Question 1

What is MachineHiring ATS and how does it work?

Accepted Answer

MachineHiring is a completely custom ATS built around your exact hiring process. Unlike traditional ATS platforms that force you to adapt to their templates, we modify core logic, workflows, and integrations to match how your team actually recruits.
How it works

Deep Discovery – We map your real‑world workflows, roles, edge cases, and compliance needs.
Custom Configuration & Build – We configure pipelines, data models, and automations; connect your comms; and set permissions.
Seamless Integration – We connect to your existing HR stack with bi-directional data flows.
Data & Go‑Live – We import legacy candidates, validate field mapping/dedupes, and train your team.
Evolve Continuously – As your process changes, MachineHiring adapts—with additional integrations or custom modules when you need them.

What you get out-of-the-box:
1. Effortless Candidate Sourcing & Management – Your Talent Pipeline, Simplified!

Say Goodbye to Manual Data Entry: Drag and drop resumes in any format (Word, PDF, text files, even ZIP archives!) and watch as our system intelligently extracts key candidate information, building rich profiles for you automatically.
Source Like a Pro: Grab candidate details directly from popular job boards with our handy browser extension.
Never Lose a Great Candidate: Create custom talent pools and lists to keep promising candidates engaged for future opportunities.
Stay Organized, Effortlessly: Track every candidate interaction, comment, and status change in one central, easy-to-navigate location.
Blacklist with Confidence: Discreetly manage candidates who aren't a fit, ensuring your team's time is focused on the best prospects.

2. Find Your Perfect Match – Faster & Smarter!

Lightning-Fast Search: Instantly sift through thousands of resumes to find exactly who you're looking for with our powerful keyword search.
AI-Powered Precision Matching: Go beyond simple keywords! Our intelligent system understands the nuances of your job descriptions and candidate skills to surface the most relevant talent, even if they don't use the exact same buzzwords.
Laser-Target Your Search: Fine-tune your candidate search within specific job openings using advanced filters for experience, location, skills, and more, ensuring you only see the best fits.

3. Streamline Your Hiring Workflow – Your Process, Your Rules!

Fully Customizable Workflows: Don't change your process, let our system adapt to you! Define unique hiring stages for every role – from "Initial Contact" and "CV Sent" to "Interview" and "Offer Extended."
At-a-Glance Pipeline View: See exactly where every candidate stands in your hiring funnel for each job, empowering you to take timely action.
Clear Task Management: Keep your team aligned and your hiring process moving smoothly with clear visibility into candidate progress.

4. Seamless Communication – Engage Candidates Like Never Before!

Unified Communications Hub: Manage all your candidate conversations – Email, WhatsApp, and Telegram – directly within the platform. No more juggling multiple apps!
Personalized Outreach: Send targeted emails to candidate lists or individual prospects with ease.
Stay in the Loop: Get real-time push notifications for new messages, so you never miss an important update (and easily toggle them when you need to focus!).

5. Craft Winning Job Postings & Manage Them with Ease!

Create & Manage Job Openings Effortlessly: From drafting detailed job descriptions to assigning responsibilities, everything is at your fingertips.
AI-Assisted Job Ad Perfection: Attract top talent and ensure compliance! Our built-in AI assistant helps you write compelling, inclusive, and bias-free public job postings that get noticed.

6. Collaborate & Conquer – Teamwork Made Easy!

Shared Visibility: Keep your entire hiring team on the same page with access to candidate profiles, statuses, and communication history (with permission controls, of course!).
Assign Responsibility: Clearly designate who's leading the charge for each vacancy.
Streamlined Subcontractor Management: (Optional Module) Effortlessly work with your external recruitment partners, share vacancies, and manage communications, all in one place.

