How a Growing Company Organized Applicant Tracking and Hiring Coordination

A growing Lebanese company ran hiring through email threads, spreadsheets and calendar invitations. We built an applicant-tracking workflow covering intake, scheduling, feedback, reminders, drafts, a hire trigger and reporting.

Project overview

A growing company in Lebanon ran hiring through email threads, spreadsheets and calendar invitations. We built an applicant-tracking workflow from application to confirmed hire. Recruiters and hiring managers still make every decision.

The solution

We implemented five connected automations:

Application intake into structured candidate records
Interview scheduling from the interviewers' calendars
Structured feedback collection with reminders
Draft communications that a recruiter reviews and sends
A confirmed-hire trigger that starts onboarding, and pipeline reporting

Business impact

Hiring now runs through one trackable pipeline.

Every application becomes a candidate record attached to its vacancy
Interviews are scheduled from calendars instead of message chains
An accepted offer starts onboarding without re-entering anything

The challenge

Recruiters struggled to see where each candidate stood. Applications, interview times and feedback were in different places, so simply keeping track of them took effort.

Arranging an interview meant several messages between recruiter, candidate and interviewers. Feedback came back in whatever form each interviewer preferred, and some never came back. Candidates were sometimes left without an update because nobody was sure whose turn it was to reply, and there was no view of how many candidates were at each stage.

Individual automations

The automations cover intake to reporting. Screening assistance is only one part of a wider process.

Application intake and structured candidate records

Every application becomes a structured record in one pipeline, with light screening support.

Applications and CVs arrive through the application form and the recruitment inbox.
The workflow extracts the candidate's contact details, experience, education and skills into a record.
The record is attached to the vacancy and the CV is stored with it.
For roles where it is useful, the record shows how the candidate's details compare with the stated requirements, to help the recruiter's review.

Recruiters review every application. Extracted details can be corrected, and screening assistance never decides who is rejected.

Interview scheduling and calendar coordination

Scheduling no longer takes a chain of messages.

When a recruiter moves a candidate to the interview stage, the workflow looks at the interviewers' calendars.
It proposes available times to the candidate.
Once a time is confirmed, calendar invitations are created for everyone involved.
Reminders go to the candidate and the interviewers before the interview.

Recruiters can change or cancel any interview and approve the proposed times.

Interview feedback collection

Feedback is collected in the same structure for every interview.

After the interview, each interviewer receives a short structured form tied to the candidate record.
The form covers the criteria for the role and a recommendation.
Responses are stored on the record, and late responses trigger a reminder.
The recruiter sees all feedback side by side.

Interviewers give their own assessment. The workflow does not score or summarize away what they wrote.

Status tracking and reminders

Every candidate has a stage and an owner.

Stages run from new, through screening and interviews, to offer and a final outcome.
Moving a candidate between stages is recorded with the person and the time.
Reminders go to recruiters and interviewers when a candidate has waited too long at a stage.
Candidates who need a reply are listed for the recruiter each day.

Stage changes are made by recruiters. Reminders prompt action but do not take it.

Candidate communication drafts for human review

Routine messages are prepared, not sent without a person.

Acknowledgements, interview invitations, requests for information and status updates are drafted from approved templates.
Each draft is filled with the candidate's details and the relevant dates.
A recruiter reviews the draft, edits it if needed and sends it.

Nothing is sent to a candidate unless a recruiter has reviewed and sent it.

Confirmed-hire trigger to onboarding

A hiring decision starts the next process without re-entering anything.

When a recruiter records that an offer has been accepted and the necessary approvals are in place, the candidate is marked as a confirmed hire.
The candidate's details are passed to the company's onboarding workflow.
The recruitment record keeps a link to the new employee record.

The trigger fires only on a recorded, approved hire. The onboarding process itself is a separate workflow.

Recruitment pipeline reporting

Hiring managers see the state of the pipeline.

Candidates at each stage, by vacancy.
Where candidates are waiting longest.
Interviews scheduled and feedback outstanding.
Offers made and hires confirmed.

Reports are produced from the candidate records and can be opened as a dashboard or sent on a schedule.

Reports describe the pipeline. Hiring decisions remain with the people responsible.

How the workflow operates

This is the path of one candidate through the pipeline.

An application arrives The form or the recruitment inbox delivers it, and a structured candidate record is created.
The recruiter reviews it The recruiter reads the application, corrects extracted details if needed and decides the next stage.
An interview is scheduled Calendar times are proposed, confirmed and added for the candidate and the interviewers.
Feedback is collected Interviewers complete the structured form, and reminders chase any that are missing.
The decision is recorded The recruiter records the outcome, and communications are drafted for review and sending.
A confirmed hire starts onboarding After an accepted offer and the necessary approvals, the hire is passed to the onboarding workflow.
The pipeline is reported Stage counts, waiting times and outstanding feedback appear in the pipeline report.

Systems and integrations

Application form and email: where applications and CVs arrive.
Candidate records: one record per candidate, linked to the vacancy and the stored CV.
Calendars: used to find free times and to send invitations.
Feedback forms: structured forms linked to each interview.
Email notifications and templates: reminders, and drafts for recruiters to review.
Onboarding workflow: receives the details of a confirmed hire.
Dashboard: pipeline reporting.

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