Creating an Applicant Tracking System using Airtable and Zapier in 7 easy steps

Why we needed an ATS

Situation

Complication

  • Job boards: Angel, Indeed, Naukri
  • Paid listings: Linkedin
  • Campus hiring drives
  • Recruiting agencies
  • DMs on Linkedin and Twitter
  • Cold emails

Solution

  1. We implemented an Application Tracking System (ATS) to manage all applicants in one place.
  2. We hired a dedicated recruitment manager to operate the ATS, pre-screen applicants, handle all communication, schedule interviews, and any other operational work that might arise.

The search for an ATS begins

Application Tracking Softwares on Capterra
Capterra lists 559 Application Tracking Softwares

“All ATS platforms were either shitty or too expensive”

Creating our own ATS

  • A central place for all applicants
  • The initial application and all subsequent assignment submissions from applicants should be automatically entered in the ATS (no manual data entry)
  • Custom hiring stages for each job position
  • The ATS should allow us to directly send emails to applicants (using templates)

Step 1

  1. Initial Assessment
  2. Video Assessment
  3. Coding Round
  4. Take Home Assignment
  5. Technical Interview
  6. HR Interview
A beautiful flowchart for assessment rounds created by my co-founder Yash.
A beautiful flowchart for assessment rounds created by my co-founder Yash.

Step 2

Step 3

Step 4

You can create and share Forms with your applicants.
You can create and share Forms with your applicants.

Two short forms seem friendlier than one really long form — Me

Step 5

Step 6

  1. In the ‘Hide fields’ option, we hid all fields except ‘Email’, ‘Name’ and ‘Send Initial Assessment’
  2. We created a filter Where Send Initial Assessment is ✅

Step 7

We set up Zaps for each of our assessment rounds
We set up Zaps for each of our assessment rounds

Conclusion

  • It’s cheap (or even free, if you can get it done within 3 Zaps and skip the video assessment)
  • It’s highly customisable
  • It’s actually a lot of fun to build!

Resources

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Adi Joshi

Adi Joshi

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Certified Physicist. Amateur Guitarist. Budding Entrepreneur. Currently building Cliff.ai.