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Case example · Applicant management

From application to interview – without Excel chaos and e-mail ping-pong.

A continuous recruiting process in your existing Microsoft environment – clear for HR, reliable for applicants, and without additional specialized software.

Power AutomateSharePointMicrosoft BookingsTeams

The challenge

Good applications get lost between inbox and Excel.

In many SMEs, the application process still runs manually: candidates apply via contact form or e-mail. HR reviews the documents in the inbox and forwards interesting applications to management or colleagues. Replies come back late while new applications keep arriving.

The overview is quickly lost: who has been contacted? Who is still waiting for a reply? Who should receive a rejection? Manually written e-mails cost time and occasionally get stuck in day-to-day business. Good candidates drop out, and the company appears disorganized from the outside.

Classic recruiting software can solve this, but for many SMEs it causes disproportionate license, rollout, and maintenance costs.

Our solution

Power Automate and SharePoint cover the entire process.

From application intake to interview scheduling, the flow runs inside Microsoft 365. The central SharePoint dashboard remains the starting point for every decision.

Flow of the automated applicant managementAn application is captured in SharePoint by Power Automate. Teams reports new applications. From the central dashboard, three paths lead to rejection and deletion, collegial feedback, or an invitation via Microsoft Bookings up to the interview.Applicationcontact form / e-mailPower Automatecaptures the dataTeams updatedaily overviewSharePoint dashboardstatus and actionsPath A · Rejectiontime-delayed e-mailAutomatic deletionafter three monthsPath B · Feedbackget a colleague’s opinionLink and commentback into the dashboardPath C · InvitationMicrosoft Bookings linkSelf-service schedulingavailability consideredInterview → decision
Application submittedContact form or e-mail
Power Automate captures the dataEntry in the SharePoint list
Teams reports dailyNew applications at a glance
Central SharePoint dashboardStatus and actions are managed in one place
Path A · RejectionTime-delayed e-mail and automatic deletion after three months
Path C · InvitationBookings link, self-service scheduling, and interview
01

Automatic capture

Applications are read out and recorded with all relevant information in a SharePoint list.

02

Daily update via Teams

The responsible employee receives a short Teams message every morning with the number of new applications.

03

Rejections at the push of a button

One click in the SharePoint list triggers a personal, time-delayed rejection e-mail.

04

Privacy-compliant deletion

Applicant data is deleted automatically after the defined period, with no manual housekeeping.

05

Collegial assessment

A colleague automatically receives a link to the documents and can record their assessment directly.

06

Self-service scheduling

Suitable candidates pick an interview slot themselves via Microsoft Bookings, matching the defined times and availability.

07

Everything at a glance

The SharePoint list shows status, next steps, and triggered actions centrally and traceably.

The result

A professional process without additional recruiting software.

Applications are captured in a structured way, decisions are managed traceably, and communication is triggered reliably. The entire process runs in the existing Microsoft environment – clear, fast, and without a new isolated tool.

CentralOne status for HR, management, and involved colleagues
ReliableAutomated replies and clearly defined next steps
IntegratedPower Automate, SharePoint, Teams, and Bookings work hand in hand

Your process

Want to automate applicant management or a similar workflow?

Together we check which parts can be mapped sensibly with your existing Microsoft 365 landscape.

Discuss your project ↗More examples ←