Hiring pipeline inside ClickUp, with optional AI screening

It’s an applicant tracking system built inside ClickUp using a consistent structure: departments as folders, positions as lists, and candidates as tasks. Applications come in through ClickUp Forms, and each candidate becomes a structured record you can move through your hiring stages with full visibility and logging.

Typical setup:

• Folder = Department (Engineering, Sales, Ops)
• List = Position (one list per open role)
• Task = Candidate (the candidate card)
• Statuses = Hiring stages (your workflow)

This makes it easy to manage many roles at once and keeps every action tied to the candidate record.

For many teams, yes. If your goal is a clear pipeline, structured candidate records, internal collaboration, and a reliable process without enterprise ATS complexity, ClickUp can replace traditional ATS tools. If you need advanced compliance features, deep recruiter tooling, or specialized job board ecosystems, we can still integrate ClickUp with your existing ATS instead of replacing it.

Essentials includes the core ATS build: ClickUp Forms for applications, the folder/list architecture, candidate templates, your hiring-stage statuses, basic automations and alerts inside ClickUp, and a clean activity trail so your team can see what happened and what happens next.

Agentized adds an AI screening layer that can read resumes, score candidates against your criteria, and produce a short, structured rationale. The output is designed to support human decisions, reduce manual review time, and make shortlisting more consistent.

We define your screening rubric (must-haves, nice-to-haves, dealbreakers, and role-specific signals). The agent outputs a score plus short reasoning tied to the rubric. You can change criteria anytime, and we can tune the prompts and structure so outputs stay stable and predictable.

We constrain inputs, use explicit rubrics, structure outputs, and add rules for “unknown” or “insufficient evidence.” When confidence is low or ambiguity is high, the system flags for human review instead of pretending it knows. Agentized is built to assist recruiters, not to make final hiring decisions.

AI screening can introduce bias if it’s not governed. We recommend role-based rubrics, consistent scoring rules, and periodic review of outcomes. The goal is transparency and repeatability, not “mystery rankings.” We can also add guidance to avoid using sensitive attributes and to focus on job-relevant signals only. [oai_citation:1‡ScienceDirect](https://www.sciencedirect.com/science/article/pii/S0267364924000335?utm_source=chatgpt.com)

Resumes can be stored as attachments on the candidate task or linked from your preferred storage (for example Google Drive). PDF is the most common format; DOCX can also work depending on the screening flow. We design the pipeline so the candidate record stays complete even if files are stored externally.

Yes. In Essentials, this can be simple stage-based emails using templates (depending on your setup). In Agentized, you can optionally generate drafts for specific steps per candidate. We’ll always keep controls so you can review and approve messaging when needed.

Yes. Common integrations include Slack notifications, Google Workspace (Docs, Drive, Gmail), and automation layers via Make or Zapier. Agentized may use additional tooling depending on the workflow (for example for parsing, routing, or structured logging).

Typically:

• Hiring stages and ownership (who does what at each stage)
• Your role criteria and “what good looks like” (rubrics, SOPs, examples)
• Access to ClickUp and any connected tools you want involved
• One decision maker to confirm rules and edge cases quickly

Essentials typically launches in 3 to 7 days after requirements and access are confirmed. Agentized typically launches in 7 to 15 days due to screening rubric setup and tuning. Expanded scope timelines depend on the number of roles, tools, and custom requirements.

Your candidate data remains in your systems. We only access what’s necessary to build and test the workflow. We can follow your internal access rules and keep permissions minimal. If you need a stricter model (for example separate workspaces or limited roles), we can design around that.

No. ClickUp, ClickUp AI, Make, Zapier, and LLM usage (such as OpenAI or Gemini) are separate subscriptions unless explicitly stated in your scope.

Yes. Many teams keep us as an ongoing partner to maintain stability, improve the workflow, and expand the system when new roles, stages, or tools are added.