Using Hubspot CRM to track job applicants?

SOLVE
Regular Contributor

Hey does anyone have any tips for doing this?

 

Looking for something better than a spreadsheet.

 

Would you create a "Company" for Prospects and take it from there?

 

Thanks! Smiley Happy

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Highlighted
Regular Contributor

If the applicant is using a work email or their school email if they are still a student, the HubSpot CRM will automatically create a company and associate it with that contact. You can disable this if you don't want it to happen.  

 

A workflow might look like this:

  • Applicant submits application form, which is automatically captured and sent to the CRM via HubSpot Marketing Free.
  • This creates a Contact in your CRM.
    • If they are using a company email address, a company record will automatically be created.
  • Hiring manager or HR person reviews the applicant's form submission in the contact record. If qualified, creates a Deal and sets them to the 1st deal stage called "Meeting Scheduled".
  • If that meeting goes well, the manager progresses the deal to "Interview Scheduled"... then "2nd Interview Scheduled"... "Reference Check"... "Offer Made".. "Offer Accepted", and so on.
  • If the applicant wasn't a good fit for the role, or turned down an offered position, mark the deal as lost and then keep the contact record in your CRM to inform them about about future opportunities.
  • If they will never be a good fit, delete or change their lead status to "Unqualified".

Hope that helps!  I'll be curious to hear if you end up using it for this purpose and how it works out!

9 Replies
Regular Contributor

We do. To make sure they aren't getting mixed in with our prospects/leads/customers, we use the "Other" lifecycle stage and a few custom "Lead Status" options. You can also use the "Type" field on a company record to handle any auto-generated company records.  

 

Maybe something like this:

 

Lead Status:

Employee / Candidate / Intern

 

Type:

 

Partner / Recruitment Partner / Talent Pool

 

You just need to be careful not to pollute these fields with too many options or it could hurt adoption by your sales team.

 

Regular Contributor

This isn't something that we do - but you could also use Deals if you create a custom pipeline for your applicant pool. If you're using the CRM for Sales, just be careful this doesn't confuse things for your sales team. In that scenario it's probably better to create a completely separate portal for job seekers so it doesn't mix with your sales CRM at all.

Regular Contributor

Thanks SeanHenri!

 

So just to be clear, do you create a new "company" or "companies" that these contacts belong to?

 

Not sure how that part could work. Maybe you could just camp on that for just a quick second.

 

Thanks again

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Highlighted
Regular Contributor

If the applicant is using a work email or their school email if they are still a student, the HubSpot CRM will automatically create a company and associate it with that contact. You can disable this if you don't want it to happen.  

 

A workflow might look like this:

  • Applicant submits application form, which is automatically captured and sent to the CRM via HubSpot Marketing Free.
  • This creates a Contact in your CRM.
    • If they are using a company email address, a company record will automatically be created.
  • Hiring manager or HR person reviews the applicant's form submission in the contact record. If qualified, creates a Deal and sets them to the 1st deal stage called "Meeting Scheduled".
  • If that meeting goes well, the manager progresses the deal to "Interview Scheduled"... then "2nd Interview Scheduled"... "Reference Check"... "Offer Made".. "Offer Accepted", and so on.
  • If the applicant wasn't a good fit for the role, or turned down an offered position, mark the deal as lost and then keep the contact record in your CRM to inform them about about future opportunities.
  • If they will never be a good fit, delete or change their lead status to "Unqualified".

Hope that helps!  I'll be curious to hear if you end up using it for this purpose and how it works out!

Regular Contributor

Boom—thank you Sean! I'm "CRM challenged" so this was incredibly helpful.

 

Really, really appreciate it. Probably saved me hours of beard-scratching... Haha.

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0 Upvotes
Regular Contributor

Great! Glad I could help. Let me know if you run into any trouble.

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Regular Contributor

Hi again Sean, a question if you don't mind!

 

In terms of this flow, do you see any opportunities to automate the changing of the deal stages based on email communication, or any other ways to improve automation / save on manual input? Just curious!

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0 Upvotes
Regular Contributor

Hi again,

 

Is this feature to collect web leads into CRM free? How does that work?

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0 Upvotes
Regular Contributor

You can use HubSpot Marketing Free to automatically capture leads from forms on your website into the CRM.  This video will give you a quick high level overview of how it works: https://www.youtube.com/watch?v=FHRyhT-Njm4

 

To activate, click on your profile avatar, then Explore Products  & Add-ons, and look for Marketing Free. Once activated, you'll find there is a "Marketing" option in the upper left hand side of your screen in the navigation.

 

In the Marketing side of the platform, click on "Settings", then "Configuration", and make sure that "Collect data from website forms" is toggled on.

 

Regarding automating certain things within the CRM... you need the paid version of the Marketing software to do most of this. There is a feature called Workflows in the paid version that can you let you do some really powerful stuff.  I recently wrote a blog post outlining some of the cool things you can do: https://pepperlandmarketing.com/blog/7-hubspot-workflows-that-will-keep-your-crm-running-clean/