What this module does
The Applicant Tracking System (ATS) runs your hiring process on one screen: a hiring request is opened and approved, a job posting is prepared and published on your career page, applications and uploaded CVs collect in the CV Pool, AI parses and scores CVs, candidates move through interview stages, and the hired candidate is transferred to onboarding. All of this happens under Growth and hiring > Recruitment in the left menu.
The screen has three tabs at the top: Hiring Requests, Job Postings and CV Pool. The recruitment settings are on the Configuration > Recruitment > Settings page; the Settings button in the screen header opens it.
The Hiring Requests and Job Postings lists work the same way: the status tabs above the list show how many records each status has and filter the list; the row under them has the search box (Search request owner or Search position name), Add filter (the other filters such as branch, department, position and dates, with the number set), Clear all, the record count, Excel if you have the permission, and Sort. To sort, click a column header or Sort (ascending, descending, off). Pick the page size and move between pages at the bottom of the list; on a narrow screen the list turns into cards. Excel > Export to Excel prepares the list with the current tab and filters: a Preparing your list notice appears in the bottom right corner, then Your list is ready, and you get the file with Download; earlier lists are in My lists in the same menu (Downloading a list as Excel and My lists).
In the Job Postings list the Candidates column shows how many applications a posting received. Clicking a row opens the posting details: the Candidate pipeline tab shows the candidates in stage columns (board) or as a list, and you can drag a card to change its stage; the Job details tab is the posting summary (Creating a job posting). In the candidate's panel the frequent actions (Change Status, Send Email, Schedule Interview, Negative) sit at the top.
Roles and permissions
The ATS has its own roles, granted as responsibilities. For the steps, see Responsibility management.
Role | Permission | What they can do |
Admin | Manager Permission (ATS_ADMIN) | Everything: postings, candidates, hiring requests, Excel export; plus Configuration > Recruitment > Settings (templates, integrations, retention period, career page links), emailing candidates and Schedule Interview. |
Manager (recruiter) | Hiring Permission (ATS_HIRING) | Creates, publishes, copies and deletes postings; uploads CVs and sends them for analysis; changes candidate status, merges candidates, transfers candidates to onboarding; creates and edits hiring requests; exports to Excel; uses job templates, emails candidates and schedules interviews with Schedule Interview. Under Settings sees only Integrations, where they connect their own Google/Outlook account. |
Employee (interviewer) | Interviewer Permission (ATS_INTERVIEWER) | Sees only candidates with an interview assigned to them and fills in the evaluation of that interview. Can create hiring requests. Cannot see postings or add candidates. |
Module owner | ATS Responsibility Management (ATS_MANAGE) | Opens the module's Manage Permissions and Approval Process menus. Needs one of the three roles above to use the recruitment screen. |
Note: To schedule interviews and email candidates, users must connect their own Google or Outlook account under Configuration > Recruitment > Settings > Integrations.
Before you start
The ATS module must be enabled for your company.
Give the recruiting team Manager Permission or Hiring Permission, and employees who run interviews Interviewer Permission.
If hiring requests need approval, define the ATS approval process (Approval process).
To schedule interviews and send emails, connect your Google or Outlook account under Configuration > Recruitment > Settings > Integrations (ATS settings).
First-time setup
A user with Manager Permission does this once. Each section is described in detail in ATS settings.
In the left menu, go to Configuration, pick Recruitment in the list on the left and the Settings card at the top. The Settings button in the header of the Recruitment screen opens the same page.
Connect your Google and/or Outlook account in the Integrations tab.
In Interview Templates, create at least one template, bring its question weights to 100% and activate it. Interviews can't be scheduled without an active template.
Optionally prepare reusable content in Job Templates, Job Questions and Email Templates.
In Customization, set the Retention Period for reserved candidates and copy the Career Page Links.
If hiring requests need approval, define the steps from the ATS module's Approval Process menu.
Everyday flows
Requester (any ATS role): creates a request in Hiring Requests and sends it for approval. Details: Creating and approving a hiring request.
Recruiter: creates a posting from an approved request or from scratch, has AI write the description and publishes it. Details: Creating and publishing a job posting.
Candidate: applies on the career page. Details: Career page and collecting applications.
Recruiter: uploads CVs, has AI analyse them and checks the scores. Details: Uploading CVs and AI analysis.
Recruiter: moves candidates between stages, marks favorites or reserves them. Details: Changing a candidate's status (stage).
Admin and interviewer: an interview is scheduled; the interviewer fills in the evaluation. Details: Scheduling and evaluating interviews.
Recruiter: merges records of candidates who applied more than once. Details: Merging duplicate candidate records.
Recruiter: marks the candidate who accepted the offer as Hired and transfers them to onboarding. Details: Offer and transferring a candidate to onboarding.
Statuses and what they mean
Job posting statuses
Status | Meaning |
Draft | Saved but not published. New and copied postings start here. |
Active | Visible on your career page and accepting applications. |
Passive | Unpublished; no applications. |
Stopped | Temporarily stopped; no applications. |
Archived | Closed and archived. |
Candidate statuses (kept separately per job posting)
Status | Sub status | Meaning |
New Candidate | - | The application or CV just arrived. |
Interview | Pre Interview, First Interview, Second Interview, Technical Interview, Reference Check | The candidate is in the interview process. |
Hired | - | The candidate accepted the offer and can be transferred to onboarding. |
Rejected | The candidate's reason (e.g. Salary expectation not met, Accepted another offer) | The candidate withdrew from the process or the offer. |
Negative | The company's reason (e.g. Technical competency insufficient, Reference result negative) | The company eliminated the candidate. |
Archive | - | Archived. Merged duplicate records are also moved here. |
Hiring request statuses
Status | Meaning |
Draft | Saved, not sent for approval. Only its creator sees it. |
Awaiting Approval / On Admin Approval | In the approval process, waiting for the next approver. |
Approved | Approved; can be used as the source when creating a posting. |
Rejected | Rejected. |
Notifications
When | To whom | Channel |
An application is submitted on the career page | The candidate (in the language they applied in) | |
An interview is scheduled with Google | The candidate, CC recipients and attending staff | Calendar invitation (Google email) |
Send Legal Texts is used | The candidate | Email (consent link) |
Someone is @mentioned in a candidate comment | The mentioned person | In-app notification and email |
A candidate is transferred with Transfer to Onboarding | The candidate | Welcome email and SMS (with login password) |
Note: Changing a candidate's status (e.g. to Rejected) sends no automatic email; if needed, send one from the candidate's Emails tab. Nothing is sent when a hiring request is submitted, approved or rejected either. The recruiting team gets no notification for a new application; applications appear in the CV Pool.
Mobile differences
The Teamso mobile app opens the web screens, so the ATS screens work on mobile too, but the posting wizard and the candidate panel are designed for wide screens; we recommend a computer. Candidates can reach the career page and application form from their phones. See Mobile app.
Common mistakes and FAQ
I can't see Applicant Tracking System in the menu. You have no ATS role. Ask the module owner.
Settings is missing. All sections of Settings are available with Manager Permission; Hiring Permission sees only Integrations. Details: ATS settings.
As an interviewer my CV Pool is empty. Interviewers only see candidates with an interview assigned to them. Once an interview is scheduled, the candidate appears in your list.
Do AI features use credits? No. Job description generation and CV analysis currently use no digital credits. The welcome SMS sent on transfer to onboarding does use your SMS credit.
Does an expired posting close by itself? No. The posting stays active even after the Target Completion Date; close it yourself with Change Status or Unpublish.