If you're running a recruitment agency on spreadsheets, losing track of great candidates, and spending hours on admin instead of placements, you need a system that actually works the way you do.
Off-the-shelf applicant tracking systems are built for corporate HR departments hiring 10 people a year. They're not built for recruitment agencies placing dozens of candidates across multiple clients every month. You end up paying for features you don't need and missing the ones you do.
Candidate information scattered across Excel files, applications tracked in email threads, interview notes buried in WhatsApp. When a perfect role comes in, you can't find that candidate you spoke to three months ago. By the time you dig them up, they've taken another offer.
Every lost candidate is a lost placement. Every missed follow-up is lost commission. When your system can't match candidates to roles instantly, someone else is making that placement while you're still searching through files.
I build custom applicant tracking systems on Airtable that work exactly how recruitment agencies actually operate. Not generic software forcing you into their workflow. A system designed around yours.
I've built a complete Recruitment Operating System that combines applicant tracking with client relationship management, role management, and workflow automation. It's not just an ATS. It's your entire recruitment operation in one system.
See the full Recruitment OSAirtable lets me build exactly the fields you need. Track notice periods, salary expectations, right-to-work status, certifications, or any other candidate data your agency cares about. No forcing your workflow into rigid software.
Different views for different needs. A Kanban board showing candidates by application stage. A calendar view for interview scheduling. A gallery view for quick CV browsing. Filter by skills, availability, or any criteria that matters.
Airtable's automation features handle repetitive tasks. Application received? Send acknowledgment. Candidate shortlisted? Notify the team. Interview scheduled? Send reminders. All running automatically without manual work.
When Airtable's native features aren't enough, I connect it to Make.com for advanced workflows. Parse incoming CVs, send data to your email marketing tool, integrate with your calendar, trigger SMS notifications. Your ATS becomes the hub.
This isn't theoretical. I've worked with recruitment firms to solve real operational problems.
An HR company storing candidate CVs in Airtable needed them searchable and client-ready. I built an automation using Make.com and ConvertAPI that converts uploaded CVs (PDF/Word) into standardized Word and text formats automatically. Filter-based triggering ensures conversion only happens when needed. Saved up to 8 hours weekly in manual processing.
Read the full case studyA recruitment firm was struggling with low response rates on consultant availability updates. Forms were getting ignored. I built a system where consultants receive two-button emails (Yes/No) that update Airtable instantly. The entire workflow runs automatically every month using Make.com, with expiring links for data integrity and scheduled activation.
Read the full case studyI talk to you about how your recruitment process actually works. What information do you track about candidates? What stages do applications go through? What triggers action? Where are the bottlenecks? I'm not forcing you into a template. I'm building around your workflow.
I create the Airtable base with all the tables, fields, views, and relationships you need. Candidates linked to applications. Applications linked to roles. Roles linked to clients. Everything connected so you can see the full picture without jumping between systems.
I set up the automations that save you time. Application acknowledgments. Interview reminders. Team notifications when a candidate moves to the next stage. CV parsing so data flows in automatically. Follow-up triggers so great candidates don't go cold.
I walk your team through how to use the system. How to add candidates, track applications, use filters and views, and interpret the data. The system only works if your team actually uses it, so training isn't an afterthought. It's part of the build.
You own the system. It lives in your Airtable workspace. No ongoing dependency on me unless you want support or want to expand it later. You're not locked into a subscription with a vendor who can change pricing or shut down. This is yours.
If you're managing applicants across scattered tools, chasing people for updates, or missing placements because you can't find the right candidate fast enough, let's talk. I'll show you how a proper Airtable ATS can turn your recruitment operation into a system that actually keeps up with you.
Book a short free callNo sales pitch. Just a conversation about your recruitment workflow and whether a custom Airtable system makes sense for you.