Using HubSpot CRM as an Applicant Tracking System (ATS)

DaveConnect
Member

Has anyone found a good solution for using HubSpot as an Applicant Tracking System (ATS)? We are a recruitment firm and rather than integrating our current ATS, we would like to see if there is a way to leverage the current CRM to track the candidates for our open jobs.

46 Replies 46
MFrankJohnson
Thought Leader

In isolation, HubSpot is capable of easily handling all the following essential features of applicant tracking systems (ATS's)...
- Career page hosting.
- Job distribution.
- Receiving and sorting applications.
- Resume storage.
- Collaborating with teammates.
- Messaging and interview schedulers.
- Onboarding tools.
- Social sharing.


Additionally, HubSpot easily handles the following items typically absent from traditional ATS's.
- Webpage hosting.

- Ads management.
- Blogging.
- Advanced email marketing.
- Advanced sales CRM (and tools).
- Native video meeting integration.


The above withstanding, challenges will mount as your need to separate applicant data from CLIENT data increases. As long as you plan early and thoroughly, should be able to bring most functionality into HubSpot.

 

-ps

Not recommended as a DIY (do it yourself) project.

 

Note: The date of each post here is increasingly important as HubSpot evolves to be the #1 CRM platform of choice world-wide.

-- Visit

 

Hope that helps.

 

Be well,
Frank


HubSpot's Hiring World-Wide!

joshua-paul
Top Contributor | Gold Partner

Dave, we've built a effective hiring engine in HubSpot. Among other basic ATS functions, this automated system:

 

  • Qualifies candidates
  • Educates them on the company culture and position (sells them on the role)
  • Asks qualified candidates to complete homework or assessments (and tracks it)
  • Notifies hiring managers when the cream of the crop is ready to be reviewed. 
  • Automates the process of getting on the hiring managers calendar for an initial interview.

 

While it is very flexible to accomodate different companies, processes, and positions, this engine removes a lot of the manual admin work from the process so that the best candidates simply show up on your calnedar when the time is right.

DOMahony
Participant

Hello Josuha,

With regards to your comments above about building an effective Hubspot hiring engine so as to use it as an ATS, would you mind if I called or emailed you to discuss how you did so?
Regards Dermot 

0 Upvotes
joshua-paul
Top Contributor | Gold Partner

I'm happy to walk you through it. Send me a direct message or shoot me a note at josh@pipelineops.com and we'll get a call set up. 

keenlaima
Participant

Hi there, 

 

I am currently using Hubspot as an ATS but have to admit that it is quite long the procedure to build a page, build a form, build CTA etc - Do you have any tricks for that or shorter ways? Now every time we are pushing a new vacancy online we have to create ( 1. blog page, 1 landing page, 1 form, 1 CTA )

I would be curious to know what others are doing to reduce this and be more efficient 

 

Also is there anyone using a multi-job poster linked to the vacancies they build in Hubspot? 

 

Cheerio! 

0 Upvotes
markaiello
Participant

Hi There, We are investigating the possibility of using HS as an ATS and have not come to a conclusion yet.   Will let you know what we learn when we complete our analysis.

DOMahony
Participant

Hi markaiello, I'm happy to partner with you as I explore how to build out HS into an ATS. Note, I'm going to use it for headhunting/exe search so I'm less reliant on having a landing page for an advert, simply because I'll be targeting candidates, pulling them into HS as a Contact. Then within their Contact field, I'll label them as a 1) candidate, 2) assigning them to a contact field that denotes the job their being recruited for and 3) tracking their status as they progress through the "sales pipeline" aka the recruitment process (identified/contacted/interested/screened/longlisted/shortlisted/assessed&interviewed/offered/accepted). I'm going to track candidates at each stage via an Active Report which will pull candidates at a particular status into a report build for each recruitment stage. This will act as a snapshot of the number of active candidates at that specific stage which will inform our progress and allow for client reports each week. 
Regards
Dermot

0 Upvotes
MathiasTPC
Member

Hi @DOMahony, thank you it's been super useful to read your thougts. May I ask your help on the following : how did you manage to insert Contacts in your sales pipeline (instead of Deals) ? 

Thanks a lot !

