Using HubSpot as an Applicant Tracking System (ATS)

[EWhaley]

I see some older posts from 2019 and 2021, and even one from March 2023 but the blog/solution post linked in this one is also from 2021.

Are there any current examples of how HubSpot is being used as an Applicant Tracking System and which solution set was used (e.g., can it only be done w/ Enterprise w/ custom objects, or has someone wrangled it using deals/tickets somehow)? 

Thanks

[karstenkoehler · Accepted solution]

Hi @EWhaley,

All three would work: deals, ticket, custom objects. As long as the object comes with stages, you can set up of plenty of automation to track applicants through the various phases of their journey, send automated emails, update their records as they go.

Whether there should be a preference for one of these objects depends on how you're currently using them. If for example the ticket object is already in use or supposed to be used for candidate support in some capacity, you might want to associate tickets with the record that tracks their journey. Since same object associations are not (yet) a thing, it would then make sense to use deals so you can associate deals/tickets.

The fine details depend on the exact requirements you have towards your ATS. If you have any specific points or concerns, let me know and I'll happily elaborate.

Best regards!

[Mike_Eastwood · Accepted solution]

Hi @EWhaley 

We built a custom system in HubSpot for a recruiter based in Los Angeles

The system was unique to their business needs and included several Custom Objects:

- Position/Role

- Project

- Applicant Work Experience

- Applicant Education

All of the Contacts, Companies, Deals and Tickets were associated with the Custom Objects.

We also built out a CRM Extension that shows the Resume (CV) for an Applicant, including a PDF renderer (in an external system).

If you'd like to discuss your plans I'm happy to have a look - pleasse send me a message.

Thank you

Mike

Here to learn more about HubSpot and share my HubSpot Knowledge. I'm the founder of Webalite a HubSpot Partner Agency based in Wellington, New Zealand and the founder of Portal-iQ the world's first automated HubSpot Portal Audit that helps you work smarter with HubSpot.

[MandyDROS · Accepted solution]

Hello @EWhaley ! 

Great questions! ( @Justin_Graci - thanks for the mention!) 

As far as the hubs needed, you can run a powerfully automated ATS on HubSpot with Service Hub Pro + Marketing Hub Pro.  Sales Hub works as well if you already have that. 

Here is my full course on building an ATS in HubSpot.  

If you are going to be at INBOUND, I am doing a deep dive session on Friday that goes through the solution and how to build it.  

Here is the webinar that I did for the HubSpot Partner ecosystem that shows how it works, what is automated, and what the experience is like for both your internal staff and the applicant. 

The solution presented automated a lot of the manual work and leverages a lot of HubSpot tools including smart content and meeting links.  

If you want to run through it, I am happy to do so! 

HubSpot is winning going up against Greenhouse, which is pretty cool to see 🙌🏽 

[Creativesoul]

Hey Mandy,

How do you receive applicants and post jobs via Hubspot?

[MandyDROS]

Great question!

It depends on the job board that people apply through, but we have resolved
this for ourselves and clients in a number of ways.

For our own hiring process, we post our jobs to indeed and LinkedIn
manually and then we take people to a landing page with a form so that the
applicants go directly into HubSpot.

I know that this does not work for everybody so many services allow you to
push the job posting, such as indeed, LinkedIn, etc. Depending on the job
board, they may or may not allow applicants to be pushed to directly back
into HubSpot. What systems are you using?

If it would be easier to chat about this on a call, please go ahead and
send me your email address and we can move the conversation to email. 🙂

[KBanker]

This is so cool! How long did this take to implement?

[MandyDROS]

Hello @KBanker !  

The solution took about 15 hours to design, build, and test.  

If someone is less familiar with HubSpot automations then it might take a bit longer.  That being said, if you automated less than I did then it could be quite a bit shorter! 

Here is a document that provides all of the resources that I have for this, including the LucidChart mapping of the solution and the build plan that I created before building! 

Cheers,

Mandy

[Justin_Graci]

Mandy from HubSpot solutions partner, Digital Reach Online Solutions has a LOT of great content around using HubSpot as an ATS. Check out this post here.

[Mike_Eastwood · Accepted solution]

Hi @EWhaley 

We built a custom system in HubSpot for a recruiter based in Los Angeles

The system was unique to their business needs and included several Custom Objects:

- Position/Role

- Project

- Applicant Work Experience

- Applicant Education

All of the Contacts, Companies, Deals and Tickets were associated with the Custom Objects.

We also built out a CRM Extension that shows the Resume (CV) for an Applicant, including a PDF renderer (in an external system).

If you'd like to discuss your plans I'm happy to have a look - pleasse send me a message.

Thank you

Mike

Here to learn more about HubSpot and share my HubSpot Knowledge. I'm the founder of Webalite a HubSpot Partner Agency based in Wellington, New Zealand and the founder of Portal-iQ the world's first automated HubSpot Portal Audit that helps you work smarter with HubSpot.

[karstenkoehler · Accepted solution]

Hi @EWhaley,

All three would work: deals, ticket, custom objects. As long as the object comes with stages, you can set up of plenty of automation to track applicants through the various phases of their journey, send automated emails, update their records as they go.

Whether there should be a preference for one of these objects depends on how you're currently using them. If for example the ticket object is already in use or supposed to be used for candidate support in some capacity, you might want to associate tickets with the record that tracks their journey. Since same object associations are not (yet) a thing, it would then make sense to use deals so you can associate deals/tickets.

The fine details depend on the exact requirements you have towards your ATS. If you have any specific points or concerns, let me know and I'll happily elaborate.

Best regards!