Step-by-step Airtable Applicant Tracking System(ATS) guide: table schemas, automations, and recruiting best-practices that can cut your time-to-hire by weeks. Download the PDF + template free.
Video Tutorial: Building ATS in Airtable
Organize Candidates, Track Interviews, and Automate Hiring in One Central Hub
If your recruiting process feels messy, inconsistent, or stuck in Excel spreadsheets, this guide is for you. An unstructured hiring workflow can lead to missed follow-ups, candidate drop-off, poor collaboration, and longer time-to-hire.
That's why more teams are building custom Applicant Tracking Systems (ATS) using flexible tools like Airtable to centralize everything, from job postings to interviews to offers.
What You'll Find in This Guide
In this guide, you'll find a fully structured recruitment table schema mapped to every stage of the hiring process, including:
- Candidates
- Job Postings
- Interviews
- Feedback
- Offer Letters
Whether you're starting from scratch or upgrading from Excel, this system is designed to help you build an ATS that's scalable, trackable, and team-friendly.
What You'll Be Able to Do
Organize your recruiting process in a visual, no-code system
Create powerful linked tables that reflect a real-world recruitment workflow
Enable automation, dashboards, and views for full pipeline visibility
Table Setup Preview (Core Tables)
These power the entire workflow. For the full schemas, diagrams, and automation details, enter your email to receive the complete PDF and template.
Employees Table
Purpose: Internal directory for interviewers, hiring managers, etc.
Linkage: Used in Job Postings, Interviews, Feedback.
Tip: Import from Google Sheets or IDP system.
Departments Table
Purpose: Filters, reporting, grouping by department.
Tip: Keep simple, just name + head of department.
Recruiting Process Diagram
A linear flowchart from Job Posting to Candidate Application, through Interviews and Feedback, to Offer or Archive. This setup ensures consistent tracking and reduces manual errors in real hiring scenarios.
Why This ATS Setup Works for Business Leaders
In my experience managing teams, disorganized hiring costs time and top talent. This Airtable configuration cut our time-to-hire by weeks in practice, with linked tables providing instant visibility. Download the full guide and template to implement it yourself, or contact LocodeSystems to have us build a customized version or expand to other automations.