Identity and Contact Details
Prepare the information needed to identify and contact applicants. Check for existing records before creating a new entry.
Applicant Records Application
Consolidate applicant data, documents, and application statuses to make it easier for HR to track the recruitment process via Sigma HRIS or Forte HRIS. Organized files enable the team to follow up with candidates efficiently, without having to search for information across multiple files.
Keep Applicant Information in One Place
Applications may arrive through several channels and in different formats. HR needs consistent candidate details, the position applied for, and a record of the next steps. Keeping these together reduces repeated searches and helps avoid confusing one applicant with another.
Position Applied For
Link the application to the correct job opening. If an individual applies for multiple positions, record the selection status for each one.
Supporting Documents
Identify documents relevant to the position's requirements. File access should be restricted based on the duties of the recruitment team.
Follow up Status
Record the current stage and the person responsible for follow up. Use status labels that are easily understood by HR and relevant departments.
Manage Multiple Applications Without Losing Process History
A candidate might submit applications via two channels or apply for more than one position. HR must verify the candidate's identity before assuming the data represents a different person. Information regarding the position and selection stage must remain distinct to ensure appropriate follow up.
Standardize Data Formats
Define the shared formats for identity, contact details, position information, and supporting data.
Check for Completeness
Flag information that requires confirmation before the selection process proceeds.
Arrange Follow up
Agree on who will update the status and how information will be shared with relevant parties.
Organized Applicant Data Streamlines Recruitment Coordination
Applicant data serves as a reference for tracking a candidate's progress from application to selection decision. When documents and records are scattered, HR may struggle to identify the latest information or determine who needs to take action. Consistent management enables the team to view the position applied for, the completeness of information, and the process status without having to review conversations across multiple sources.
Applications may arrive through several channels and be handled by different people. Without a consistent way to record them, one candidate may appear more than once or have a different status in each file. Link the candidate's profile to each position and record the progress of the selection process. Use this example during the demo to discuss what HR and assessors need to see. Clear records help the team identify the latest outcome and the person responsible for the next step.
Data collection should align with process requirements rather than requesting all information upfront without justification. Determine which documents are relevant at specific stages and who has access to them. The team also needs to agree on status naming conventions to ensure consistent understanding of candidate progress. During the demo, use examples of candidates with multiple applications or updated documents. This discussion helps assess administrative needs and minimizes manual data matching. With organized information, HR can focus their time on communication and evaluations that align with company needs.
Record the Selection Status for Each Position Applied For
A candidate may apply for several positions, and the outcome for one role does not determine their suitability for another. During the applicant records application demo, check how your team would view and update each application. This helps clarify responsibilities and reduce missed actions.
HR should be able to track candidate progress without having to repeatedly ask each evaluator. If statuses frequently differ across lists, the update workflow needs clarification. Use examples of previously delayed applications during the demo to identify missing information. This discussion helps the team determine which records are truly essential. With organized applicant data, HR can focus on managing follow up actions and maintaining communication rather than wasting time searching for the latest version of information.
You can discuss your recruitment needs with the Sigma Solusi Informatika team. Sigma HRIS is available for on premises and private cloud deployment, while Forte HRIS is cloud based. The choice depends on your company's workflows and IT policies. Please prepare examples of positions or selection processes for the demo so the discussion aligns with your HR needs. Our team assists with implementation and provides ongoing support after the application is in use.
Choose Sigma HRIS or Forte HRIS to Match Your Business
Both products serve small businesses through large enterprises. Their main distinction is how you deploy and manage the system. We help you choose based on operational needs and IT policies.
Choose Sigma HRIS for on premises deployment on your own servers or in a private cloud. Our team helps configure the application around your HR processes and IT policies.
Learn More
Choose Forte HRIS for a cloud based application. We help select modules, prepare records and guide users according to your HR requirements.
Learn MoreSigma HRIS and Forte HRIS are continuously updated to reflect user needs, including ESS, mobile applications and AI powered capabilities. Explore them in a demonstration using examples from your business.
Compare the ProductsHRIS Implementation Guidance and Application Support
Sigma Solusi Informatika has developed HR and payroll systems for more than 10 years. Drawing on this experience, our team can map your business processes in just a few hours.
Data Preparation and Application Setup
Start with the records and workflows you already use. We help prepare and migrate data and configure the application to fit your processes from the outset.
Application Support After Implementation
Our support team and project manager remain available after launch. We answer questions and help resolve issues so HR can keep work moving.
Applicant Records FAQs
What applicant data needs to be prepared?
Prepare the necessary details, such as identity, contact information, the position applied for, and documents required for candidate assessment. Collect information based on the needs of each stage and restrict access according to the recruitment team's specific duties.
What happens if an applicant applies for more than one position?
Store the candidate's profile and record each position applied for, along with its respective selection status. Our team can discuss the specific recording requirements during the demo.
Do all users need to view applicant documents?
No. Access rights should align with roles in the recruitment process, ensuring that files are accessed only by those who need them.
How should duplicate applicant entries be handled?
Check the candidate's details and application source first. A duplicate record is different from the same person applying for several positions.
Why is it necessary to update an applicant's follow up status?
Status updates help HR track the ongoing process and identify the next person responsible, ensuring candidates are not left without a decision.
Must all candidate documents be collected at the very beginning?
Determine which documents are needed for each stage. Avoid collecting information that is not required to assess suitability for the position.
Discuss Applicant Data Requirements with Our Team
Tell us which tasks you want to simplify and the challenges your team faces. We are ready to demonstrate how the application works, assist with setup, and provide guidance on its use.