Industry · Professional services
Websites and applicant tracking tools for recruitment agencies
Recruitment agencies work with two audiences at once: employers who pay for the service and candidates who make it possible. In Azerbaijan, many vacancies are published on job portals such as boss.az, alongside LinkedIn and social media. An agency's own website and tools add what portals do not: a strong employer-facing presentation, a candidate database the agency owns, and a process that tracks every candidate through every vacancy.
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In short
In short
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Employers need to see specialisations, process and results; candidates need current vacancies and an easy way to apply.
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Vacancies should be entered once and published to the website and job portals from one place.
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An applicant tracking system (ATS) keeps candidates, stages and communication organised across recruiters.
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Candidate data is personal data; consent, retention and access control are legal and ethical requirements.
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Messenger bots can pre-screen candidates for high-volume roles.
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Overview
For employers
- Specialisations: industries and roles you recruit for — IT, finance, engineering, hospitality, executive search.
- Process: brief, sourcing, screening, shortlist, interviews, offer, guarantee period if you offer one.
- Case examples with the client's permission.
- Request form for a new vacancy, collecting role, requirements, salary range and timeline.
- Employer portal, optionally, where clients see shortlisted candidates and give feedback. See customer portals.
For candidates
- A job board with search by field, location, experience and type of employment.
- Vacancy pages with clear requirements, conditions and salary range where the employer allows it.
- A short application: CV upload or a profile, consent to data processing, and the option to join the talent pool.
- Updates on application status — even a polite rejection builds the agency's reputation.
Applicant tracking
An ATS — ready-made or custom — stores candidates and their history, links them to vacancies and moves them through stages. Recruiters see their pipeline; managers see workload and time to fill. Integrations bring in applications from the website, job portals and email, and push vacancies out. Custom tools make sense when the agency's process or reporting does not fit available products. See internal tools.
High-volume hiring
For roles with many applicants — retail, call centres, delivery — a Telegram or WhatsApp bot can ask screening questions, collect contact details and book interviews, passing only suitable candidates to recruiters. See Telegram bot development.
Candidate data
CVs contain extensive personal data. Azerbaijan's Law on Personal Data requires a legal basis — usually consent — for processing, and the agency must protect the data and not keep it longer than necessary. Practical steps:
- consent at application, with a clear explanation of how data is used and for how long;
- access limited to recruiters working on relevant vacancies;
- a process to delete data on request and after the retention period;
- sharing CVs with employers only with the candidate's agreement.
See personal data law.
Employer branding for clients
Some agencies also produce career pages or campaign landing pages for clients' hiring drives. A template for such pages, connected to the ATS, lets the agency offer this as a service.
What to measure
- Applications by source and vacancy.
- Time to shortlist and time to fill.
- Candidate-to-interview and interview-to-offer ratios by recruiter and client.
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FAQ
Frequently asked questions
Should vacancies on our site duplicate those on job portals?
Yes — the site is where candidates can see all vacancies and apply directly, and it strengthens your brand. Publishing from one system avoids inconsistencies.
Can we import candidates' CVs from portals?
It depends on the portal's terms and the candidate's consent. Candidates who apply through a portal have agreed to that portal's terms, not automatically to your database.
How long can we keep a candidate's CV?
Only as long as necessary for the purpose the candidate agreed to, and as your legal adviser confirms. Asking for consent to keep CVs in a talent pool for a stated period is a common approach.