September 2025 - March 2026
Recruitment & Onboarding Management System
Agency Client Project
Tech Stack
Description
Our security company client came to our agency needing a centralized solution for managing their hiring pipeline. Their process involved coordinating across internal staff, HR, and site supervisors at multiple locations - scheduling interviews and contract signings, arranging trial days, assigning supervisors to provide feedback, and tracking six-month probation periods with regular check-ins. Managing this across different teams and locations required a centralized solution.
I built a Directus platform managing the complete hiring and onboarding process. When candidates in SmartRecruiters reach interview stage, they're automatically imported with their CVs and job details. The system then handles interview and contract scheduling, trial day feedback with supervisor assignments, and probation tracking - generating eight feedback rounds over 20 weeks with automated scoring and reminders. Email notifications keep the security company, HR, and site supervisors coordinated throughout. The platform is being prepared for staff rollout.
What I built
- Integrated SmartRecruiters API with webhook idempotency to automatically sync candidate records, job postings, and documents (CVs, applications) when candidates reach interview stage
- Designed a relational database preventing question duplication across hundreds of feedback instances by separating reusable question templates from instance-specific answers
- Automated generation of eight probation feedback rounds scheduled across 20 weeks with supervisor assignments and deadline reminders
- Implemented automated score calculation from supervisor feedback with notifications to trigger management review
- Developed a unified appointment system for interviews, contract signings, probation feedback sessions, and equipment returns, with different automations triggered based on type
- Built email notification workflows coordinating the security company, HR, and supervisors at key process stages (interview invitations, feedback requests, application status updates)
- Deployed on Linux server with Docker