Tony Tung-Lin Wu - Product Designer | Applicant Tracking System - Web App for Tracking Interview Candidates

Background

To invite a new talent into the organization is always not an easy task. Other than the evaluation process, the candidate pool is usually huge, people are all busy so the scheduling is always tough. These all add up to the challenges of the hiring process to the company. This web app design is an exercise for a company to think about a tool that allows employees to track interview candidates and handle the recruitment needs to make the hiring process easier and smoother.

Design Space

Target User

HR managers
Interviewers (Employees who conduct interviews)
Other employees curious about the overall process (e.g. referrer or department manager)

Use Cases:

HR Manager:
1. Inputs new candidates into the system
2. Posts interview information
3. Add/edit/delete job opening information
4. Assign reviewer/interviewer
5. Schedule interview time

Interviewer(s):
1. Review resumes and mark feedback
2. Conduct interview and provide feedback
3. Make hiring decision
4. Poll the interview time and date
5. Be notified of the upcoming interviews

Key Information to Track:

Position name
Position department
Scheduled interviews (phone & onsite)
Candidate names
Candidate contact information
Resumes
Interview dates
Interviewers

Interview feedback
Other notes
Interview status:
- Resume/Portfolio received
- Resume/Portfolio reviewed
- Interview scheduled/Need to be scheduled
- Candidate offer made
- Candidate offer accepted/rejected

Information Architecture

HR Manager:

Information Architecture - HR Manager

Interviewer:

Information Architecture - Interviewer

Low-Fidelity Mockup

HR Manager

Home - All job departments

Notifications - Quick access to ToDo

All job openings - A specific department

All interview stages - A specific opening (default showing "ToDos")

All interview stages - A specific opening ("scheduled items")

Detailed interview stages - A specific opening

Detailed interview stages - A specific opening (sort by different attributes)

Add candidate's resume, profile, notes, and assign reviewer

Assign interviewer(s), enter candidate's availability, and let interviewer(s) poll

Enter candidate's availability (start time, end time, and date)

Interviewer

Home - All job openings being assigned for interview

Notifications - Quick access to ToDo

All interview stages - A specific opening (default showing "ToDos")

All interview stages - showing "To be scheduled" for "Interview"

Resume review - add comments, notes, and evaluation

Poll for interview time - add available time slots and dates

Enter interviewer's availability (start time, end time, and date)

Phone interview - add comments, notes, and evaluation

Application Flow Chart

Flow Chart - HR Manager

Flow Chart - Interviewer

Interactive Wireframes

To help find out the usability issues, it is helpful to create the "interactive wireframes" (PDF file), open it on a laptop (or an iPad), hand it to people, and let them click through it and get the feel of screen transitions.

Try interactive wireframes (set the display as "Single Page" or "Full screen"):