1 Candidate Tracker

A candidate tracking system to streamline the recruiting process collaboratively.

About the project

Designed for HR managers, recruiters, and interviewers, 1 Candidate Tracker takes multitudes of candidates in different stages of the recruitment or interview process, and makes internal communications easier for users to manage efficiently.

What I did

Over the course of three months, I performed user research (including questionnaires, interviews, and observations) and developed the final product via experience design, visual design, and prototyping.

Recruiting is a dynamic and complex process.
Technology should make it simpler.

USER INSIGHTS

Responsibilities among employees who involved in recruiting process can be unclear.
Internal communications among team members are not efficient.
Tracking the different stages of a candidate’s application, and managing what action is needed, should be a streamlined process,
with the system having the ability to send actionable notifications to
specific team members.

User 1: Hiring Manager
"Sometimes I forget to change the color of this candidate in excel when he/she is in different stage now." "When I give feedbacks to the candidates, I would carefully about any words that I put into the system." "Sometimes I am not clear about which is my responsibility and which is not." "When I have decisions about a candidate, I make a phone call to HR to tell my decision."

User 2: Recruiter
“I have many positions to deal with, but I prefer deal with the candidates who applied the same position at one time.” “So much applicators that sometimes I am not sure which one’s profile I have reviewed and which one’s I have not.” “I need notification to remind me what action I should do for each candidate.” “I contact with interviewers and hiring manager to schedule interview and get feedbacks from them after interview.”

User 3: Interviewer
“I make notes before the interview to remind me the questions I want to ask, and I make notes during the interview to remind me when I give feedback.” “Sometimes, I need cancel the interview because of I have a meeting at that time.” “Sometimes, I have different opinions with other interviewers or hiring managers about a candidate after the interview.”

WORKFLOW & PROBLEMS

There is a continuous stream of candidates entering the recruiting process.
Each of them is in a different stage of the process, and each has a different status in need of an action.

Dynamic Candidates

New candidates entering the recruiting pool and moving through the recruiting process need to be tracked and managed in a dynamic system.

Complex Stages and Statuses

There are many stages throughout the recruiting process. Each stage contains multiple statuses for candidates, which correspond to different tasks for different internal stakeholders.

Multiple Communications

Efficient internal collaboration and communication is necessary throughout the recruiting process to deal with the many different statuses of a team’s applicant pool.

DESIGN DIRECTION

The varying statuses of each candidate in
different stages triggers the system to inform
internal users of what to do next in the recruitment process.

WIREFRAMING

Defining the recruiting process

Each job posting is assigned to a specific hiring manager and/or recruiter when it's added to the system. The stages of each individual recruiting/interview process are also defined at that point. The applicant’s status changes dynamically in accordance with their progress through the different stages of the predefined process.

Toggle between multiple views

Users can toggle between views to see the status and associated tasks assigned to each applicant (‘All’ view), and tasks and applicants assigned specifically to them (‘Related to me’ view).

Interview scheduling made easier

By copying a candidate's availability from email communications and pasting here, the system will ingest the availability into Google Calendar to help each user compare times with interviewer's availability. Then, by selecting a time on their calendar and confirming the schedule, an invitation will be sent automatically.

Adding notes contextually

Select words and sentences on candidate's profile to make notes, or click the ‘Add note’ icon, and enter notes anywhere on the page. Users can pin other employees in a note to communicate with each other more efficiently and contextually.

Flexible interview feedback

Instead of making text-based comments about a candidate, interviewers rate a candidate by using predefined metrics, which are more relevant to hiring needs. The visualized template makes it easier to leave feedback.

Move forward or archive

After interviewers leave feedback, the recruiter will either move the candidate forward into the next round of the process, or archive the candidate based on the feedback collected in the system.

Status change automatically

By leveraging computer intelligence, the status will change from “need send” to “need feedback” after HR send offer to candidate. When candidate reply the email the system will recognize the email to move the candidate to “need checklist” status or archive the candidate.

Reflection

In this project, I have done multiple of user research before and during the design of this products. In the future, I hope I am able to develop the product to have it tested so that I can have more iterations to improve it.

Design Process

Interview
Competitive Analysis
Brainstorming
Affinity Diagram
Card Sorting
Ideation Sketch
Wireframing
Cognitive Walkthrough
Heuristic Evaluations
Prototyping
Usability Test
Iteration