How to find new employees faster and easier

Improve your application processes

Many personnel departments lack a suitable tool to efficiently manage your job interviews. The requirements are obvious. The most important thing is the complete recording of all information about the applicant, including the recording of all documents such as the CV or letter of application. The organisation of the respective interviews including the notes of the interview partner should also be recorded for a competitor. And last but not least, all parties involved in the process must have access to all information at all times. This is the only way to reliably ensure the assessment and evaluation of the candidates and the follow-up of the interview.

Especially in the cooperation of several interview partners, a collaboratively used tool is the prerequisite for efficient HR management. What advantages does our SeaTable applicant management template offer you compared to a conventional Excel sheet or expensive and inflexible industry solutions like Recruitee? Find out in this article.

From application to employment

Every aspiring company needs new employees and must find them, get to know them and then convince them of its merits. The following steps are therefore always part of every application process. These steps are necessary no matter how small or large the company is.

  • Publication of the vacancy
  • Candidate application
  • One or more interviews with the applicant
  • Documentation and evaluation of these interviews
  • Decision on the setting
  • Follow-up activities such as employment contract and onboarding
  • Our HR Recruiting template supports all these process steps and helps you to establish a structured and at the same time flexible application process in your company.

    It all starts with the job description

    HR Recruiting and Applicant Management

    Capture all your current job descriptions

    In the table Job Positions you can enter your vacancies. Our template already contains columns for the type of job, the location, the working hours, a description of the activities and what previous knowledge is required. You can add any additional columns to this table if you want to enter further information about your job description. There are many ways to put the job descriptions from this table on your website. Besides the obvious creation of your own job pages, you can also use the SeaTable API to generate the job pages dynamically. The jobs page of SeaTable is created dynamically with only a few lines of PHP code from the view published job positions generated. Alternatively, you can also use an automation service such as Zapier, Integromat or n8n publish your job descriptions on Facebook or other social media channels.

    With the extended permissions of SeaTable Plus and Enterprise, you can even specify exactly which employee is allowed to make which changes. For example, you can specify that only employees from the HR department are allowed to publish new job positions or adjust the job description.

    Job-page created with SeaTable API

    PHP code to generate the web page with the job descriptions

    In search of applicants

    Application form

    Form for applicants

    The table Applicants includes all your applicants. These do not have to be entered manually, but the application is made via a web form generated by SeaTable. You link this directly from your website or publish it on your social media channels. Although the link to the application form is always the same, applicants can only apply for the positions currently advertised. This is made possible by linking the web form with a filtered view from Job Positions. As soon as an applicant has entered his or her data, it immediately appears in your spreadsheet. At the same time, a member of your HR department can be informed about the new application by e-mail. This person then designates a responsible person and the interview appointments can be scheduled.

    no.1 recruitee alternative

    Table with all applicants

    The table is grouped according to the current phase of the applicants and contains all information about the applicant. You can see when interviews have already taken place and what rating the candidate has received. With this table and the Kanban board, you always have an overview of all your current applicants. You want to narrow down the list to individual jobs? Simply create a new view with a corresponding filter to see only applicants for a single job.

    Kanban of applicants in the application process

    Kanban representation of all applicants

    Through interviews to the perfect candidate

    When planning interviews, the calendar view in SeaTable helps you. On it you can see exactly on which days interviews are already scheduled. You can make the appointment by phone or email. If you want to further automate your process, the use of Calendly and Zapier would be worth considering. Via Calendly, the applicant can choose an interview date himself and Zapier automatically creates a new entry in this table and informs the interview partners about the scheduled date.

    Interviews planned and carried out

    The meeting notes for the individual appointments can be entered either directly via the table view or also using a web form. This way you always have all the information at hand for everyone in the team. So far, our template only contains a free text field for documenting the conversation. If you want to take a more structured approach here, you can add any number of additional columns.

    A fixed structure for optimal recruiting

    The interviews are followed by the assessment phase, where you and your colleagues have to come to a decision about the candidate. Here, too, all notes and discussions in the team are mapped via SeaTable in order to collect all information centrally from the applicant. This can be done either via the comment function in the detail view of the candidate or via the free text field Tasks. In the end, the decision is made and you either want to hire the applicant or reject him or her. No matter what you decide, you can always track how this decision was made and when who applied to your company.

    Efficient applicant management with our applicant management SeaTable template

    Unlike Excel, our SeaTable Candidate Management Template offers flexible ways to make your application process more efficient and collaborative. It doesn't matter if you are a small company and want to expand your team, or if you have an application process with hundreds of applicants. SeaTable provides you with a powerful HR management tool that can be easily customized to meet your needs.

    You have successfully recruited new employees? Please have a look at our template for a successful onboarding of your newly recruited employees!