Skip to content
English
  • There are no suggestions because the search field is empty.

How to track applicants with ATS Management

Build your own application forms, share a candidate link, move applicants through a pipeline, and turn a hired candidate into a worker without starting again.

ATS Management brings recruitment into Agency Accelerator, so you can track every application from the first form a candidate fills in to their first day as a worker. You build the forms candidates apply through, those applications land on a pipeline board, you move each candidate through your own stages, and when someone is hired you convert them straight into a worker.

ATS Management is an Agency Accelerator Pro feature. You reach it from ATS Management in the left-hand menu, which has three tabs: Pipeline, Recruitment Forms and Candidates.

This article covers the whole flow. If you only want to set up your forms and stages once, read Build an application form and pipeline below; if you are working through live applicants, skip to Manage candidates and Convert a candidate to a worker.

Before you begin

  • You need an Agency Accelerator Pro account. ATS Management does not appear on the free licence.
  • Plan your stages and forms before you build. A stage that already holds candidates cannot be deleted, so it is worth getting the shape right first.
  • Decide how you hire. You can run more than one pipeline, one per way of hiring, each with its own stages and its own application form.
Build an application form and pipeline

Think of this as a one-off setup you revisit occasionally, rather than a daily task.

Set up a pipeline

  1. In ATS Management, open the Pipeline tab.
  2. Create or open a pipeline and use Customise pipeline to shape it:
    • Add your stages and set the order, for example Applied, Telephone Screening, Face-to-Face Interview, DBS & Compliance, Offer Sent, Offer, Hired, Closed.
    • Give each stage a colour.
    • Mark the stage where new applications should land (the intake stage).
    • Mark the stage that unlocks Convert to Worker, so a candidate can only become a worker once they reach it.
  3. Save the pipeline. Each pipeline keeps its own stages.

Please note: A stage that currently holds candidates cannot be deleted. Move the candidates on first, then delete the empty stage.

Build the application form

  1. Open the Recruitment Forms tab and create a form.
  2. Give the form a name, choose the pipeline its applications should land in, and choose the role it is for.
  3. Add your fields. Group related fields into named sections, mark each field as required or optional, drag fields to reorder them, and size a field to fit up to four across a row.
  4. The form saves as a draft while you build it. When it is ready, approve it to publish the candidate link.

Once published, the form shows its live candidate link (for example at apply.carehires.com), how many submissions it has had, and when the last one came in. You can share that link anywhere candidates apply.

Tip: Keep a short "Quick Apply" form alongside a fuller "Standard Application". A shorter form gets more people onto your board; you can gather the rest of the detail as they progress.

Manage candidates

Once your link is live, this is the part you use day to day.

How candidates reach your board

Candidates reach your board in two ways:

  • They apply through your link. The application lands as a card in the pipeline's intake stage, tagged with where it came from.
  • You add them yourself. Use Create deal to put a candidate on the board with their basic details, and you can send them the application form straight afterwards.

Move a candidate through your pipeline

To work a candidate through your pipeline:

  1. On the Pipeline board, find the candidate's card in its current stage.
  2. Move the card to the next stage by dragging it, or by clicking the stage you want. Each pipeline shows how many candidates are in it.
  3. Open a candidate to see their full record. It holds their Documents, notes, History, upcoming meetings and logged emails. Documents such as a CV, proof of address, photographic ID or DBS each show whether they are uploaded or still outstanding.

The candidate's History keeps a running record of everything: applications received, stage moves, documents uploaded, notes added, emails logged, meetings scheduled, offers and agreed start dates. You never have to reconstruct where a candidate got to.

Convert a candidate to a worker

  1. Move the candidate into the stage you marked to unlock conversion (for example Hired).
  2. Convert them to a worker. This feeds straight into your usual Add Worker flow, so you are not re-entering details you already have.

That is the point of the pipeline: recruitment and onboarding join up, from the first form to the first day.

If something looks wrong

  • You cannot see ATS Management. It is a Pro feature. If your agency is on the free licence, it will not appear.
  • A stage will not delete. It still has candidates in it. Move them to another stage first.
  • Convert to Worker is not available. The candidate has not reached the stage you marked for conversion. Move them into that stage first.
  • Your form is not taking applications. Check it has been approved and published, not left as a draft, and that you have shared the live candidate link.

For anything else, contact our Support Team.