Human Resources App to Track Job Applicants

Trackvia is an all-in-one application for handling the job applicants for your company's open positions:

• Display a real-time database view of your open positions, on your company's website
• Create a website form for your "careers" page
• Website form submissions go straight into your database, including attached resume and cover letter
• Link a "careers@" email address to your database, including attached resume and cover letter
• Website form and email submissions receive an automated email confirmation
• All new submissions (website form and/or email) are "stamped" with date, time, source, and other info
• All submissions are archived for future reference

All-in-one job applicant tracking!

• Display open positions on your website
• Gather applications via website form
• Gather applications via email
• Auto-reply to applicants
• Resumes are auto-attached to records

Running your business takes all of your time as it is. But to grow your business you have to take some time away from operations to hire more good people to help you out. Trackvia is an affordable, easy-to-use database application that provides all of the features you need to post your openings on your website, gather applications via website forms and email, track and reply to applications, and help you "workflow" your candidates all of the way through the process.

As an online application, Trackvia is inherently good at collaboration, as well. You can provide your recruiters, HR department, and others with appropriate permission levels to help you manage your pool of job applicants to ensure you make the right hire, and that you treat all of your candidates professionally.

Case Study

Here's how one company uses Trackvia as an all-in-one solution for tracking its job applicants.

Acme, Inc. is a small business that has been frustrated by the shortcomings of the spreadsheet they use to track job applicants. For example, they have to email the spreadsheet around the office, causing frequent problems with version control - no one knows who has the latest version. In addition, they have to email lots of resume files and cover letters, because they can't attach these files to each applicant's record. And, they can't control which employees are able to see which pieces of information. For example, HR doesn't want other employees to see the salary requirements of potential new hires, but does need other employees to see and weigh-in on each candidate's qualifications. And, they know that some of the resumes that are submitted through their website and through emails are lost - inadvertently filtered out by Spam filters somewhere along the way. Finally, Acme's president is a real stickler for treating job applicants respectfully, including responding immediately to let the applicant know that Acme appreciates their interest in the position, has received the applicant's resume, and will respond again soon. Acme's performance in this area is hit-or-miss, as they don't have a means of automatically replying when they receive a resume from an applicant.

Trackvia solves these problems for Acme. Acme can use Trackvia to get the word out about its open positions, to gather resumes and cover letters and referrals, to "workflow" applicants through the evaluation process, and to communicate with applicants, recruiters, referrers and other interested parties.

Acme uploads into Trackvia its current spreadsheet of job applicants. The process takes a handful of clicks and only 1-2 minutes. Trackvia instantly transforms the spreadsheet into a true online database with records that can be tracked, tagged, etc. HR quickly and easily adds some new fields to the database, such as a drop-down list of status options, and a drop-down list of employees who have the next action item in the process. HR also sets appropriate access levels for each employee, "hiding" some fields such as salary requirements and the input from higher level executives.

Acme builds a filtered database view to show all of its "open" positions. Then, they display this view on the careers page of their website so that website visitors may peruse the list of openings. This view includes real-time updates to ensure that the most recent status is always available on the website for each position (it's embarrassing to the president to have applicants applying for positions that were hired for months ago).

In addition, Acme uses Trackvia's email campaign feature to send a personalized email to everyone in its database of referrers to let them know about the open position and to request that they let all of their contacts know about the opening.

Acme wants to be able to gather applications through the careers page of its company website, and through at "careers@" email address. So, they use Trackvia's website form builder to quickly build a form for their website that sends submissions instantly into their database with all fields properly populated. This form allows applicants to upload their resumes and cover letters as well, and adds them to their record in the database. The form automatically replies to the applicant with an email thanking them for their interest in the position, and assuring them that they'll receive a further response within 5 days.

Next, Acme uses Trackvia's "email collection" feature to send its "careers@" email address straight into its database of job applicants. Resumes and cover letters are attached to the database records. As with the website form, an automated email reply is sent to the applicant.

Acme uses its custom database fields to update the status of each applicant, to assign it to the next reviewer, and to calculate the average ranking among the grades assigned to each applicant by each reviewer. Various reviewers are set to have appropriate access levels, so that they can only view and/or edit the records and fields that they should have access to. Acme has built a few filtered views to show the applicants by category - think of the old system of putting resumes into 3 stacks for Yes, Maybe, and No.

Acme has built a view that shows all applicants that have been tagged for rejection in the last day, and uses this view to send a mail merged email to all of them to let them know of the decision. Trackvia automatically attaches a copy of this email to each record it's sent to, ensuring that Acme won't have to try and remember which applicants it's notified, and which it hasn't. For the successful applicants, Acme uses Trackvia's mail merge into its uploaded templates to easily create all the associated documents, such as the offer letter, the non-compete and non-disclosure agreements, etc.

Now that the position has been filled, Acme's website will be automatically updated to remove the opening. Trackvia maintains a complete history of each applicant and how his or her application moved through the process - when it was assigned to each next reviewer, the strengths and weaknesses of each applicant, and whether Acme should consider the applicant for future positions. Whether it's a few weeks later or a couple of years later, this information stays in Trackvia where Acme can easily retrieve it.