Applicant Tracking & Careers Page: Track applications by posting and stage

Who is it for, and what problem does it solve?

The applicant tracking system is for businesses that hire regularly and follow applications in email inboxes, shared spreadsheets or the dashboards of different job boards. With scattered tracking, the same candidate is assessed twice, assessments get lost in email threads, no one knows which stage a candidate is at, and how long candidate data is kept remains unclear.

• HR specialist: follows open postings, moves each posting's candidates through stages on the candidate board, and writes notes and ratings on the candidate card.
• Business owner: sees how many applications each posting received and which stage candidates are at.
• Candidate: applies from the company's careers page and reads the privacy notice; an email confirming that the application was received is coming soon.

What does the applicant tracking system do?

The applicant tracking system runs the hiring process in one place, from publishing the posting to the hired candidate's employee card.

• Careers page: a list of open postings and posting pages in Turkish and English at an address carrying your company's short name; your company's name and introduction text (logo display coming soon). Posting pages carry structured job posting data (JobPosting).
• Posting management: posting title, posting text, place of work, employment type, work arrangement (on-site, remote or hybrid), department and application deadline; a posting moves through the Draft, Published and Closed states. Linking a posting to a position in the org chart is coming soon.
• Application form: full name, email, phone, a résumé link and a cover letter; your company's candidate privacy notice and, if defined, an optional explicit consent confirmation; protection against automated applications with Cloudflare Turnstile. The résumé is not uploaded as a file but collected as a link.
• Candidate board: candidates are tracked per posting; each posting's candidate board shows its candidates in columns by stage. A second application to the same posting from the same email is not accepted. The application source shows as “Career page” or “Added manually”; HR adds candidates from other channels one by one from the board, and there is no bulk candidate import. There is currently no screen showing the candidates of all postings in one list; candidate search, a free-form source tag and a warning when the same person applies to another posting are coming soon.
• Stages: the New, Screening, Interview, Offer and Hired stages, plus the Rejected and Withdrawn closures; the stage is changed with a selection box on the board or on the candidate card.
• Notes and assessment: dated notes with their authors; for each evaluator, a single 1–5 rating, a “Hire”, “Undecided” or “Do not hire” recommendation and a comment; the average rating appears on the board.
• Hiring: an employee card is opened from the hired candidate, and optionally an onboarding checklist starts.
• Retention and deletion: a list of closed candidates whose retention period has expired; deletion is done from the candidate card and removes the record together with its notes and ratings.

Features coming soon include an “application received” email to the candidate, customizing stages per company, a drag-and-drop board, position-specific application questions, candidate tags, templated emails to candidates, résumé file uploads and sharing candidates with the hiring manager. Interview scheduling and scorecards, offer letters and hiring approval flows, and AI-assisted resume screening are separate modules that are coming soon; details are on the Recruiting & Talent category page. For plan options, see the pricing page.

How does it work?

Once the careers page is set up, hiring follows the same five steps for every posting.

1. Set up the careers page. Enter the short name, the introduction text, the candidate privacy notice, any explicit consent text and the retention period for candidate data, then publish the page.
2. Open and share the posting. The posting is published on the careers page; you share its link on any channel. Applications are not accepted after the application deadline.
3. Move candidates through stages. Do the screening, and after interviews enter your note and 1–5 rating on the candidate card.
4. Record the outcome. An employee card is opened from the hired candidate; the other candidates for the same posting are not rejected automatically, you move them to the Rejected or Withdrawn stage yourself.
5. Manage the retention period. Closed applications whose period has expired are listed; HR deletes these records by opening the candidate card.

How long should you keep candidate data?

Your company, as the data controller, sets the retention period for candidate data; Sora İK keeps this period in the careers page settings and lists the records that have expired. Candidates are also data subjects under Türkiye's Personal Data Protection Law No. 6698 (KVKK): a candidate who applies through the careers page is informed when applying, and the candidate record stores which privacy notice and consent text were confirmed and when, together with the text's SHA-256 fingerprint. No privacy notice confirmation is recorded for a candidate added by hand; you need to inform that candidate separately. Explicit consent is not a condition of applying; your company decides which processing will rely on consent.

Candidate records whose retention period has expired are listed; HR opens the candidate in the list and deletes the record from the candidate card. Company-wide tracking of the retention and destruction policy falls within the upcoming KVKK Compliance Management module. The infrastructure where candidate data is hosted and the access rules are described on the security page. Because setting the retention period and the content of the privacy notice are legal decisions, they should be made together with your legal adviser.