open any attached Documents (like resumes or portfolios).
  4. To move a candidate forward, update their State (e.g., "Shortlisted") or schedule a task.

3. Scheduling Interviews (Tasks & Panels)

  1. Inside an application, scroll down to the Tasks section and click + Add.
  2. Create an interview task. You can link this to an Appointment to schedule a specific date and time.
  3. If a group of people is interviewing the candidate, go to the Panels menu to create an interview panel and link it to the appointment.
  4. Record the results of the interview under Attempts.

Field Descriptions

Job Postings

Field / Tab Description
Forms Custom questionnaires or forms linked to this specific job posting for applicants to answer.
Applications A list of all candidates who have applied for this specific job.

Applicants & Applications

Field / Tab Description
Profile (Applicant) A large text box where you can write or view a summary of the candidate's professional background.
Cover Letter (Application) The cover letter submitted by the applicant. This field is read-only to prevent accidental edits.
Application Form The detailed form filled out by the candidate. Contains a formatted text area for extended answers or notes.
State Where the application currently sits in your pipeline (e.g., New, Reviewing, Interviewing).
Outcome The final result of the application process (e.g., Hired, Rejected, Withdrawn).
Documents Files attached to the application, such as resumes, ID copies, or certificates.
Communications A log of emails or messages sent to and received from the candidate.

Interviews & Tasks

Field / Tab Description
Task An action required for the recruitment process, such as a phone screen, technical test, or final interview.
Appointment The scheduled date, time, and location for the task/interview.
Attempt The record of the task being completed, including notes or scores from the interviewer.
Panel A group of staff members grouped together to conduct an interview or review applications.
Tip: Always update the State and Outcome of an application as soon as a decision is made. This keeps your reporting accurate and ensures candidates aren't left waiting in the wrong pipeline stage.
↑ Up to