Manage candidates from application to their first day in one system
Recruiters lose hours copying candidate details between job boards, spreadsheets and email, and chasing documents that should have arrived last week. We build recruitment systems around your own stages and checks. Applications come in from job boards and your website, documents and identity checks are tracked per candidate, and contracts go out for e-signature. AI helps with the paperwork, such as reading CVs into fields, while people make the hiring decisions.
The situations where teams usually call us.
Hiring still runs through spreadsheets, shared folders and a dozen browser tabs.
Your ATS has no place for the fields, checks or steps your team actually uses, so they live in a side spreadsheet.
Recruiters spend more time chasing passports, permits and signed contracts than talking to candidates.
Candidates from job boards are retyped by hand, and duplicates slip through.
Placements, contracts and payroll details sit in different systems that never quite agree.
The system does the chasing and the checking, so recruiters can spend their time on conversations.
From the projects we’ve built in this area.
Reading CVs into fields, chasing missing documents and drafting emails are safe to automate. Ranking or rejecting candidates automatically is different. GDPR gives candidates rights against decisions made only by software, and the EU AI Act treats AI used in hiring as high-risk. We keep the decision with a recruiter.
Off-the-shelf ATS tools are built around a standard pipeline. An agency placing workers from outside the EU, or one checking teachers’ documents, needs fields and checks no standard tool has. List those first, because they decide whether you need custom software at all.
Years of candidate records sit in old systems and spreadsheets, full of duplicates and gaps. Plan the import early, decide what to clean and what to archive, and test it on real data before the switch. It is rarely the exciting part, but it decides how launch day goes.
When a work permit or medical check lapses unnoticed, the cost is far higher than any report can save. A reminder before each document expires is a simple rule, and it is often the first thing worth building.
A standard ATS is the right answer for many teams. This is where each option stands.
| Spreadsheets and email | Off-the-shelf ATS | Custom recruitment system | |
|---|---|---|---|
| Ready to use today | Yes | Yes | No |
| Your own stages and fields | Yes | Partly | Yes |
| Document checks with expiry reminders | No | Partly | Yes |
| Contracts, placements and payroll | No | Partly | Yes |
| Posting to many job boards | No | Yes | Partly |
| Cost | None | Monthly fee per user | Fixed project price |
A typical timeline. We confirm yours after the project workshop.
Week 1
Map the hiring processIn the project workshop we follow one candidate from application to first day with your recruiters and list every field, check and document.
Weeks 2–5
Build the coreCandidate records, stages, document checklists and the first integrations, built in 2-week stages with a demo every week.
Weeks 6–8
Import and pilotExisting candidates imported and cleaned, and one team or branch working in the new system.
Then
Contracts, payroll and reportsE-signature, payroll exports, scheduled reports and AI help with CVs, added in the order that saves the most time.
Systems we’ve built that are close to this one.
Platform for recruitment agencies in education
Read the case study
Workforce platform for temporary staffing, recruitment, compliance checks, and payroll administration
Read the case studyIf a standard ATS fits your process, you should. Custom software makes sense when the work around hiring is the hard part, such as compliance documents, work permits, contracts, placements and payroll details. You can also keep a job board tool for posting and use the custom system for everything after the application.
Yes, through specialist services such as Sumsub or TrustID, which we have connected on past projects. The result of each check and the documents are stored on the candidate record, with expiry dates and reminders.
Yes. Job boards and candidate sources, e-signature, email and SMS providers, payroll and accounting, and company registers for client details. If a tool has no API, we use file imports or scheduled exports.
We use AI for the paperwork, such as reading CVs into fields, summarising interview notes and drafting job ads. We don’t build automatic rejection. The EU AI Act treats screening and ranking candidates with AI as high-risk, and GDPR protects people from purely automated decisions, so a recruiter makes the call.
We set retention periods per type of data, consent for talent pools, access by role and branch, and an audit trail of who changed what. Candidates can be exported or deleted on request. Hosting stays in the EU when you need it.
Yes. We import from your old ATS, spreadsheets or exports, merge duplicates and map old statuses to new stages. We test the import on real data before the switch, so nothing goes missing on launch day.
A system for one team with a few integrations usually falls in our €10–30k range. Platforms with payroll, many integrations and several branches go above €30k. First versions take 6 weeks to 3 months, and the price is fixed after the project workshop, before the build starts.
You do. At launch you get the code, the repositories and the accounts. We fix bugs for free for 3 months, then you can choose monthly support or take it in-house.
Walk us through one candidate, from application to first day. We’ll tell you what the first version should cover and roughly what it would cost.
JurajCEO, QikBuild
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