Use Cases

How to Use JSM as Your HR Application Tracking System

January 24, 2025

How to Use JSM as Your HR Application Tracking System

The burning question – how does an applicant tracking system (ATS) aid an HR manager or team?  

Businesses are competitive, and finding and keeping top talent is a top priority for Human Resources teams. To streamline the recruitment process, many HR teams turn to an Applicant Tracking System (ATS), a software solution that helps organizations manage recruitment and hiring tasks online.

However, investing in a standalone ATS often comes with challenges: additional software costs, training requirements, and the need to integrate yet another tool into an already crowded tech environment.

Here’s the good news! For organizations already using the Atlassian ecosystem, you can transform Jira Service Management (JSM) into a comprehensive Human Resource ATS. Thanks to its adaptability and robust features, JSM can become the backbone of your recruiting efforts. For companies not yet using Atlassian tools, this may be the tipping point you need to transition over!

In this article, we explore how HR teams can use JSM to simplify recruitment, from sourcing candidates to onboarding new hires. We’ll also share a use study highlighting the recruitment process with JSM in action.

The Problem: Complex Recruiting Processes 

As complex as humans are, so too is the recruiting process. HR recruiters and managers face various challenges: planning, hiring, sourcing, screening, selection, and onboarding. Here are just a few of these challenges:

  • Disorganized application tracking: Spreadsheets and disparate tools result in scattered information, making it hard to track applicant progress.
  • Inconsistent communication: Unclear communication between HR teams and hiring managers leads to misaligned expectations and missed opportunities.
  • Lack of structured processes: Recruiting workflows often lack standardization, leading to inefficiencies and delays in filling critical positions.
  • Data silos: It is hard to collect and analyze metrics like time-to-fill or time-to-hire from separate systems.

Many companies need to fill open positions as quickly as possible. A vacant position means loss of revenue, work delays, and depleting resources.

The best candidates might take other job offers if the recruitment process takes weeks or months. This can make the recruitment process even longer. Your HR team needs to equip itself with effective communication solutions!

The Solution: JSM as an HR Application Tracking System

Jira Service Management for HR is a valuable tool for managing applications. It can also track applications effectively. The key features of JSM include a centralized hub, automation capabilities, structured communication, and KPI analyzing tools. 

By using these key features, your HR team can avoid many problems in the hiring process. An ATS reduces the time it takes to hire and helps secure top talent more effectively ensuring nothing falls through the cracks.   

Advantage of Using an Existing Tech Stack for ATS Functionality

JSM as a Human Resource ATS is the smart way to improve recruitment if your company is already part of the Atlassian ecosystem! It just makes sense (it helps even if your company isn’t even in the Atlassian ecosystem.). JSM helps streamline processes without adding costly new tools to the tech stack. 

  1. Cost-Efficiency
    If your company is integrated into the Atlassian ecosystem, they will likely already use JSM for IT support, operations, or customer service workflows. Using JSM minimises the cost of onboarding new tools while maximizing ROI on your existing software investment.
  2. Ease of Integration & Unified Ecosystem
    Tools within the Atlassian suite, like Jira, Confluence, and Trello, integrate seamlessly with JSM, allowing for a smooth flow of information. This ensures teams working on recruitment have everything they need at their fingertips. For instance, you could connect candidate information in Jira to documentation or checklists stored in Confluence for onboarding.
  3. Minimal Training Curve
    If your organization already uses JSM, employees are likely familiar with its interface and functionalities. Transforming it into an ATS doesn’t require extensive retraining, saving time and ensuring faster adoption.

Recruitment workflow with Jira

HR recruitment workflow, source: Atlassian

JSM Features That Enhance Your Recruitment Process

There are several features of JSM used to create an effective and efficient Application Tracking system including a central hub, automatic workflows, structured communication, security, KPI analysis, and customization and integration. 

Central Hub for Recruiting

JSM is the command center for all your recruitment activities, offering a centralized overview of job openings and applicants. Key benefits include:

  • Visualizing all hiring processes at a glance: Monitor the statuses of every job opening, from new applications to filled positions, in a single dashboard.
  • Tailored workflows that adapt to your process: Customize workflows to match your specific recruitment pipeline stages, such as HR Screening, Interviewing, and Hiring.
  • Live updates for stakeholders: Intuitive dashboards ensure hiring teams stay informed in real-time, reducing miscommunication and delays.

This centralized hub ensures everyone operates from a single source of truth, eliminating the risk of oversight or misaligned expectations.

Standardized Processes with Automation

Recruiting involves countless repetitive tasks that can be prone to delays and inconsistencies when handled manually. JSM’s automation features solve this by handling tasks like:

  • Automated ticket creation: Each candidate application is converted into a Jira ticket, complete with relevant data such as the applicant’s résumé, the job applied for, and the stage in the process. Tickets are categorized and automatically assigned to the responsible recruiter.
  • Timely Notifications for Candidates and Employees: Keep candidates informed with automated updates—confirm application receipts, notify them of interview schedules, or share outcomes without manual follow-ups.
  • Customized Automated Workflows: Configure hiring workflows to standardize steps like resume screening, panel feedback collection, and offer generation. Automatic transitions ensure consistency while eliminating repetitive data entry.

This process standardization saves valuable time while fostering consistency, compliance, and better candidate experience.

