Take job applications from your website with Careers

Careers is built into Crewtavo and works like Website Forms, for hiring. You keep the Apply form on your own careers page and change where it sends. Each application then lands in Applicants, with the résumé attached, and an email goes to the people you choose. The office works through applicants from there: reviewing, interviews, an offer, and hired or not.

It costs nothing extra, and applications and résumés stay in your own Crewtavo.

Install it

An owner, or an admin who can connect apps, does this once.

1. Open Apps (in the menu on a computer, or under More on a phone) and choose Crewtavo - Careers, under Built into Crewtavo.
2. Click Install.

Applicants shows up in the menu, after Timesheets, for everyone who can see applicants (see Who sees applicants). A form called Job application is ready right away. It has its own address, and it emails your business’s email address from Settings → Company (or yours, if the business doesn’t have one yet).

Point your Apply form at Crewtavo

On the app’s page, under Point your form at this address, click Copy. In your website’s form, set the action to that address, the method to POST, and the enctype to multipart/form-data so résumés come along:

<form action="https://crm.yourbusiness.com/f/8fb24481a5" method="POST" enctype="multipart/form-data">

Caution

Without enctype="multipart/form-data", the application still arrives but the résumé never leaves the applicant’s browser. The app’s page has the whole first line ready to copy.

Then name the fields so Crewtavo knows what each one is:

Field name	On the applicant
name (or first_name and last_name)	Their name
email	Their email, and where Reply goes
phone	Their phone number
position	Position: the job they want
location, or address with city, state and zip	Lives in
start_date	Can start
availability	Availability, like full-time, part-time or seasonal
pay	Desired pay
experience	Experience
drivers_license	Driver’s license
heard_from	Heard about the job from
message (or cover_letter)	In their words
resume (a file field)	Their résumé

Crewtavo also understands the usual other spellings, like Full Name, E-mail Address, Position Applied For, When can you start?, Full-time or part-time, Desired Salary, Years of Experience, Valid Driver's License, How did you hear about us? or Tell us about yourself. Every other question your form asks, like “Can you lift 50 lbs?”, comes along under its own name.

Each application needs an email address or a phone number, so you can reach them.

Résumés and other files

A file field named resume (or cv) is their résumé. A form can have other file fields too, like cover_letter or forklift_cert; each shows under its field’s name.

• Up to 3 files with each application, up to 10 MB each.
• PDF, Word (.doc or .docx), Pages, OpenDocument, RTF or plain text, or a photo of a printed résumé (JPEG, PNG, HEIC or WebP).

Files are kept privately in your Crewtavo. Only people who can see applicants can open them, and the email links to the résumé instead of attaching it.

Need a form?

Open Need a form? Copy one that’s ready to paste on the app’s page and click Copy the form. It asks for everything above, takes your website’s own fonts and colors, and sends résumés:

<form action="https://crm.yourbusiness.com/f/8fb24481a5" method="POST" enctype="multipart/form-data">
  <label>Name <input type="text" name="name" autocomplete="name" required></label>
  <label>Email <input type="email" name="email" autocomplete="email" required></label>
  <label>Phone <input type="tel" name="phone" autocomplete="tel" required></label>
  <label>City and state <input type="text" name="location" autocomplete="address-level2"></label>
  <label>Position <input type="text" name="position" placeholder="Crew member"></label>
  <label>When can you start? <input type="text" name="start_date" placeholder="Two weeks from now"></label>
  <label>Availability
    <select name="availability">
      <option>Full-time</option>
      <option>Part-time</option>
      <option>Seasonal</option>
    </select>
  </label>
  <label>Years of experience <input type="text" name="experience"></label>
  <label>Valid driver's license?
    <select name="drivers_license">
      <option>Yes</option>
      <option>No</option>
    </select>
  </label>
  <label>Résumé <input type="file" name="resume" accept=".pdf,.doc,.docx,.odt,.rtf,.txt,.pages,.jpg,.jpeg,.png,.heic,.webp"></label>
  <label>Tell us about yourself <textarea name="message" rows="5"></textarea></label>
  <label>How did you hear about the job? <input type="text" name="heard_from"></label>
  <!-- Keeps bots out. Leave it here, hidden. -->
  <input type="text" name="_gotcha" style="display:none" tabindex="-1" autocomplete="off">
  <button type="submit">Apply</button>
</form>

Paste it where the form should go, in your site builder’s HTML, Embed or Code block. The steps for Squarespace, Wix, WordPress, GoDaddy and Google Sites are the same as for a booking form. Site builders’ own form blocks send to the site builder, not to Crewtavo, so use your own form in an HTML block like this one.

Try it

Fill in your form on your website with a résumé attached and send it. It shows up in Applicants within seconds, and the app’s page says Taking applications with the time of the last one.

What happens to each application

• It lands in Applicants as New, with the date and time they applied.
• Everyone who sees applicants gets a notification, “New job application”, saying who applied and for which position.
• The people you chose get an email called “New application from” their name and the position, listing everything they sent and their files, with an Open the application button. Reply to it and you’re answering the applicant. This needs email set up in Crewtavo.
• The page that brought them in shows on the application when Website Analytics is installed.
• They see a thank-you page with your logo: “Thanks! Your application was sent.” and “{Your business} will be in touch.”, with a Back to the website button. You can send them to your own page instead (below).

