Applicant management for a clinic group

The goal was not a complete restart, but a system that fits into the existing infrastructure. The career sites and application forms were meant to stay in place while a central applicant management solution was introduced behind the scenes.

At the same time, the platform had to make recruiting data measurable and automate privacy requirements such as configurable deletion periods.

The core requirement was the automatic import of structured applications from the existing mailbox. Because the incoming emails already followed a consistent format, the relevant data could be extracted reliably and transferred into a dedicated backend.

The new application was connected directly to the existing mailbox. Incoming applications are read in parallel, relevant data is extracted, and everything is transferred into a central backend without replacing the existing website architecture.

Inside the backend we built structured applicant management with department logic, user assignment, status handling, and flexible email templates for confirmations, invitations, and rejections.

One particularly valuable improvement was a real confirmation email. Applicants now receive a reliable acknowledgement that their application has actually arrived instead of only seeing a message on the website.

The solution was never limited to a single application source. In addition to the existing career site forms, Indeed applications could be integrated into the same system.

This created a platform that can be extended further with additional structured contact sources, campaign tracking, or deeper workflow automation.

The biggest challenge was integrating the solution into an existing system landscape. Rebuilding every website from scratch would have been possible, but unnecessarily expensive and impractical.

We also had to work within technical constraints on the client side, especially around server infrastructure and long-term maintainability.