Transforming a client’s recruitment workflow with a custom careers system

Overview

At routeToWeb, we were approached by an client to modernise and streamline their recruitment process. Their existing approach relied on manually created single pages for each vacancy, a method that was difficult to maintain, inconsistent in appearance, and offered no centralised way to manage applications.

We designed and built a fully integrated Careers & Recruitment System inside WordPress, giving the client a professional job board, automated application handling, and a structured workflow their HR team can manage independently.

The Challenge

The client needed a recruitment system that would:

  • Replace manually created job pages that were hard to maintain
  • Ensure every vacancy followed a consistent, professional layout
  • Automatically remove expired roles without manual intervention
  • Improve SEO visibility for job postings
  • Provide a central place for HR to review applications
  • Allow HR to manage vacancies without requiring full admin access

Their previous setup made it difficult to keep listings up to date, and the quality of each job page varied depending on who created it. Applications arrived via email with no central record, making tracking and follow‑up challenging.

Our Solution

We built a bespoke Careers Plugin, a complete recruitment system tailored to their workflow. It provides a structured job manager, a dedicated HR role, automated application handling, and SEO‑optimised job pages.

This solution ensures every vacancy looks consistent, performs well in search engines, and is easy for the HR team to manage.

Key Features Delivered

1. Custom Job Manager

A dedicated “Jobs” area in WordPress allows HR to create and manage vacancies with a clean, standardised format.

  • Title, featured image, and structured job details
  • Automatic job expiry based on closing date
  • Consistent layout regardless of who adds the vacancy

2. Front-End Job Listings

A clean, modern job board displays all active vacancies using a simple shortcode.

  • Only shows jobs with a valid closing date
  • Displays title, location, and featured image
  • Links through to individual job detail pages

3. Professional Job Detail Pages

Each job has its own dedicated page with a consistent layout and clear call‑to‑action.

  • Structured content sections (Overview, Experience, Benefits, etc.)
  • Automatic SEO‑friendly URL structure
  • Built‑in Schema.org JobPosting markup for improved search visibility

4. Streamlined Application Workflow

Candidates can apply directly from the job page via a dedicated apply URL.

  • Required fields: Name, Email, CV
  • Optional cover letter upload
  • Automatic email notification to HR
  • Applications stored securely in WordPress

5. Centralised Application Management

Every application is stored in a dedicated “Applications” area.

  • View applicant details
  • Download CV and cover letter
  • See which job they applied for
  • Quick links to edit or view the related job

This gives HR a single, organised place to manage all recruitment activity.

Application admin centre

6. HR‑Only Access Role

We created a custom HR role with access limited to:

  • Jobs
  • Applications
  • Careers Settings

This ensures HR can manage recruitment independently without accessing wider site administration.

The Application Workflow

  1. Candidate views a job
  2. Clicks through to the apply page
  3. Submits their details and uploads their CV
  4. HR receives an email notification
  5. Application is stored in WordPress for review

This creates a smooth, professional experience for both candidates and the HR team.

Results & Impact

The new system has transformed how TBG Solutions manages recruitment:

  • Consistent, professional job pages regardless of who creates them
  • Automatic job expiry, reducing admin overhead
  • Improved SEO thanks to structured data and clean URLs
  • All applications stored in one place, improving organisation and follow‑up
  • HR autonomy without compromising site security
  • Faster, more reliable recruitment workflow

The Careers Plugin now forms a core part of the client’s internal processes, giving them a scalable, future‑proof solution.

Quality Assurance

Before launch, we completed a full testing cycle including:

  • Role‑based access checks
  • Application submission tests
  • Email delivery verification
  • File upload validation
  • Front‑end listing and detail page checks
  • Application storage and admin review tests

This ensured the system was robust, secure, and ready for real‑world use.

Final Thoughts

This project demonstrates how a tailored WordPress solution can replace manual processes, reduce administrative burden, and deliver a polished, professional experience for both internal teams and external applicants.

The client now has a recruitment system that is easy to manage, consistent in presentation, and built to scale with their future needs.