Work through applicants

Applicants lists everyone who applied, newest first, with their position, when they applied, whether there’s a résumé, and where each one stands. The filters across the top are Open, New, Interviews, Hired, Not hired and All, with a count on each. Pick a position from Every position, or search by name, email, phone or position.

Anyone still New after three days says Waiting over 3 days in red, so nobody’s left without an answer.

One applicant

Click someone to see their application:

• About them: position, when they can start, availability, desired pay, experience, driver’s license, where they live and how they heard about the job, then their own words and every other answer.
• Résumé and files: Open shows a file in the browser, and the download button saves it with its own name.
• Their email and phone, with Text them.
• Where it stands: the status, Your rating from one to five stars, and the interview.
• Notes: for the office, like how the call went, references or what to ask in the interview. The applicant never sees them.
• Application: when they applied, through which form (or Added by the office), and Applied before when the same email address has applied earlier (or the same phone, when there’s no email).

Move them along

The button at the top is always the next step:

Status	Button
New	Start reviewing
Reviewing	Set up an interview: pick the date and time
Interview	Make an offer
Offer made	Mark as hired

You can also pick any status under Where it stands. The ⋯ menu has Edit details, Add their résumé (or Add a file), Set an interview time, Not hired, Reopen for someone marked not hired, and Delete applicant, which deletes their files too.

Setting an interview time moves someone who’s New or Reviewing to Interview, and the time shows on their application and in the list.

Hire them

Once someone is Hired, their application says so with Invite to your team. It opens the invite under Settings → People with their name and email filled in: choose their role and send it. See Invite your team. Only people who can manage the team see the button; anyone else is told an admin can invite them.

Add an applicant by hand

For someone who walked in, called, or applied on a job board, click Add applicant on Applicants. Fill in their name and an email or phone, and if you like the position, Where they applied (like “Indeed” or “a referral”) and their résumé. An applicant can have up to 5 files in all, whoever added them.

Who sees applicants

Applicants are private to the people who hire. Seeing them takes the Job applicants and hiring area in a person’s role, on the Owner, Admin or Office access level:

• Owners always see them.
• The General manager and Office manager roles every business starts with have it. So do custom admin and office roles that manage people or settings.
• Operations manager, Foreman, Employee and estimators don’t. Field crews never see applications or résumés.

Add or take away Job applicants and hiring under Settings → Roles. See Roles.

Each form’s settings

Each form has its own card on the app’s page.

• Email each application to: up to 5 email addresses, separated by commas. Leave it empty to only see applications in Applicants.
• Under More settings:
  • Form name: shown on each applicant it brings in.
  • After someone sends it: A thank-you page from Crewtavo, or My own page with its address, like https://greenlawn.com/thanks.
  • Only take messages from: your website, like greenlawn.com. A copy of your form on any other website can’t send to Crewtavo then.
  • Get a new address: the old address stops taking applications right away, so put the new one in your form’s action straight after. Use it if bots have found your form.
  • Delete form: its address stops taking applications. The applicants it brought in stay in Applicants.

Click Save changes when you’re done. Add a form makes another one, like one for seasonal hiring or for a second website. Each gets its own address and its own people to email.

Formspree’s _gotcha, _subject and _next fields work the same as on Website Forms, and a form that sends with JavaScript works too, as long as it sends FormData so the files come along.

Keep spam out

• Keep the hidden _gotcha field in your form. The ready-made form has it.
• Website Forms and Careers share their limits: one address can send 10 an hour, and your business takes 100 an hour from all its forms. After that people see “Too many applications. Try again later, or call us.”
• Fill in Only take messages from with your website.
• If spam still gets through, use Get a new address.

Uninstall

On the app’s page, click Uninstall. Your Apply form stops sending to Crewtavo right away, and people who fill it in are told it wasn’t sent. Applicants leaves the menu, but every applicant and résumé is kept and every form keeps its address, so installing it again picks up where you left off.

If something goes wrong

When an application isn’t sent, the applicant sees a page that says why, with a Go back to the form button, so nothing they typed is lost.

• “Add an email or phone number so we can reach you.” The form sent neither. Check that your email field is named email and your phone field phone.
• “… can’t be sent. Attach a PDF, a Word document or a photo of it.” The file isn’t one of the kinds above.
• “… is too large. Each file can be up to 10 MB.” or “That’s too much to send in one go. Attach smaller files, up to 10 MB each, and try again.” A file, or everything together, was too big.
• “Attach up to 3 files.” The form sent more than 3 files.
• “This form only takes messages from its own website.” The page the form is on isn’t in Only take messages from. Add it, or leave the setting empty.
• “This form isn’t taking messages right now. Call or email the business instead.” Careers is uninstalled, the form was deleted, or it got a new address. Check the address in your form’s action against the app’s page.
• “The form didn’t send anything Crewtavo can read. Its method should be POST.” Add method="POST" to your form.
• An application arrives without its résumé. Add enctype="multipart/form-data" to your form, and check the file field is named resume.
• Applicants isn’t in the menu. Careers isn’t installed, or your role doesn’t have Job applicants and hiring. See Who sees applicants.
• No email arrives. If the app’s page says “Email isn’t set up in Crewtavo yet, so applications only show in Applicants.”, connect your email. Otherwise see email not arriving. The applications are in Applicants either way.