Hundreds of CVs flooded in for a single job post, we're drowning — is a free applicant tracking system enough?

First thing you should do right now, instead of opening those 420 applications one by one, is import them into a free system and set up automated status emails. Pause or take down the job post for now; sort the candidate pool into 'screening', 'interview', and 'rejected' stages to whittle it down to a shortlist of 10.

In our 10-person team, we filled 3 openings last year entirely on a free ATS plan. We processed close to 600 applications in total without spending a single penny. We just had to clear out the system after closing each role before opening the next one. Saved us over 500 GBP in a year.

Are all 420 applicants local, or are they generic applications from overseas looking for visa sponsorship? If more than half are automated applications that don't meet the basic criteria, adding 2-3 mandatory knock-out questions to your application form—like 'Do you have the right to work in the UK?'—will cut your workload down even faster than an ATS.

Before choosing a free tool, check these 3 limitations upfront: 1) Candidate data export: Can you bulk download CVs? 2) Automated email templates: Is there a cap on sending bulk rejection emails? 3) Data retention limits: Does the system auto-delete applications after a set number of days, or does it allow manual cleanup?

edit: typed from phone, sorry for typos.

The real catch with most free applicant tracking systems is data ownership. Some free platforms may try to pull candidate data into their own talent pools and market them to other companies. Read the terms of service carefully; make sure candidates' resumes stay private and are not shared with third parties.

Were in a similar boat, but one thing isnt clear to me: if we just keep incoming CVs in an encrypted cloud folder and a shared spreadsheet will that cause legal issues? Do we really need dedicated software?

In terms of personal data protection, obtaining candidate consent and providing a privacy notice is essential. Under the framework set by the relevant data protection authority, securely destroying the resumes of unsuccessful candidates at the end of the maximum retention period is your legal responsibility. With free software, you may need to track this disposal schedule manually.

managing cvs in excel is a total nightmare honestly, we made the same mistake... tbh free systems are a lifesaver but don't forget to close the job post or you'll get fifty more every day and won't be able to keep up.

Good call starting this thread. If you get three different answers on a topic the question was asked wrong.

Proven by experience.

I think differently. Are you looking for a partner or a co-founder? They are two different things.

Proven by experience.

Let me summarize what's been said so far. When making decisions, write down the worst-case scenario too, not just the best.

Hope this helps.

Just a heads-up. If IP assignment to the company isn't written from the start, it can't be collected later.

I agree with this. Everyone rushing into free applicant tracking system gets stuck at the same point.

Great work. Are you looking for a partner or a co-founder? They are two different things.

People defend habits, not processes. Resistance comes from there.

Let me summarize what's been said so far. When listing, put proof that the product actually works at the very top.

Correct me if I'm wrong.

Let me speak from the other side; I'm on the supplier side. The answer varies greatly by industry; there is no one-size-fits-all rule.

I'd appreciate it if you shared the outcome.

I can't fully agree with this. Trying to do this alone is the most expensive way.

Everyone rushing into free applicant tracking system gets stuck at the same point. If you post the result here, it will help others too.