Applicant Tracking Database Template

Overview

This applicant tracking database helps teams manage the entire recruitment lifecycle, from posting vacancies to hiring the best talent. It centralizes candidate information, interview schedules, and feedback in a single, structured system, eliminating the chaos of scattered spreadsheets and emails.

The template is organized around five connected tables: Users, Jobs, Candidates, Applications, and Interviews. You can link candidates to specific job openings, assign hiring managers to roles, and track every interview stage. Because the tables are relationally linked, looking up a Job automatically shows all related Applications and their current status.

Built-in AI capabilities significantly reduce manual work by automatically generating job descriptions, enriching candidate profiles from LinkedIn, and performing fit analysis between candidate skills and job requirements.

Why use this Applicant Tracking Database (instead of spreadsheets)

Spreadsheets often fail as hiring scales because they lack structure and can't easily link candidates to multiple jobs or interviews without breaking. This database solves those issues by enforcing clear relationships between data.

The power of Softr Databases

Unlike flat spreadsheets, Softr Databases use a relational structure that keeps your data clean and organized. By separating "Candidates" and "Applications" into distinct tables, you can track one person applying for multiple roles without duplicating data—something that requires complex VLOOKUPs in Excel. This logical separation ensures data integrity and makes reporting on your pipeline straightforward.

Core features and functionality

This template goes beyond storage by actively helping you hire. Database AI agents automatically draft rejection emails and analyze how well a candidate's skills match job requirements, giving you instant insights. You can also generate relevant interview questions based on the job title automatically, ensuring consistency across your hiring process.

Who is this Applicant Tracking Database for

This template is designed for growing teams that need a professional recruiting structure without complex software.

• Recruiters: Track application stages and manage candidate relationships centrally.
• Hiring Managers: Review screened candidates and provide interview feedback easily.
• HR Departments: Maintain accurate records of open requisitions and hiring metrics.
• Startups: Standardize hiring processes quickly without expensive enterprise ATS tools.

How to take it further

Customize the database

You can easily adapt this template to your specific hiring workflow. For instance, you might modify the "Stage" select options in the Applications table to match your company's unique process or add a "Salary Range" field to the Jobs table.

Import your existing data

If you have candidate lists in tools like LinkedIn Recruiter or spreadsheets, you can import them via CSV or API. This instantly populates your new database, allowing you to centralize your talent pool immediately.

Build an app on top

The real power comes when you build a recruitment portal using Softr's interface builder. You can create a secure internal tool where Hiring Managers log in to see only their assigned candidates, while Recruiters have full admin access. With granular users and permissions, you ensure sensitive candidate data is only seen by the right people, transforming this database into a fully functional custom ATS.