How to build a collaborative job application tracker workflow
Build a no-code job application tracker yourself & launch it today. Automate hiring, track candidates, and collaborate easily.
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Hiring in 2025 isn't just about collecting resumes—it's about collaboration, automation, and adaptability. In our recent webinar, we demonstrated how you can create a fully customized, no-code job applicant tracking workflow using Formaloo, requiring zero developer time!
Whether you're running a startup or leading HR for an enterprise, this guide will help you build a smart, scalable job application tracker that fits your team—not the other way around.
The new way to run hiring workflows
Today's hiring teams are overwhelmed by cluttered inboxes, disconnected spreadsheets, and rigid ATS systems.
Modern HR teams need more.
They need systems that:
- Adapt to their unique hiring process
- Are easy to build and maintain—without IT
- Provide real-time collaboration across departments
Formaloo offers just that: a fully customizable, AI-powered no-code platform for building applicant tracking workflows.
Why more HR teams are building their own systems
No two hiring teams work alike. Some hire in bulk, and others manage multiple roles with different interview stages. That's why pre-built ATS tools often fall short.
With Formaloo, HR teams can:
- Reflect on their own hiring stages, forms, and rules
- Brand the entire experience for candidates and managers
- Collaborate across departments with ease
- Iterate fast as the team scales
Want proof? See how Foodpanda transformed its HR operations with Formaloo.
Step-by-step: how to build your hiring flow with Formaloo
In our live demo, we walked through the process of building a complete job application tracker from scratch. Here's a breakdown:
1. Build a branded job application form
Use our job application tracking workflow template or create your own. Add fields for name, email, resume upload, LinkedIn profile, and more.
You can even prefill fields using Formaloo's "remembering forms" feature, so returning applicants never need to retype the same info.
2. Add custom logic: different fields per role
Do you want different questions for an SDR vs. a developer? Use conditional logic to show fields based on role selection—like asking only SDR applicants to upload a task.
3. Automate internal notifications
Send automated emails to the right person based on responses. For example, send an SDR applicant's data directly to the sales team. Learn how to trigger logic-based emails with ease.
4. Visualize applicant stages in a Kanban board
Turn form submissions into a Kanban board. Track candidates through stages: Applied → Interviewing → Offer Sent → Hired. Update their status with a simple drag-and-drop—and even trigger the next steps automatically using on-update logic.
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5. Connect your interview & assignment forms
Create a form for each step of the interview process. This way, the interviewer can enter the interview questions to ask during the interview and rate the candidate's responses right on the form. Link your application form to interview evaluation forms using linked row fields. That way, interviewers can see all applicant info without switching tabs.
6. Trigger automated emails at each stage
Move a candidate to "Interviewing"? Instantly send them a calendar invite or next steps email. You can even pipe their name and responses directly into the email content.
Make your job applicants dashboard collaborative
Formaloo isn't just for form submissions—it's a complete workspace for collaborative hiring.
- Assign views to hiring managers or departments
- Create shared dashboards showing filtered applicants
- Set role-based access so your marketing team only sees marketing applicants
Learn how to manage user access and create portals in just a few clicks.
Optional but powerful: Add a portal for applicants or hiring managers
Want to elevate your candidate experience?
- Build a portal where applicants can view or update their submission
- Let hiring managers log in to review and rate interviews—no need to chase updates in Slack
Formaloo supports client portal creation with access control, filters, and user-specific views.
Try the pre-built template to get started faster
Get your hands on a fully customizable Job Applicant Tracking Workflow template. It includes:
- A branded application form
- A Kanban board to track statuses
- Linked interview forms
- Automated emails
- Team dashboards
Need help customizing it? We have a database of certified partners who can build it for you. Just fill out the request form, and we'll be in touch with you.
Built for HR teams who want control—without complexity
Whether you're managing a few roles or scaling global hiring, Formaloo helps you move faster and stay aligned. It's a flexible alternative to rigid ATS tools or chaotic spreadsheets.
If you still need to learn more about Formaloo services to make an informed decision, book a demo with our sales team to receive a complimentary demonstration of Formaloo's possibilities for your specific use cases.
Formaloo is the AI-powered form and workflow builder trusted by HR teams at companies like Bolt, McDonald's, and healthcare organizations like the NHS and others worldwide. Formaloo is secure, GDPR-compliant, HIPAA-compliant, and also offers a self-hosted version.
Want to see what it looks like in action?
💡 Related resources:
- What is an approval form?
- How to use conditional logic
- How to send update-based email notifications
- Client portals and access management
Stop duct-taping hiring tools together. Build your own collaborative, automated hiring system today—with Formaloo.