7. Peace of Mind – Security & Compliance Built-In!

Automated Data Consent: Simplify GDPR and data privacy compliance with tools to request and track candidate consent for data processing.
Secure User Management: Control who sees what with robust user roles and approval workflows.
Multi-Language Support: Perfect for global teams, work in the language you're most comfortable with.
Basic Reports: Essential reporting capabilities to track your hiring metrics and performance.

Custom Development Available
Any other features, like careers pages, custom workflows, editable workflow diagram builders, mobile-friendly white-label customer portals, or live report builders can be custom built by our team in reasonable time.
The result? An ATS that feels like it was designed specifically for your company—because it was.

Question 2

Does MachineHiring ATS centralize all candidate communication history?

Accepted Answer

Yes — Available now for Email, WhatsApp, and Telegram.
MachineHiring acts as a Unified Communications Hub so recruiters don't juggle tabs or lose context.
What's included

Single timeline per candidate: emails, WhatsApp/Telegram messages, internal notes, status changes, and attachments in one chronological timeline.
Seamless team handoffs: anyone on the team can pick up the conversation instantly and keep momentum.
List & 1:1 outreach: send targeted emails to talent pools or personal emails to an individual.
Real‑time awareness: push notifications for new messages; easily snooze to focus when needed.
Compliance & privacy: opt‑outs, consent tracking, audit history (can be implemented).

Configurable / On request

SMS for high‑volume reminders and status updates.
Slack/Teams notifications for hiring rooms and manager updates.

Question 3

Does MachineHiring ATS provide a careers site builder?

Accepted Answer

Job publishing is available now. Custom career pages can be built on request.
MachineHiring includes immediate job publishing capabilities with AI‑assisted, inclusive copy. For full career sites, we can build custom branded pages that integrate seamlessly with your hiring workflow.
Available now

Job posting management: Create, edit, and publish job openings with AI assistance for inclusive, compelling copy
Direct candidate pipeline: Applications flow directly into your customized hiring workflow
Multi-language support for global job postings

Custom build - Career pages

Branded career sites: Custom-designed pages with your logo, colors, and brand voice
Mobile-friendly application forms with SEO-optimized job listings
Advanced features: Deep SEO controls (schema, sitemaps, canonicals), UTM tracking, live chat/chatbot integration
CMS integration and advanced page layouts as needed
Privacy/consent notices and compliance-ready application processes

We've successfully built career pages for past clients and can scope a custom solution that matches your brand and technical requirements.

Question 4

What problems does MachineHiring ATS solve for recruiters?

Accepted Answer

MachineHiring ATS solves many of the biggest pain points recruiters face today by giving them a customizable, all-in-one hiring platform that adapts to their process instead of forcing them into rigid workflows.
Key problems it solves include:

Time wasted on manual tasks – Automates resume parsing, interview scheduling, reminders, assessments, and reference checks so recruiters spend more time engaging top talent.
Scattered candidate data – Centralizes resumes, assessments, interview notes, emails, SMS, and even video interviews into a single candidate profile, eliminating the need to juggle multiple tools.
Poor candidate experience – Supports mobile-friendly applications, multilingual email templates, and automated updates so candidates stay informed and engaged throughout the process.
Compliance risks – Offers customizable consent flows, audit logs, and message approval workflows to meet strict industry and regional regulations.
Inefficient communication – Automates reminders, supports SMS/email/WhatsApp outreach, and logs every interaction for a complete communication history.
Difficulty finding the right candidates – Uses AI-driven contextual matching (not just keyword matching) to surface the most relevant candidates quickly from large databases.
Scaling across teams/brands – Handles multi-division and multi-brand hiring with separate workflows, forms, and reporting, while keeping leadership visibility centralized.
Lack of insights – Provides fully customizable reports on recruiter performance, time-to-fill, source effectiveness, and revenue attribution, helping agencies and in-house teams make smarter decisions.

In short, MachineHiring ATS helps recruiters work faster, stay organized, deliver a better candidate experience, and remain compliant, all while reducing reliance on clunky off-the-shelf systems.
Would you like me to also shape this into a marketing-style landing page blurb (short, scannable, SEO-friendly) that you could use directly on your website?