0 Upvotes
hssandesh
Contributor

Hi, I run a Recruitment Firm and yes it is very much possible to replicate the features of an ATS with Hubspot (i would say most of the features). Yet, you won't get that user friendliness while using Hubspot as a standalone ATS and quite a few features would still be missing.

 

Candidate Management is very crucial and has taken a dramatic turn in the last couple years. Tools like Hubspot although a challenge to be fully deployed still can be meaningful if you havd a dedicated ATS and use Hubspot for Client Management.

 

I'm using Hubspot to track New/Old clients and also experimenting how it pans out for Candidate Management. (I have a dedicated ATS by the way)

 

Anyways, Give this a shot, maybe you will dicover new ways which most didn't (using Hubspot as an ATS)

KimKim_Ng
Member

Hi 
I have been using it for client management and it works perfectly. 
However, I am still exploring to use Hubspot on the candidate management. 
Is there any good tips on the candidate management?
Especially on the ratings scheme and filter the qualifies candidates.

0 Upvotes
DOMahony
Participant

Hi hssandesh, see my reply to markaiello in this thread. , I'm happy to partner with you as I explore how to build out HS into an ATS. 
Regards
Dermot

0 Upvotes
markaiello
Participant

Hi @DaveConnect, I am curious to see if you have been able to test HubSpot CRM's applicant tracking capabilities.  I found a product called CandidateZip which claims to be able to parse resumes into HubSpot CRM.  It appears to work in the demo however I have not trialed it yet.  Please let me know if you have learned more.  Thanks, -Mark

ajbl
Participant

We're having our Marketing Firm work on some automation within HubSpot and have created specific steps within the Recruiting and Hiring Process within HubSpot. We're just starting to test a few of these newly created features on a new job order. I have some concerns with the parsing of data into HubSpot, or most importantly the time it takes. It's extremely time consuming to setup a candidate in Hubspot vs just dragging in a resume or .pdf profile document from a candidates LinkedIn page. I wish HubSpot integrated better with LI to bring in candidates profile information for Sourcing. I've played with a few products CandidateZip and Zapier but my technical limitations are met quickly with those products - especially Zapier. I just can't figure out how to make it work.

 

We've been using Google Hire for the last few years but they are sunsetting Hire this year. It takes one second to get a candidate entered into HubSpot, drag a .pdf or other format document and all the info is parsed. 

 

I'd love to hear from anyone who's figured out how to parse information into HubSpot. 

 

I'd also like to see others share specifics on how they candidate candidate information into HubSpot. I saw another reply mention the differentation between "client" and "candidate" information in HubSpot. This is another area that's a little gray and needs more work. 

keenlaima
Participant

Hi there, 

 

so right now we have candidates (b2c--> Job applicants) and clients ( b2b --> Potential partner/clients) we've categorized them like that and we are using the service tools from hubspot for recruiters. We are a recruitment agency for recruiters, this is the reason why we are working like this so I am not sure if it's applicable for you. 

 

Basically, when someone applies on a form it creates a new ticket that is assigned to a recruiter and we also have a live chatbot which also gets assigned to a recruiter or live notification within slack. 

 

When someone applies, they can upload their CV in the form and it gets uploads as a Document in their contact details. We are obviously also missing a CV parser that would be a dream or a new tab on top where the CV gets attached so it's super easy for recruiters to find that info. Now they have to scroll down into the activities to find it. 

 

We are also missing a connection between Linkedin applications and Hubspot ( that would be a dream ). 

 

I would love it if I could have contact from someone at Hubspot to work on an ATS development as we are super far already in this. 

 

markaiello
Participant

Thanks.  Appreciate your response and outlining your solution.  I will repost our solution once we finish our testing.

ajbl
Participant

Thank you for your reply/post and information. Can I ask what specific HubSpot tools for Recruiters are you using? From your post - "we are using the service tools from hubspot for recruiters".

 

Thank you

0 Upvotes
keenlaima
Participant

We are only using HubSpot "service -- Tickets" 

 

0 Upvotes
hssandesh
Contributor
Hi, I run a recruitment agency and trying our various permutation and combinations to get Hubspot as a standalone ATS for our recruitment. We however use an ATS as well. Could you please share your company website?
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Biggssmith
Participant
DOMahony
Participant

Hi keenlaima, some good tips here. Thanks for sharing. Could we get together so that I could learn some insights from you on your work so far?
Regards D

0 Upvotes
markaiello
Participant

Thanks for your response.  We are still in the process of figuring this out and will post a solution if we find one.  Please keep us posted on your progress.

