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How to organize and process your applications efficiently in the ATS? 📝

Table of contents

💡 In the world of recruitment, structured and fair management of applications is essential to optimize your processes and enhance your employer brand. This article guides you through best practices for organizing, processing, and archiving applications in your ATS.

⚖️ Treat All Applications Uniformly

Create a Common Evaluation Grid

To ensure fairness in processing applications, it is crucial to create a common evaluation grid based on clear criteria, weighted according to their importance.This grid allows you to:
  • Structure recruiters’ evaluations
  • Strengthen fairness among all applications
  • Provide constructive feedback to rejected candidates
To set up this grid, go to Settings > Evaluation Criteria.

Standardize Screening Tools

The ATS offers several features to organize your applications: Comments and Interview Notes 💬
  • Standardize your interview notes by harmonizing the questions asked
  • Use the comments section to facilitate communication between recruiters
  • ⚠️ Note: Use these fields responsibly, with no inappropriate references
Custom TagsDefine together how you use tags:
  • Build your talent pool (#languages, #skills, #values)
  • Plan follow-ups (#September_2025)
  • Track your KPIs (#Referral, #Team)

📌 Organize Your Talent Pool

Find Your Applications

Go to the main Candidates tab in the ATS. Here, you’ll find:
  • Applications that have caught your attention
  • Interesting profiles for future opportunities
  • Manually added applications
💡 To find a specific application, use the candidate’s phone number, email address, or full name in the search bar.

Organization Methods

1. Using Tags
  • Apply tags to high-potential applications
  • Examples: "To_followup_Spring_2025", "English", "Data", "React"
  • Use filters to quickly find the desired profiles
2. Creating a Talent Pool Job Posting
  • Create a “Draft” job dedicated to your CV database
  • Move interesting applications to this posting
  • Organize columns to categorize your candidates
  • Contact all candidates in a column with one click

📝 Regularly Maintain Your Application Pipelines

Place Candidates in the Correct Columns

For reliable statistics, every processed candidate should end up in one of these final columns:
  • Rejected
  • Hired
⚠️ A column containing applications cannot be modified and will not appear in your statistics.

Archive Regularly

Best Practices:
  • Respond to all your candidates
  • Regularly archive processed applications
  • Don’t wait until you have 100 applications in a column before archiving
💡 Archived applications remain accessible in the Candidates tab via filters and do not impact your statistics.

📧 Responding to Applications

Optimal Response Rate

Every company should aim for a 100% response rate to applications. The ATS makes this easier with:
  • Customizable email templates
  • Bulk actions to process multiple applications at once
  • Automatic status tracking in the candidate’s space

Recommended Response Time

  • Goal: First response within 7 days maximum
  • Benefit: Improves your employer brand
  • Method: Daily processing of applications using the Kanban logic

❓ FAQ

How do I create an evaluation grid? Go to Settings > Candidate Pipeline in the ATS to set your evaluation criteria.

How can I find a specific application? Use the candidate’s phone number in the search bar of the Candidates tab.

What happens to archived applications? They remain accessible in your database via the Candidates tab with the appropriate filters.

How often should I archive applications? Archive regularly to keep the tool running optimally, without waiting for too many applications in a column.

How do I organize my talent pool? Use tags to categorize, or create a dedicated “talent pool” job with custom columns.  

🆘 If you have further questions, you can contact us via the support widget at the bottom right, or via the contact form at this link