Using HubSpot CRM as an Applicant Tracking System (ATS)

[DaveConnect]

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.

[tjones · Accepted solution]

Yes @DaveConnect We do this internally and have set it up for other companies as well. We've built fully automated Recruiting pipelines, Careers pages, job boards, Employee Newsletters, and employee surveys. We drove applicants to the careers page with social and paid.  All tracked through HubSpot.  We increased an agency's online recruiting by 140X.  You can see the success story here: https://www.eternalworks.com/success-stories/ssva-success-story

[GiantFocal · Accepted solution]

Two solutions that can be implemented:

1. Form submission into a pipeline deal. So you can track each applicant as a deal. 
2. Form submission into hubDB which can store all applicant data there such as photo, address, CV file, score, etc. 

Best regards,

Abraham Ernesto

[tjones]

Anytime Mark!

Happy to jump on a call and see what you're trying to do so I can show you how or provide options.

Essentially you're saying parse, and I'm not sure what you mean in this context.  This is why I said maybe not "parse" , because it depends on what you are defining as parsing...

If you are looking for HubSpot to read (analyze) each resume and then do something with the data (tag or label), that's not a thing (today), but if you are asking to be able to search and find resumes based on a job, or contact... that's easy.

[YAlbadawi]

Hi Tim, 

We are a clinical research focused staffing company that has just enrolled in the demo of HubSpot. We love the platform and would love to hop on a call with you to discuss this solution, as we are looking for a way to house a database of applicants and their resumes. Or if you can connect me with someone who can help. Thank you! 

Yasmeen Albadawi

CRO Strategies

yasmeen@crostrategies.com

[tjones]

Hi Yasmeen. I will email you directly to set up a call.

[SWilsonA4u]

Hi, it doesn't do that at this time,. When I built this, quite a while ago now, I never gave this any thought. I don't think that HubSpot itself could do this but there may be an app now that can link in to do it. For us though its not that critical. We use this system to basically funnel the hundreds of applications from job sites like indeed. We set up adds giving all the job information but asking for as little information as possible from applicants there. We then get an email into HubSpot that creates a ticket and a contact and sends an automated transactional email that thanks them for the interest in our role and provides a link to our own recruitment page. Its here that we capture all the key info that we want, such as availability, what shift patterns an applicant is looking for, what experience etc., Also upload CV and letter.
When this data comes in we have key info in form fields so we can easily sort through and qualify applicant, then we narrow down to those that have come through all the filter stages and its then a manual CV review.
The number of applicants on our site (from our HS Transactional email) is significantly lower that then number of applicants who initially apply on indeed. This is a very good thing, it eliminates those who are not seriously considering our role, or just can't be bothered to complete our application. It's a very good filtering triage step that takes us no time at all to manage.

[MAiello2]

Thanks for responding. Much appreciated.

[Connorj13]

We actually do this internally. Have done something more expansive for staffing/recruiting companies: https://aptitude8.com/blog/how-we-use-hubspot-for-recruiting 

[DSurman]

Hi Connor - I'm trying to build something very similar to this in my new organisation. I've only just joined, but one of my main priorities is to next level our recruitment process on HS, and this seems like a great solution. Are you still around? If so, would you be free for a call to discuss?

[Biggssmith]

I can assist you with this request.

Let's schedule a call.

Robby Smith

[MoeH]

Ah thanks so much for sharing @Connorj13 !! We used deals for candidates and tickets for roles in the end, then linkedin the two together as candidates applied.

@SWilsonA4u might be relevant.

[SWilsonA4u]

Hi @Connorj13 

Really interesting read thanks for sharing. I have built an ATS and see a lot of similarities between what you have built and ours. Main difference is that I am creating a ticket for an application not a deal. I hadn’t considered using a deal. Be interested in your thoughts as to why a deal is a better option. The ability to send documents to applicant to sign off on is one that I can immediately see that I hadn’t thought of adding to my process, and I don’t believe I can do it through a ticket?

Be interested to hear your thoughts

Thanks

Stuart

[DianaGomez]

Hi @Connorj13 hope you are doing well!

Thanks for sharing 🙂

Best, 

Diana

[Erik1]

I use Hubspot for one of my companies and am considering using either Hubspot or Zoho for another.  I notice that Zoho has both Zoho Recruit and Zoho CRM.  I like that Zoho Recruit integrates with other recruiting apps that Hubspot does not seem to have existing integrations.  Does anyone have experience using the Zoho platform, and if that works better for combining CRM and applicant tracking into a single platform?

[Biggssmith]

Erik, it really depends on your recruiting process and plans which
direction you take. I have been using Hubspot for many years as an ATS for
candidate marketing and process automation! There are just as many
integrations to Hubspot as there is in Zoho. I implemented Zoho apps for
many clients and appreciate the functionality.

If you would like to discuss Hubspot as an ATS further, I would love to
help!

Please let me know!

Robby
robby@firestartercc.com
robbysmiths@gmail.com

[MoeH]

Hi all, very interesting thread, seems a lot of people are trying to bring the two worlds together! I am trying to do the same right now for our tech startup based in London, UK. We don't actually need the parsing part, which seems to be the main shortfall of HS, and would love to know how far you managed to get with setting up HS as an ATS @markaiello @Momenta @DOMahony .. Maybe you managed to get a stage that would be quite suitable for us? Any help would be greatly appreciated.

[Biggssmith]

Feel free to reach out to me if you have any questions on how I have
accomplished this effort.

robby@firestartercc.com

[markaiello]

We have given up trying to find a work-around solution. Too many separate parts are needed to assemble. Decided it is not worth the effort.

[Momenta]

Yes, unfortunately same for us. Someone pointed me to Greenhouse.io recently. Thrive TRM is bad news (heard the founder is poaching recruiters who are using this for his own search firm).

[HRosen]

@DOMahony , @markaiello  @DaveConnect  and others:  did you get any traction on using Hubspot as an ATS? I represent a service called Skilldrop.com  which plays a small part in the ATS, staffing software ecosystems, Just like you would use an external system for sending transactional emails, you use Skilldrop to deliver and share CVs/Resumes to secure compliance with privacy regulations. I think it would be interesting to see where Skilldrop can fit with your thoughts in using Hubspot as an ATS. If it makes sense for another Zoom, let me know. 

[DOMahony]

Hi all, sorry to those who've messaged me in the thread above and for my lack of reply. Update: I haven't been successful in using HS as an ATS. I've spent time and money on more practical upgrades of HS instead. Regards Dermot

[DOMahony]

Hi @Momenta @markaiello  @DaveConnect @PrateemaK @dblock @deeps11 and others:

I propose that we have a kick-off Zoom. I'm happy to host. Theres a lot of interest from two parties here 1) those who are expert and are willing to help and 2) newbies like me who see the potential of a single CRM/ATS and are hobbie-crafting their Hubspot customization. I'll create an agenda once I speak to people one on one from both camps to ensure that's it an effective use of everyone's time and doesn't go off piste and feral with too many broad topics. It'll likely grow into a regular how-to event with a need to build/create space for a library of resources.

My schedule is here (Australia based but happy to dial in early or late) http://whenisgood.net/fby2wjr

Dermot

[markaiello]

1. We are testing the use of Deals, Service Hub, and Custom Objects to track a Job Order and all activity associated with one.
2. Also, we have done a few demos with Daxtra for parse, search, and match from within HubSpot and it appears to work.  

Please reply if anyone has had experience with eiter 1 or 2 above.

Thanks,