Technical Documentation of SmartProcess ATS

Overview

SmartProcess ATS is a recruitment management platform designed to optimize and simplify the recruitment process. It provides an intuitive interface for job offer creation, application management, and communication between recruiters and candidates.

Current Features

1. Job Offer Management:

   • An interface for creating and managing job offers.
   • Ability to enter detailed information about the position.
   • Offers are stored in a database and can be modified or deleted by recruiters and administrators.

2. Application Management:

   graph LR
       A[Job Offer] -->|Receives| B[Applications]
       B -->|Processing| C[Tracking Interface]
       C -->|Viewing| D[Recruiter]
       C -->|Evaluation| D
       C -->|Status Update| D
       D -->|Feedback| E[Candidate]
   

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   • Candidates can apply through external platforms like Google Jobs or LinkedIn, automatically creating their profile and application in SmartProcess.
   • Candidates can also apply via a career site.
   • Recruiters and administrators can manually add candidates and their applications.
   • Applications are tracked on a dedicated interface with features for viewing, evaluating, and updating the status of applications.

3. Recruiter Space:

   • Allows recruiters to manage the entire recruitment process, including interviews and candidate follow-ups.
   • Recruiters have access only to applications related to their company and specific level.

4. Candidate Space:

   • Candidates have access to a simplified dashboard to track the progress of their applications.

5. Document Management Module:

   • Manages various company and employment-related documents.

6. Team Invitation System:

   • Sends interview invitations via Microsoft Teams.

7. Performance Metrics:

   • Tracks visitor numbers, response rates, etc.

8. Trimoji Integration:

   • Integrates personality test results into candidate profiles.

9. AI Writing Assistance:

   • For job ads, LinkedIn posts, and job descriptions.

Technical Characteristics

graph LR
    A[Traefik Reverse Proxy] -->|Distributes Requests| B[PHP/Apache Container with Laravel]
    B -->|Interacts with| C[MariaDB Database]
    B --> D[Frontend with Livewire and Tailwind CSS]

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• Frontend: Developed with Tailwind CSS and Livewire.
• Backend: Uses Laravel and Filament.
• Database: MariaDB.
• File Storage: Managed in-house with local and remote backup.
• Microservices Architecture: Traefik as a reverse proxy, distributing requests to PHP/Apache/Node/Laravel and MariaDB containers.
• Security: GDPR compliant, with candidate control over video data.

Data Structure

erDiagram
    USERS ||--o{ JOBS : applies
    JOBS ||--o{ APPLICATIONS : contains
    APPLICATIONS }|--|| CANDIDATES : "related to"
    COMPANIES ||--o{ JOBS : publishes
    GROUPS ||--o{ USERS : includes
    BRANDS ||--o{ USERS : includes
    UNITS ||--o{ USERS : includes

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• Tables for users, CVs, job offers, companies, groups, test responses, etc.
• Specified foreign key relations to connect various data such as candidate information, job details, company profiles.

User Roles

• Administrators: Manage recruitment processes.
• Recruiters: Handle end-to-end recruitment.
• Candidates: Create profiles, apply for jobs, track applications, and participate in video interviews.

Recruitment Workflow

graph TD
    A[Candidate] -->|Applies via External Platforms| B[Profile and Application Creation in SmartProcess]
    A -->|Applies via Career Site| B
    C[Recruiter] -->|Manually Adds| D[Application in SmartProcess]
    B --> E[Application Tracking]
    D --> E
    E -->|Evaluation and Update by| F[Recruiter/Admin]

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1. Job Offer Management: Creation and publication of job offers by client companies.
2. Candidate Application: Direct application on the platform.
3. Personality Tests: Optional service with access to test results.
4. Candidate Evaluation: Suggestions aligned with market practices.
5. Application Tracking: Suggestions aligned with market practices.
6. Interactions Between Companies and Candidates: Via external messaging tools.