Build an Automated Recruitment Tracker

Hiring top talent is one of the biggest challenges for growing companies. With Stackby, you can build a customized applicant tracking system that helps you organize candidates, streamline recruitment workflows, and make better hiring decisions — all in one place.

Build Your Applicant (Candidate) Database

Start by creating a centralized database for all applicants. Store candidate details such as resumes, portfolios, contact info, and work experience in structured columns. You can also embed file attachments, add links to LinkedIn profiles, and log notes from conversations.

Tables to Create:

• Candidates or Applicants (Core Table): All the applicants details including resumes

• Job Roles: All the active and inactive job roles

• Departments/Industry:

• Recruiters/Hiring Managers: All your team members who are interviewing the candidates

• Sources: Where did the applicant come from

Customize Your Recruitment Pipeline

Design your own hiring stages like Applied → Screening → Interview → Offer → Hired and visualize candidates moving through the funnel. Use Kanban or Calendar views to track interviews, deadlines, and upcoming calls.

Key Fields to Add in Candidates Table

• Pipeline Stage → Dropdown (Applied, Screening, Interview, Offer, Hired, Rejected)

• Interview Date → Date field (to schedule upcoming rounds)

• Assigned Recruiter / Hiring Manager → Collaborator field (to track ownership)

• Stage Change Date → Date field (to measure how long candidates spend in each stage)

• Notes / Feedback → Long text field (to log screening/interview feedback)

Views to Use for Pipeline Visualization

• Kanban View → Drag & drop candidates across stages (Applied → Hired).

• Calendar View → See interview schedules at a glance.

• Grid View → Default candidate list with filters (e.g., “Only candidates in Interview stage”).

Link Across Tables for Better Organization

Easily connect candidates to job postings, departments, or recruitment sources.

Job Roles Table

• Fields: Job ID, Job Title, Department, Hiring Manager, Role Status (Open/Closed)

• 🔗 Link to Candidates → so you know which role each candidate applied for.

Departments Table

• Fields: Department Name, Department Head

• 🔗 Link to Job Roles → so each role belongs to a department.

Recruiters / Hiring Managers Table

• Fields: Name, Email, Role in Hiring Process

• 🔗 Link to Candidates → assign responsibility for each candidate.

Sources Table

• Fields: Source Name (LinkedIn, Referral, Job Board, Agency, Careers Page)

• 🔗 Link to Candidates → analyze which sources bring the best candidates.

This relational setup helps you analyze performance by role or source — for example, seeing which job board delivers the most qualified candidates.

Automate Recruitment Workflows

Stackby’s form view makes it simple to collect applications directly into your database. Automations help save time and reduce manual effort.

Examples of Automations to Create:

1. Application Intake Automation: Collect applications via Form View → automatically add new entries to the Candidates table.
   
   

2. Interview Scheduling Automation: When an interview date is set, send reminders/notifications to the recruiter and hiring manager.
   
   

3. Stage Change Automation: Move candidates to the next stage (e.g., Applied → Screening) when conditions are met (like screening completed).

   
   

4. Email Notifications

• Send auto-confirmation emails to applicants after applying.

• Send rejection or next-step emails when candidate status changes.

5. Follow-up Reminders: Automatically notify interviewers to submit feedback after an interview.

Leverage AI Fields for Candidate Screening

AI fields in Stackby help recruiters quickly process and evaluate applications.

Examples of what AI fields can do:

• Resume Summary → AI auto-generates a short profile for each candidate.

• Key Skills Extraction → AI pulls out technical or soft skills directly from resumes.

• Job Fit Score → AI evaluates how closely a candidate matches the role.

• Suggested Interview Questions → AI generates tailored questions based on candidate experience/skills.

• Candidate Ranking / Score → AI assigns a score to quickly identify top applicants.

Collaborate with Your Hiring Team

Recruitment requires input from multiple stakeholders. With Stackby, everyone can contribute to the hiring process.

Ways your team can collaborate:

• Assigned Recruiter / Hiring Manager → Collaborator column to assign ownership for each candidate.

• Shared Candidate Views → Filtered views for different stakeholders (e.g., “Only shortlisted candidates”).

• Interview Feedback → Long text or rating columns for multiple interviewers to leave structured feedback.

• Comments & @Mentions → For real-time discussion on candidate profiles.

• Decision Tracking → Column to record final decisions transparently (Approved, Rejected, Offer Sent).
  
  

Build Recruitment Dashboards

Turn your recruitment data into actionable insights with visual dashboards.

Example metrics to track:

• Time-to-Hire → Average days from application to offer.

• Pipeline Overview → Number of candidates in each stage (Applied, Screening, Interview, Offer, Hired, Rejected).

• Source Effectiveness → Which channels (LinkedIn, Referrals, Job Boards) bring the most qualified candidates.

• Open vs. Filled Roles → Track vacancies by department/role.

• Interview Feedback Trends → Visualize candidate ratings/scores from interviewers.

• Diversity & Inclusion Metrics → Optional: track representation across applicants if needed.

Monitor, Improve, and Optimize Hiring

Hiring is an ongoing process, and continuous improvement ensures better results over time.

Ways to optimize your hiring process:

• Track Bottlenecks → Identify stages where candidates spend too long (e.g., many drop-offs after screening or interview).

• Analyze Source Effectiveness → See which channels consistently bring top-quality candidates and focus on them.

• Refine Job Descriptions → Adjust based on candidate quality and the type of applicants applying.

• Standardize Interview Feedback → Ensure structured evaluation to reduce bias and improve consistency.

• Measure Time-to-Hire & Cost-per-Hire → Track KPIs over time to spot inefficiencies.

• Iterate Recruitment Stages → Adjust pipeline stages, automation rules, or interview rounds based on insights.

• Review Candidate Experience → Collect feedback to improve the application and interview process.

👉 With Stackby as your Applicant Tracking System, you don’t just manage candidates — you build a scalable, transparent, and collaborative hiring process that grows with your business.