Applicant Tracking Database Template

Overview

This template centralizes your entire recruitment lifecycle, replacing scattered spreadsheets with a structured system to track open positions, candidate pipelines, and interview schedules. It provides a collaborative environment where recruiters and hiring managers can manage the flow of talent from initial application to the final offer.

The database connects `Jobs`, `Candidates`, and `Applications` tables, ensuring that every applicant is automatically linked to the correct role and hiring manager. A dedicated `Interviews` table organizes feedback scores and notes, while user-specific views allow different team members to focus only on their relevant tasks.

Built-in AI features significantly reduce manual work by automatically generating job descriptions, analyzing candidate fit against requirements, and drafting personalized rejection emails instantly.

Why choose an Applicant Tracking database over Excel

Spreadsheets are excellent for calculations but often crumble when used to manage complex hiring workflows with attachments and multiple stakeholders.

The power of Softr Databases

Unlike Excel, Softr Databases are built on a relational structure that links candidates to applications without duplicating data. You can easily manage resumes with dedicated attachment fields and ensure data consistency with enforced column types—something spreadsheets can't do reliably. Instead of wrestling with fragile VLOOKUPs to connect interviewers to candidates, you get native relationships that scale as your pipeline grows.

Core features and functionality

This template goes beyond storage by including Database AI agents that actively work for you. The database automatically calculates a "Fit Analysis" score for every application and enriches candidate profiles with LinkedIn data. While Excel requires manual updating, this system standardizes your process, ensuring every candidate gets a fair review based on consistent criteria.

Who is this Applicant Tracking Database for

This template is designed for teams who need a sophisticated hiring tool without the enterprise software price tag.

• Recruiters: Track application stages, manage candidate pools, and automate routine communications efficiently.
• Hiring Managers: Use specific views to review pre-screened applicants, submit interview feedback, and make hiring decisions.
• HR Departments: Maintain a compliant, centralized record of all job descriptions, candidates, and hiring activities.

How to take it further

1. Customize the database
You can easily adapt the hiring pipeline to match your internal process. For instance, modify the "Stage" choices in the `Applications` table to reflect your specific interview steps, or add a new department to the `Users` table.

2. Import your existing data
If you are currently tracking applicants in Excel, you can use the CSV import feature to bulk upload your current open jobs and candidate lists. This immediately structures your existing data into a relational format.

3. Build an app on top
The logical next step is to use the interface builder to create a full recruitment portal. You can build a public-facing career page where candidates apply (feeding directly into the database) and a private internal dashboard with granular users and permissions so hiring managers only see candidates for their specific roles.