Recruitment and selection

From open position to onboarding, in a single flow

Post the vacancy, screen candidates, coordinate interviews and prepare onboarding without leaving Kimobox. The recruitment process gets the same control and traceability as any other process in the company.

What an ATS is and what it adds here

An ATS (Applicant Tracking System) is what puts order into a hiring process: it collects applications, keeps them in a known state, coordinates interviews and records why each person was rejected. Kimobox treats it as one more process on the platform, with the advantage that when an application becomes a hire, the same flow carries on into onboarding without switching tools or re-entering the data.

Content reviewed on 25 August 2026

CV retention: Limited and justified period The GDPR sets no figure; the Spanish authority considers one year reasonable absent renewed consent
Automated decisions: Art. 22 of the GDPR Candidates have the right not to be subject to a decision based solely on automated processing
AI in hiring: High-risk system Annex III of Regulation (EU) 2024/1689 covers employment and worker selection
Equality: RD 901/2020 and RD 902/2020 Equality plans and pay audits for Spanish employers with 50 or more people
Continuity: From candidate to hire, no break The person record survives the change of status

Personnel request

The area manager requests a vacancy with a profile and a reason, and HR approves it before posting.

Candidate pipeline

Each application moves through stages (received, interview, offer) with a history of who decided what.

Interview coordination

A shared calendar between interviewers, no crossed emails to find a slot.

Onboarding checklist

Paperwork, equipment, access and initial training ready before the new employee's first day.

What it covers

From the vacancy to day one

Request and approval of new vacancies
Candidate pipeline by stage with history
Interview coordination across several managers
Evaluation templates per candidate
Offer and acceptance with electronic signature
Onboarding checklist for the new employee

Real examples

What genuinely gets sorted

Engineering · scarce profiles

CVs spread across three inboxes

Before Applications in the HR inbox, in the technical director's and on a job board. Contacts get duplicated and good people get lost.

After Every channel feeds the same pool, with duplicate detection and a visible status. Nobody calls a candidate who was rejected three months ago.

Manufacturing · seasonal campaign

Forty hires in two weeks

Before Each hire means repeating the contract, the safety paperwork, the PPE request and the access badge by hand.

After Hiring triggers the whole onboarding flow. On day one the person has training assigned, PPE requested and a badge ready.

Public sector · selection process

A call with an exam and scoring

Before Spreadsheets with the marks, emails with the summons, and no solid record if somebody appeals.

After Call, registration, test and scoring inside one case file, with traceability of every mark and who entered it.

Vocabulary

Recruitment vocabulary

ATS: Applicant Tracking System. It records each candidate, their stage and their interaction history from application to the close of the process.
Hiring funnel: The sequence of stages an application passes through and the share that survives each one. It is what tells you whether the problem is attraction or screening.
Time to hire: Days between opening the vacancy and the offer being accepted. Different from time to fill, which runs to the actual start date.
Onboarding: Everything that makes a person operational: contract, paperwork, induction, equipment and access. Modelled properly, the first week stops being improvised.
Automated decision: Rejection or selection produced without meaningful human involvement. The GDPR gives the candidate the right to obtain human intervention and to contest the decision.

Frequently asked questions

What people ask us before getting started

Does it replace a public job board?

It doesn't post the offer on external job boards; it manages the internal process from the moment an application arrives.

Can several managers evaluate the same candidate?

Yes, each interviewer logs their evaluation and it all stays on the same candidate record.

Does it connect to the employee portal?

Yes, once the offer is accepted, onboarding feeds the new hire straight into the employee portal.

How long can CVs be kept?

The GDPR sets no figure. The Spanish authority considers it reasonable to keep an application for the duration of the process and, to hold it in a talent pool, to say so and revisit consent after a period, typically a year.

Can AI be used to screen candidates?

It can be used to rank and summarise, but the European AI Regulation classifies recruitment systems as high risk and requires effective human oversight. In Kimobox the AI proposes and an identified person confirms the rejection.

Is the reason for rejection recorded?

Yes, along with the stage and who made the decision. Beyond good practice, it is what lets you respond if a candidate exercises their rights or raises a discrimination complaint.

Can a vacancy be posted to several boards?

Vacancies are managed in Kimobox and distributed through whichever channels you use. Applications from each route land in the same pool, with duplicate detection.

Does it work for internal selection processes with an exam?

Yes. Call, registration, test, marking and scoring live in the same case file, with traceability of every mark and who entered it, which is what makes a process defensible if it is appealed.

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Keep exploring

Sources

Where each figure comes from

References to the official text in force. If a standard is revised, this page is updated and the review date says so.

Regulation (EU) 2016/679 (GDPR), art. 22: automated individual decision-making EUR-Lex · Applicable since 25 May 2018
Regulation (EU) 2024/1689 on artificial intelligence, Annex III EUR-Lex · 13 June 2024
Royal Decree 901/2020 regulating equality plans BOE-A-2020-12214 · 14 October 2020

Recruitment and onboarding software

Kimobox's recruitment module manages the request and approval of vacancies, the candidate pipeline by stage and interview coordination across several managers, with a history of every decision.

Once the offer is accepted, the onboarding checklist prepares paperwork, access and initial training before the new employee's first day, connecting recruitment and the employee portal in the same system.