There is an automatic “Date Created” field that logs the day I wrote the note. It has only two inputs: a linked field to select the person the note is about, and a note field. The second table, “Notes” is what feeds those two automated fields. It includes applicant contact info, cover letter, resume, what job they applied for, and then two automatically generated fields: “last contact” and “notes log”, which is a rollup field type. The first contains all of the applicant info, and is generated from the form. The system I’m really happy with now is very simple, and it contains two tables. For me, I found that I didn’t always fill out all of the fields, which made for a less-organized document. Tracking individual pieces of info like this, I think, can be really useful depending on your style. A checkbox for whether I sent an initial reply, whether we talked on the phone, whether the app was through Indeed, etc. In my first year using an Airtable form, I included a lot of separate fields (columns) to track each candidate. This technique also eliminates a lot of data entry. You can ask for contact info, cover letter, and resume through the form, and in Airtable you end up with an automatically filled spreadsheet of candidates. Using a form solves these problems, and has become increasingly common among employers. These candidates hadn’t taken the time to thoughtfully apply to this position – they just clicked a button. I didn’t have problems with spam, but I did get lots of applicants through Indeed who sent a general application through the site’s automation features. 2) Putting an email address out into the world invites bots. This makes it hard to keep track of the full picture for each candidate. 1) Because notes on phone correspondence with the candidate and references need to be kept in a notes app, they’re separate from all email correspondence. There are two main reasons why this sucks. In the past, I’ve asked applicants to email me their cover letter and resume to apply for a job. The first tweak is that I now only accept job applications through a form. I’m finally in a place where I am actually enjoying the hiring process, and it’s mostly because of some very simple tweaks: One time I remembered someone who applied in the past and would be perfect for a new position, but I couldn’t find their name anywhere. In my first couple years, I actually forgot about a couple decent candidates because their response emails just got lost in my inbox. Hiring often feels overwhelming because of any number of reasons: how to reach people, what to put in the job description, how to narrow down the candidates, and how to keep people’s information AND the history of your correspondence organized.
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