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Recruitment & Applicant Tracking System (ATS)

1. Business Goal​

The Recruitment & ATS module is designed to automate and streamline the hiring process. It enables the organization to manage job vacancies, build a comprehensive candidate pool, and track the progress of applicants through a customizable hiring pipeline, ensuring transparency and efficiency in talent acquisition.

2. Functional Blocks (User Flows)​

Job Management​

  • Vacancy Lifecycle: Creation and editing of job postings, including titles, descriptions, requirements, and benefits.
  • Classification: Setting job attributes such as JobType (Full-time, Part-time, Contract) and JobStatus (Draft, Open, Closed).
  • Organization Context: Linking vacancies to specific departments to track hiring needs per business unit.

Candidate Pool​

  • Talent Database: A central repository for storing candidate profiles, contact information, and resumes.
  • Search & Discovery: Ability to browse and search the candidate database independently of specific job applications.

Application Pipeline​

  • Hiring Funnel: Managing the link between a candidate and a specific job through the Application entity.
  • Stage Transitions: Moving applicants through various hiring phases (e.g., Screening, Technical Interview, Cultural Fit, Offer).
  • History: Tracking the progression and time-to-hire metrics for each application.

Custom Fields Integration​

  • Extensibility: Support for customFields within job postings to capture industry-specific or role-specific data points without altering the core database schema.

3. Technical Requirements (Logic)​

Pipeline & Stage Management​

  • Workflow Logic: Implementation of the updateApplicationStage mechanism to handle transitions between recruitment steps.
  • History Logging: Automatically recording timestamped logs of every stage change for audit and analytical purposes.

Data Validation & Integrity​

  • Schema Enforcement: Using Zod schemas to validate candidate data (e.g., email formats, mandatory fields) and job parameters.
  • Constraint Checking: Ensuring that an application cannot be created for a "Closed" job or with a "Deactivated" candidate.

Enum & Type Strictness​

  • Consistency: Rigorous usage of JobStatus and JobType enums for UI filtering and backend processing to prevent data corruption and ensure reliable reporting.

Entity Relationships​

  • Logic: The system must handle the many-to-many relationship between candidates and jobs, facilitated by the Application join entity, ensuring data integrity when candidates are removed or jobs are closed.

4. API Endpoints (Contract)​

Jobs (Vacancies)​

  • GET /api/jobs: Retrieves a filterable list of all vacancies.
  • POST /api/jobs: Creates a new vacancy based on JobFormValues.
  • PATCH /api/jobs/{id}: Updates vacancy details and status.
  • DELETE /api/jobs/{id}: Removes or archives a vacancy.

Candidates​

  • GET /api/candidates: Retrieves the global pool of job seekers.
  • POST /api/candidates: Adds a new candidate profile to the database.
  • PATCH /api/candidates/{id}: Updates candidate contact or profile data.

Applications (Hiring Process)​

  • POST /api/applications: Initiates a new application (links a candidate to a job).
  • GET /api/applications/by-job/{jobId}: Retrieves all applicants currently in the funnel for a specific vacancy.
  • PATCH /api/applications/{id}/stage: Updates the recruitment stage for a specific application.

5. UI States​

Recruitment Kanban​

  • Visualization: A dedicated board for each job vacancy where candidates are displayed as cards moving between vertical columns representing pipeline stages.

Status Indicators​

  • Visual Cues: Distinct styling (badges/colors) for Open, Closed, and Draft job statuses to allow for quick scanning of the recruitment board.

Dynamic Job Forms​

  • Rich Text Support: Integration of Markdown or WYSIWYG editors for vacancy descriptions (Requirements, Responsibilities, Benefits).
  • Custom Field Injector: Dynamically rendering additional inputs based on the custom field definitions.

Filtered Lists & Search​

  • Advanced Searching: High-performance search for candidates and the ability to filter vacancies by department, location, or hiring manager.