Structured Communication

Effective recruitment hinges on seamless communication, both with candidates and among hiring teams. JSM brings structure and clarity to every interaction by:

  • Maintaining Interaction Logs: A detailed history of communication—emails, feedback, and updates—linked directly to the candidate’s application ticket. This ensures transparency and reduces the need to dig through inboxes.
  • Candidate Portals: Accessible self-service portals let candidates track their application progress, ask questions, and respond to recruiter requests in real-time.
  • Team Collaboration Made Easy: Facilitate internal discussions within JSM tickets by tagging stakeholders, attaching files, or adding notes. This ensures faster, more informed hiring decisions. 

By centralizing communication, JSM eliminates scattered email chains and fosters transparency for both candidates and hiring teams.

Controlled Access for Data Security

Recruitment involves handling sensitive candidate information. With JSM’s access management:

  • Role-Based Access Control: Define permissions based on roles—only HR personnel can view sensitive applicant details while hiring managers see relevant evaluation criteria.
  • Data Protection Compliance: JSM workflows are designed with regulations like GDPR in mind, safeguarding candidate data throughout the hiring process.
  • Restricted Information Visibility: Limit access to private data (e.g., salary discussions or background check results) based on workflow stages or user roles.

This ensures seamless collaboration without compromising candidate privacy.

Easy Reporting and KPI analysis

JSM provides HR teams with actionable insights into recruitment performance. Use visual dashboards and reports to track critical KPIs, such as:

  • Time to Hire: Measure the total duration from posting a job to making an offer.
  • Application Volume: Identify trends in application submissions across sources like job boards or referrals.
  • Reasons for Rejection: Analyze common rejection reasons to refine sourcing strategies or adjust role requirements.
  • Applicant Sources: Understand which platforms bring the best talent and optimize investments accordingly.

Real-time metrics empower HR teams to refine processes, ensuring continuous improvement in recruitment strategies.

Customization and Integration

JSM is flexible enough to accommodate your unique hiring processes:

  • Custom workflows: Tailor workflows to align with the organization’s recruitment needs.
  • Multi-source integration: Import applications from various sources, such as job boards or career websites.
  • Scalability: Adapt processes as your company grows.
  • Integration: You can integrate Jira with third-party applications such as Twilio and DocuSign. These integrations are possible through webhooks and dedicated APIs that interact with Jira.  

Use Case: Streamline Recruitment with Jira Service Management (JSM) as an ATS Solution

At Seibert, our HR team leverages Jira Service Management (JSM) as a powerful Applicant Tracking System (ATS) that simplifies and optimizes the entire recruitment lifecycle. This innovative solution allows our HR department to manage every phase of candidate application management efficiently, ensuring a seamless process for both employees and candidates. Here’s how it works:

  1. Setting Up the Recruitment Project

    • Seibert configures a dedicated JSM project tailored to recruitment. The HR team can use JSM to assign roles and permissions, granting the hiring team appropriate access to collaborate on recruitment tasks.
  2. Candidate Application Submission

    • Candidates use the JSM portal to submit their applications, creating recruitment requests automatically. These requests are transitioned to the “HR Screening” phase, initiating the evaluation process.
  3. How to Use JSM as Your HR Application Tracking System

    • HR screen submitted applications directly in JSM, ensuring candidates meet predefined minimum requirements.
    • Candidates who fail to meet standards are transitioned to “Rejected,” triggering an automated rejection email.
  4. Shortlisting for Interviews

    • Qualified applications are transitioned to “Interviewing,” and relevant interview forms are added automatically to ensure structured evaluations.
    • Teams can review resumes to prepare for interviews.
  5. Conducting Interviews

    • Panel members document feedback on interview forms directly  integrated within JSM. This enables real-time updates and centralized feedback to support team decisions.
  6. Making Decisions

    • Preferred candidates are moved to “Due Diligence” with reference check forms.
    • Runner-up candidates can be held at this stage for future consideration while decisions are finalized.
  7. Issuing Offers

    • Once a decision is made, JSM generates offer letters in PDF format automatically, transitioning candidates to the “Pending Acceptance” phase.  A “Decline Letter” can also be automatically generated for candidates who were not chosen. 
  8. Completing the Process

    • Once the preferred candidate accepts, the issue transitions to “Hired,” completing the recruitment process closing the loop on a streamlined, fully-managed hiring process.

By using JSM as an ATS, our HR team maintains clear communication and accounts for every detail of the candidate journey. 

The Advantage of Using JSM as a Human Resource ATS

Jira Service Management provides HR teams with a powerful, comprehensive, and efficient solution for applicant tracking, which is why we at Seibert proudly leverage it as an ATS. Not only is it robust in functionality, but it also aligns with the values we hold as a business—logical workflows and transparent processes.

For example, JSM application forms use conditional logic to dynamically request either a résumé or CV upload or the completion of detailed work history and education sections, ensuring that data collection is tailored to each candidate’s needs. To uphold the integrity of the evaluation process, forms are locked upon submission, preventing changes and safeguarding HR decisions against inconsistencies or late-stage edits.

JSM also enables multiple versions of the same form, such as interview evaluations, to be attached to a candidate’s profile. This flexibility promotes thorough documentation and encourages seamless collaboration among interview panels. Additionally, applications can be marked as “parked,” allowing HR teams to delay immediate rejection or retain candidates in the pipeline for future opportunities, contributing to long-term hiring strategies.

By combining these features, JSM simplifies recruitment management and ensures a positive and transparent experience for candidates.

Ready to Set Up JSM for Recruitment?

Contact Seibert Solutions today for expert guidance on configuring Jira Service Management as a tailored recruitment and applicant tracking solution. Our team will help you streamline your HR operations, save time on administrative tasks, and elevate the candidate experience—all while leveraging tools you already use. Don’t wait to modernize your hiring process—reach out to us now and discover how we can transform your recruitment strategy!

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