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Documentation Index

Fetch the complete documentation index at: https://mintlify.com/chamals3n4/OpenATS/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

Candidate Tracking in OpenATS provides a complete view of every applicant’s journey through your hiring pipeline. From initial application to final decision, maintain organized records and collaborate with your hiring team.

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Candidate Applications

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Application Submission

Candidates apply to jobs by providing:

Contact Information

Required: First name, last name, emailOptional: Phone number

Resume/CV

Upload resumes stored securely in Cloudflare R2Automatically parsed for skills matching

Custom Answers

Responses to job-specific screening questionsBoth text and multiple-choice formats

Application Time

Timestamp of submission for trackingUsed for time-to-hire metrics
Each candidate is automatically assigned to the first stage of the job’s pipeline upon application.

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CV Analysis & Scoring

OpenATS automatically analyzes uploaded resumes to:
1

Extract text content

Parse resume files to extract structured information
2

Match against job requirements

Compare extracted skills with the job’s required skills list
3

Calculate match score

Generate a percentage match score (0-100)
4

Identify gaps

List matched skills and missing skills
The CV match score helps you quickly identify candidates who meet your technical requirements, but should be used alongside other evaluation criteria.

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Analysis Status

CV analysis can be in one of these states:
  • pending: Analysis queued but not started
  • done: Analysis finished successfully
  • failed: Error occurred during analysis
If CV analysis fails, the error message is stored for debugging. Common issues include unsupported file formats or corrupted uploads.

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Viewing Candidates

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Candidate List

View all candidates for a specific job with filtering options: Filter by Pipeline Stage 
Show only candidates in "Technical Interview" stage
Search by Name or Email 
Quickly find specific candidates across all stages

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Candidate Profile

Each candidate profile displays:
  • Full name and contact details
  • Application date
  • Current pipeline stage
  • Resume download link

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Managing Candidate Progress

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Moving Between Stages

Advance or move back candidates through your pipeline:
1

Select target stage

Choose any stage in the job’s pipeline
2

Confirm move

System records who moved the candidate and when
3

View updated status

Candidate appears in new stage immediately
4

Check stage history

Full audit trail preserved in stage history
Stage movements are recorded with timestamps and user attribution for complete transparency and compliance.

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Automated Stage Actions

Certain stages can trigger automated actions: Assessment Trigger
  • Moving to an assessment-enabled stage sends test invitation
  • Candidate receives unique assessment link
  • Link expires based on configured time limit
Offer Generation
  • Moving to an offer stage can auto-generate offer letter
  • Uses configured template and job salary information
  • Draft created for review before sending
Rejection Emails
  • Moving to rejection stage can send automated notification
  • Uses configured rejection template
  • Personalizable before sending

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Custom Application Questions

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Question Types

Jobs can include custom screening questions in two formats:

Short Answer

Open-ended text responses for:
  • “Why do you want this role?”
  • “Describe your experience with…”
  • Portfolio links or references

Multiple Choice

Predefined options for:
  • Work authorization questions
  • Availability preferences
  • Qualification confirmations

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Viewing Candidate Answers

Custom answers appear in the candidate profile with:
  • The question text as asked
  • The candidate’s response(s)
  • For multiple choice: all selected options
  • For required questions: clearly marked if unanswered
Mark critical screening questions as “required” to ensure you collect essential information from every candidate.

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Stage History & Audit Trail

Every time a candidate moves between pipeline stages, OpenATS records:
1

Previous Stage

Where the candidate was before
2

New Stage

Where the candidate moved to
3

Who Made the Change

User who performed the action
4

When It Happened

Precise timestamp of the movement
This creates a complete, immutable audit trail for:
  • Internal process reviews
  • Compliance requirements
  • Candidate experience analysis
  • Time-to-hire metrics

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Candidate Removal

Deleting a candidate permanently removes all associated data including:
  • Application information
  • Custom question responses
  • Assessment attempts and answers
  • CV analysis results
  • Stage history
This action cannot be undone.
Instead of deletion, consider:
  • Moving to a “Rejected” or “Archived” stage
  • Using pipeline stages to maintain historical records
  • Closing the job if no longer hiring

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Data Storage & Security

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Resume Storage

Candidate resumes are stored in Cloudflare R2 with:
  • Secure, encrypted storage
  • CDN delivery for fast access
  • Unique URLs per candidate
  • Access control and permissions

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Personal Data

Candidate information includes personal data subject to:
  • GDPR and privacy regulations
  • Data retention policies
  • Right to deletion requests
  • Access control requirements
Consult your organization’s data retention and privacy policies when managing candidate information.

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Best Practices

Set SLAs for reviewing new applications to improve candidate experience and reduce time-to-hire.
Analyze where candidates get stuck in your pipeline to identify process bottlenecks.
Use match scores as a initial filter, but don’t rely solely on automated scoring for hiring decisions.
Use automated emails when moving candidates to key stages to maintain engagement.
Add notes when moving candidates between stages to help team members understand context.

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Next Steps

Configure Pipeline Stages

Customize your hiring workflow

Set Up Assessments

Create technical screening tests

Create Offer Templates

Prepare offer letter templates

Build Email Templates

Design candidate communications

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