Elinext Applicant Tracking System Development

Client

Elinext is an international custom software development company. We make software for our customers, and sometimes our products are quite handy for internal use. This is one of about twenty such software pieces. Just like many other solutions we develop for our ecosystem, this one simplifies the everyday life of employees.

The core of the software could be used to speed up the development of a related custom product for our clients.

Project Description

The old system was developed 15 years ago. We used the system for selected candidates, but the technologies it was made with became outdated. There was a need to modernize the tool and include new features.

Based on the experience we got from our recruiters and resource managers, we figured out what had to be realized in our new application and started to work on it.

The wanted result was a new applicant tracking system that optimizes the recruitment process by providing clear visibility into the hiring pipeline, facilitating efficient management of candidates and vacancies, and ultimately decreasing the time spent on the hiring process.

Challenges

As the core goal of the system was streamlining the process of hiring, two modules had to be designed: one for managing candidates and the other for managing vacancies. There is also an admin module to configure certain functions.

For the candidate module, the following features had to be executed:

parsing data from a LinkedIn profile with a single press of a button
candidate profile management through profile management and configuration
opportunity to leave public and private comments of any size about candidates
subscription to receive new comments
candidate status pipeline for each vacancy
CV file upload and download function
logs of candidates' changes

For management of vacancies, changes to vacancy descriptions, a list of all candidates, and an opportunity to assign vacancies to projects had to be made.

Process

Our team of six people worked on the first version of the app for six months. It included planning, designing, developing, and releasing the first version.

After that, we expected to work on the next versions of the web app: gathering feedback, choosing adjustments that have to be made, and fixing bugs upon finding them.

Stage 1Planning
Stage 2UI/UX design
Stage 3Development
Stage 4First version release

Solution

Each module in Elinext CV Manager is designed to integrate seamlessly with the others, providing a comprehensive and efficient toolset to streamline all aspects of the recruitment process.

This modular design also allows for easy customization and scalability to fit the unique needs of any organization.

Candidate Management Module

This module focuses on simplifying the management of candidate profiles throughout the recruitment process.

Features:

Automatic Candidate Creation: Integrates with LinkedIn via a Google Chrome extension, allowing recruiters to automatically populate candidate profiles in CV Manager and minimize manual data entry.
Candidate Profile Management: Enables comprehensive management of candidate information, including personal details, educational background, professional skills, and employment history.
Resume Upload and Download: Facilitates easy upload and retrieval of candidate resumes.
Comment System: Supports public and private notes on candidate profiles, plus email subscriptions for updates on a specific candidate.
Status Tracking: Provides a visual pipeline for tracking candidate progress across different stages of the recruitment process.
Advanced Search and Filters: Allows recruiters to efficiently locate candidates by criteria such as skills, experience, and current status.

Vacancy Management Module

This module aids in the creation and handling of job vacancies, enhancing the organization and efficiency of the hiring process.

Features:

Vacancy Management: Streamlines vacancy management with fields for comprehensive job descriptions and requirements.
Project Association: Keeps track of projects and links them with vacancies, aligning recruitment with broader organizational needs.
Candidate Assignment: Associates vacancies with specific candidates for easier application tracking and progress monitoring.
Advanced Search and Reporting: Supports quick vacancy discovery through filters such as department, status, or date, and offers reporting capabilities for recruitment metrics.

Administrative Tools Module

This module is designed for customization and configuration of the system to meet specific organizational needs.

Features:

Skills Management: Creates and categorizes skills that can be associated with candidates, improving the matching process.
Position and Status Customization: Creates and modifies job positions and application statuses to reflect company-specific recruitment stages.
Role-Based Access Control: Assigns and manages user roles, ensuring employees have appropriate access to recruitment tools.

Groups Module

This module facilitates collaboration among recruitment teams by managing groups for specific recruitment tasks.

Features:

Group Creation and Management: Establishes groups that can be assigned to specific vacancies, streamlining coordination among team members.
Group-Based Permissions: Keeps sensitive candidate information and recruitment processes accessible only to authorized group members.

Comment Template Module

This module optimizes communication within the recruitment team by standardizing interview feedback and candidate evaluations.

Features:

Template Creation: Lets users create and manage sets of predefined questions or feedback templates for candidate evaluations.
Full-Screen Mode: Offers an expanded view with text customization features for detailed feedback entry without distractions.

Reminders Module

This module ensures timely follow-ups and actions in the recruitment process with automated reminder setups.

Features:

Email and In-App Reminders: Configurable notifications alert team members about upcoming deadlines, interviews, and other important events.
Customizable Alerts: Recruiters can set personalized reminders for themselves or others involved in the recruitment process.

Results

As a result of the development of CV Manager, which is essentially a well-realized Applicant Tracker System, we streamlined our hiring process, which helps a lot in the moments of active hiring.

While the initial release has already replaced the previous system, it represents just the beginning of our vision for CV Manager. Currently, we are actively using the MVP to fine-tune the company's approach based on real-world feedback.

This iterative process involves continuous enhancements and bug fixes to ensure that CV Manager not only meets but exceeds the evolving needs of our users.