Question 5

Can MachineHiring ATS automate repetitive recruiting tasks?

Accepted Answer

Yes — MachineHiring ATS is built to automate repetitive recruiting tasks so recruiters can focus on high-value activities like engaging candidates and closing hires.
The system can streamline and automate tasks such as:

Resume parsing & candidate data entry – Automatically extracts details (skills, education, experience) from resumes and structures them in the ATS.
Job posting distribution – Pushes openings to multiple job boards and career pages with a single action.
Candidate screening – Uses knockout questions, auto-disqualification rules, or AI-driven matching to filter out unqualified applicants.
Interview scheduling – Automates calendar coordination, sends invites, and delivers reminders by email or SMS.
Follow-ups & reminders – Sends automated nudges to candidates for assessments, references, or incomplete applications.
Reference checks – Automatically sends out and collects reference requests, storing results in the candidate profile.
Compliance tracking – Enforces consent forms, logs communications, and creates audit-ready records without extra effort.
Offer letter generation – Auto-populates templates with candidate and job details, even varying by location or role.

By automating these repetitive steps, MachineHiring ATS helps recruiters reduce time-to-hire, minimize manual errors, and handle more candidates at scale — all while delivering a smoother candidate and hiring manager experience.

Question 6

What makes MachineHiring ATS different from legacy applicant tracking?

Accepted Answer

MachineHiring ATS is fundamentally different from legacy applicant tracking systems because it’s built to be fully customizable, automation-first, and recruiter-friendly rather than forcing teams into rigid, outdated workflows.
Here’s what sets it apart:

Customization at the core – Legacy ATS platforms are “one-size-fits-all.” MachineHiring ATS adapts to each company’s exact workflows, forms, reports, and branding — so recruiters don’t have to change how they work.
Automation-first approach – Instead of manual data entry, back-and-forth scheduling, and repetitive follow-ups, MachineHiring ATS automates resume parsing, interview scheduling, reminders, assessments, reference checks, and more.
AI-driven matching – Legacy systems rely on keyword searches; MachineHiring ATS uses contextual AI matching that understands job descriptions and surfaces the best-fit candidates quickly.
Centralized communications – Emails, SMS, WhatsApp, and even video interview links can all be managed inside the ATS, with full audit trails — legacy systems often scatter communications across tools.
Compliance-ready – Offers features like consent enforcement, audit logs, and message approvals — capabilities older systems rarely support natively.
Faster setup and scalability – While legacy systems can take months to configure, MachineHiring ATS is built to scale quickly across divisions, brands, or regions.
Modern candidate experience – Mobile-friendly applications, multilingual templates, and automated status updates give candidates a smooth journey, unlike the clunky forms common in older ATS software.
Cost aligned with value – Rather than charging per-seat license fees like legacy vendors, MachineHiring ATS focuses on a partnership model with flat pricing and custom development options.

👉 In short: MachineHiring ATS isn’t just a database of resumes like older platforms — it’s a modern recruiting engine designed to save time, improve candidate experience, and give recruiters tools that truly fit their process.

Question 7

Can I create custom fields in MachineHiring ATS?

Accepted Answer

Yes — you can create custom fields in MachineHiring ATS, though this is part of its customizable build, not the off-the-shelf demo version.
That means if your hiring process requires capturing unique data points — such as license numbers, portfolio links, security clearance, or role-specific qualifications — those fields can be added to candidate profiles, application forms, or workflows. They can also be made required or optional, included in reports, and even tied to automation (e.g., trigger next steps only if a custom field is completed).
Because MachineHiring ATS is developed to match each client’s process, custom fields are configured during setup so the system reflects exactly what your recruiters and hiring managers need to track, rather than forcing them into generic templates.