Biggssmith
Participant
0 Upvotes
DOMahony
Participant

Hello ajbl, see my reply to markaiello in this thread. I'm happy to partner with you as I explore how to build out HS into an ATS. I will be trialling CandidateZip and will report back to this thread on how it performs within Hubspot.
Regards
Dermot

0 Upvotes
Momenta
Contributor

I too run an Exec. Search firm and am tired of my data being in two systems. Synch helps a bit but we lose context. We don't need the job posting, etc. Just assigning candidates to jobs and managing short and long lists. Seems like it should be straightforward in Hubspot, but we're too busy selling and delivering to do tool development.

 

Would love to hear if someone knows of a resource to do this.

 

//Ken

markaiello
Participant

Hi Ken,  Thanks for your reply.  We are still on the hunt and have yet to find a good solution.  Will update if our search finds something suitable.

0 Upvotes
DOMahony
Participant

Hi Ken, see my reply to markaiello above. Note, I'm going to use it for headhunting/exe search. I'll be targeting candidates, pulling them into HS as a Contact. Then within their Contact field, I'll label them as a 1) candidate, 2) assigning them to a contact field that denotes the job their being recruited for and 3) tracking their status as they progress through the "sales pipeline" aka the recruitment process (identified/contacted/interested/screened/longlisted/shortlisted/assessed&interviewed/offered/accepted). I'm going to track candidates at each stage via an Active Report which will pull candidates at a particular status into a report build for each recruitment stage. This will act as a snapshot of the number of active candidates at that specific stage which will inform our progress and allow for client reports each week.  Hope this helps. Happy to chat directly via email or Zoom/etc.
Regards
Dermot

0 Upvotes
dblock
Participant

Does anyone have a recommendation of an ATS that has in integration with HubSpot? 

SWilsonA4u
Contributor

Anyone have advice how to seperate Candidates from Customers when building an ATS

0 Upvotes
DOMahony
Participant

Hi SWilson, I'm still working with my HS Mentor as part of our inital 3 month onboarding. The approach that I'm about to build will see me create two extra Contact fields. See my message to markaiello above and in  ore detail below.

Within the candidates Contact field, I'll label them as say/i.e. Label 1) as a candidate, i.e. Label 2) I'll assigning them to a contact field that denotes the job their being recruited for and i.e. Label 3) tracking their status as they progress through the "sales pipeline" (Note, to traack candidates separately from your Sales Pipeline/Deal; you'll need a second pipeline/sales pipeline-which you'll have to pay extra for if not part of your existing package) aka the "Recruitment Process" (which is what I've labelled mine) (consisting of the discrete steps of: identified / contacted / interested / screened / longlisted / shortlisted / assessed & interviewed / offered / accepted). I'm going to track candidates at each stage via an Active Report which will pull candidates at a particular status into a report build for each recruitment stage. Note that this report will have to pull Label 2 and Label 3 in order to see the recruitment pipeline status for each recruitment job. Note that all candidates that you are processing will be tracked in your Sales Pipeline tool/Recruitment process pipeline. I'm only going to use a second Sales Pipeline tool for now from Hubspot. One can pay for more, up to 20 discrete pipelines, I believe. All candidates will progress through this single Pipeline tool/Recruitment Process pipeline. The only way to separate them is to a) build more sales pipelines from Hubspot OR have them all flow through the same pipeline and then separate them by discrete job and status by using an Active Report which will pull canddiates with the atributes of Label 2 and Label 3 - assuming that you want to report on candidates per job. An Active report will need to be build/created for each stage of your pipeline. Candidate progress will need to me/your admin/recruiters to update candidates Label 3 Recruitment Prcess/progress field (in my case a drop down check box, with a check box per recruitment stage of the pipeline). This will act as a snapshot of the number of active candidates at that specific stage which will inform our progress and allow for client reports each week. 
Regards
Dermot

0 Upvotes