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Case Study: HubSpot ATS (Applicant Tracking System) For Recruiters

Using HubSpot we created a custom Applicant Tracking System (ATS) that replaced three different systems (including one bespoke system) and migrated the data from the old systems into the HubSpot CRM. The team can now manage the entire hiring process end-to-end keeping track of all positions, candidates and applicants.


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JLM LogoJLM Talent Partners is one of the leading recruiters in the construction industry in the US, they have a vast database of candidates, and an extensive list of companies with projects and positions to fill across the country. Their hiring managers each focus on a different part of the hiring process so documentation and processes is extremely important, especially with remote recruiters. Job candidates are initially sourced from their extensive talent network, then they use a combination of inbound recruiting methodology and outbound recruiting. The system also improved the experience for job seekers who typically are used to receiving an automated email from a careers page job posting.

HubSpot Applicant Tracking System for Recruitment

Because of JLM's unique hiring process a standard ATS didn't meet their needs. They had thoroughly investigated the HubSpot CRM and were confident it could be set up to manage their entire business process, but they soon realized the power, and complexity, required a HubSpot expert.

...Mike and the Webalite team were there to help us through every step. Their attention to detail and focus on what we needed to have in place was amazing.
Ultimately, the most important metric of a deployment like this is what the front end users say about the system once it's running. Our team has never been more excited, enthused and optimistic about where we're going, because HubSpot (with a LOT of Webalite's expertise) has simply made their jobs better and easier.
The team thinks I'm brilliant, but it was Mike and his team that made me look good.
–Greg Habstritt

Hiring Process Documentation

To map the process we spent hours on Zoom, with the recruitment experts, and recorded the entire hiring process step-by-step. We ran through the candidates' journey with the team members that handled each part of the process so they could share their experiences (good and bad) with the previous legacy systems.

Flow chart of the recruitment process

The hiring process was fully documented before a line of code was written.

HubSpot Custom Objects for Work Experience, Education and more

Because JLM has such an extensive list of candidates on their books the first step in the process is for the Sourcers to review existing candidates before recommending them to the hiring managers. The Sourcers could filter Work Experience, Education or Positions to find the skills they were looking for and then explore the candidates to see if there was a good fit, before assigning the applicant to the hiring manager. Sourcers could also see anyone that had shown interest in other similar jobs in the HubSpot CRM.

HubSpot Custom Object relationship diagram

HubSpot's Custom Objects were used to create the relationships between Contacts, Positions and Companies.

HubSpot's Custom Objects (a HubSpot Enterprise feature) gave us the the ability to import the Work Experience, Education and Positions from the bespoke legacy system into HubSpot. The Work Experience, Education and Positions were linked to candidates.

Positions were created as a Custom Object and a custom Hiring Pipeline (similar to a Deal Pipeline or a Ticket Pipeline) was created to follow the Position through the application process. This made it easy for scheduling interviews, seeing any open positions at a glance and track progress.

Projects (a collection of Positions) also used Custom Objects so they could be tracked collectively and reported on using the Hiring Pipeline.

HubSpot CRM Card showing the Candidate Resumes

The central panel of the HubSpot CRM was customized to show a full Resume for the Candidates. This panel included all of the associated Custom Objects so the hiring managers could scan the CV the way you would normally read a CV, all on the Contact Record.

HubSpot Custom CRM Development screenshot

The HubSpot CRM was customized to show Skills, Work Experience and Education in the center panel.

Resume to PDF

During the hiring process a Candidate Profile is created and sent to the customer. The hiring manager decides which Work Experience, Education and Positions are relevant for the resume and the irrelevant items can be easily hidden from the Candidate Profile (resume) before it's output to a PDF.

The PDF is rendered with a Custom HubSpot Integration and then added to the HubSpot CRM in the Contact's File Attachments so the hiring manager can send the resumes to the customers.

HubSpot PDF Renderer Preview

The Resume is rendered to a PDF, using the HubSpot data, and saved as an attachment on the Contact record.

Migration to the HubSpot CRM

JLM had several years for data, from three different systems, all of which needed to be imported into the HubSpot CRM. With the help of their IT Department we were able to map the data and uses unique identifiers (which we also imported into HubSpot to refer back to the old systems until they were decommissioned).

After the migration to the HubSpot CRM it was easier than ever for a hiring manager to see a Candidates Education, Work Experience, any notes made during the interview process and their track record.

HubSpot CRM Migration Object Data Map

Data was mapped from legacy systems to HubSpot, validated and imported into HubSpot Objects.

HubSpot Training

The team was trained to use HubSpot, by the team at Webalite, in a Training HubSpot Portal with the Applicant Tracking System, separate from their live HubSpot Portal. This meant the hiring managers could safely run through the entire recruitment process without the system sending any automated emails. The training system also let them see the candidate experience.


This custom applicant tracking system was unique to the hiring process of JLM, it extensively used HubSpot's powerful customization available (especially to HubSpot Enterprise Customers). The ATS improved the candidate experience for the people looking for a new job. And, made it much easier for the hiring managers to streamline the process and focus on the candidates and the clients because automation had removed most of the mundane jobs.

We're really excited to see where we can take the company based on what HubSpot brings to the table for us. I am deeply grateful that there are some truly "good guys" in the HubSpot implementation world. If you are considering hiring a company to help you navigate the deep and wide waters of HubSpot, I absolutely IMPLORE you to interview Mike and his team. You'll be grateful you did.
–Greg Habstritt

Your applicant tracking system may be simpler, maybe you just need to track job applicants – more of an inbound recruiting style – from jobs advertised on the careers page on your website. This case study demonstrates that anything is possible for your unique recruiting process with the excellent tools HubSpot offers.

Please contact Mike Eastwood to discuss what you need in your Applicant Tracking System (ATS) or any other Custom HubSpot Integration.

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