Question 8

Can MachineHiring ATS create reusable templates for jobs and emails?

Accepted Answer

Yes — MachineHiring ATS can create reusable templates for both jobs and emails.

Job templates: Recruiters can save standardized descriptions, requirements, and workflows for common roles. When a similar position opens, they can launch it in seconds without rewriting everything from scratch. Templates can also be tailored per department, brand, or location.
Email templates: The system can store customizable messages for outreach, interview scheduling, reminders, and offers. Recruiters simply pick the right template, and the ATS auto-populates candidate and job details, ensuring consistency and saving time.

Because the platform is fully customizable, organizations can define their own library of templates and update them as hiring needs evolve. This makes recurring processes faster, more consistent, and easier to manage across teams.

Question 9

Can MachineHiring ATS set routing rules for recruiter ownership?

Accepted Answer

Yes. Routing rules can be defined:

By role (e.g., sales roles → recruiter A).
By geography (e.g., Ottawa roles → recruiter B).
By volume (round-robin assignment).

Question 10

Does MachineHiring ATS support custom SLA alerts and reminders?

Accepted Answer

Yes. Recruiters can set SLA targets (e.g., 24h to first contact).

Overdue candidates are flagged.
Notifications are sent to owners and managers.

Question 11

Can MachineHiring ATS automate stage-change actions and triggers?

Accepted Answer

Yes. Examples:

Move candidate to “Assessment Sent” → auto-send test link.
Move candidate to “Offer” → generate offer letter.

Question 12

Can MachineHiring ATS customize onboarding checklists post-offer?

Accepted Answer

Yes — MachineHiring ATS can be configured to customize onboarding checklists post-offer.
Once a candidate accepts an offer, the system can trigger a tailored onboarding workflow with tasks that vary by role, department, or location. For example:

Role-specific tasks – A sales hire might get CRM login setup and product training, while a developer gets code repository access and security training.
Location-based compliance – Different forms, tax documents, or policy acknowledgments can appear depending on the candidate’s work state or country.
Manager and HR tasks – Assign equipment requests, orientation sessions, or background verifications to the right internal stakeholders.
Progress tracking – Recruiters and managers can monitor completion in real time, with reminders automatically sent for overdue steps.

Because MachineHiring ATS is built for customization, these checklists can be designed to mirror each organization’s onboarding process, ensuring new hires move smoothly from offer acceptance to day one.

Question 13

Can MachineHiring ATS create custom reports for executives?

Accepted Answer

Yes — MachineHiring ATS can create custom reports specifically for executives.
Instead of only offering standard dashboards, the system allows leadership teams to define the exact metrics and views they need. Examples include:

Hiring velocity – average time-to-hire, time-in-stage, and pipeline bottlenecks.
Source effectiveness – which job boards, agencies, or referrals deliver the best hires.
Recruiter productivity – candidate outreach volume, interviews scheduled, and hires closed per recruiter.
Diversity and compliance tracking – representation across pipelines, EEO metrics, and consent logs.
Financial insights – cost per hire, revenue attribution by recruiter, or placement fees for staffing firms.

Reports can be scheduled for weekly or monthly delivery to executives, exported in multiple formats, and customized to reflect each division, brand, or geography.
Because MachineHiring ATS is built around flexibility, executive reports are not limited to preset templates — they can be designed to match exactly what leadership wants to track and present.

Question 14

What is MachineHiring ATS?

Accepted Answer

A fully customizable, bottom-up Applicant Tracking System built to match each client's specific workflows rather than forcing "out-of-the-box" processes. Teams choose their own fields, buttons, statuses, layouts, and even branding/white-labeling.

Question 15

Does MachineHiring ATS track recruiter commissions and placements?

Accepted Answer

MachineHiring can be set up to track placement fees and split deals between recruiters. The system can generate reports on commission eligibility to help with reconciling payouts. Commission tracking features can be customized to match your specific compensation structure.

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