See what staff recruitment changes at your institution
Before vs. after adding staff recruitment to iVake
Where you are today
Holding you back
CVs forwarded to every panel member
Applications go round by email, each member scores on their own sheet, and someone spends an afternoon merging them into a shortlist.
Pain point
Candidates lost while dates are agreed
Finding a demo lecture slot that suits the whole selection committee takes days of messages, and the best candidate accepts elsewhere.
Pain point
Selection records nobody can find
When management, the university or an inspection asks why candidates were not shortlisted, the reasons are in emails and personal notes.
Pain point
A spreadsheet as the system of record
The post is advertised in several places, CVs arrive in personal inboxes, and an office assistant types them into a sheet.
Pain point
- 3+Places applications arrive
- 2+Times each candidate is typed up
- WeeksLost arranging interviews
Your institution, transformed
Everything connected
One review space for the committee
Panel members see the applications for their post and score them against criteria set before the post opened.
Solved
Interview slots booked in one step
The candidate chooses from times that suit the whole panel, for the interview or the demo lecture.
Solved
Reasons recorded at each stage
Anyone not taken forward has a recorded reason, so the selection file is complete when the post is filled.
Solved
Applications in one inbox
Every source feeds one list with its origin kept, and each applicant receives an acknowledgement.
Solved
- 1Record from application to joining
- 0Score sheets merged by hand
- 1Staff record created at joining
Ready to make the switch? See how it works for your institution.
Selection committees working from one shared record
Give the panel a structured process in place of forwarded CVs, personal score sheets and long email threads.
- Panel members see only the applications for their post, with access that ends when the post closes
- Scoring criteria set before the post opens, and used by every member in the same way
- Scores combined and candidates ranked automatically from each member’s review
Staff hiring from approved post to offer
Take teaching and non-teaching hiring through one route, from the request for a post to the signed offer, without leaving the system.
- Post requests with the reason and the budget, approved by the principal, management and accounts
- One advertisement with its own application form, shared on your website, job portals and in print
- Automatic acknowledgements, screening questions and uploads for CVs, certificates and experience letters
Hiring reports that show where posts get stuck
See where hiring slows down, which sources produce people who accept, and how long posts take to fill across departments.
- Time to fill by post type, department and hiring manager, showing where the delay sits
- Source of every hire, from the careers page, a job portal, a referral or a walk-in
- Offer acceptance by post category and pay level, so patterns in declines are visible
Staff recruitment features
Everything you need to manage staff recruitment effectively
Post requests
Hiring starts with an approved post, its reason and its budget.
Approval routes
Requests routed to the principal, management and accounts in the order you set.
Post templates
Reusable set-ups for common posts, with eligibility and scoring criteria.
Job descriptions
A library of descriptions, adjusted for each advertisement.
Hiring reports
Time to fill, sources and offer acceptance by department and post.
Interview scheduling
Slots that suit the panel, chosen by the candidate from a link.
Audit trail
Every score, decision and reason logged with who recorded it and when.
Joining & staff record
The accepted candidate becomes a staff record, without retyping.
Frequently asked questions
Get answers to common questions about staff recruitment
How is this different from a general-purpose hiring tool?
General hiring tools are built for companies. Schools and colleges hire through selection committees, demo lectures, eligibility rules set by boards and regulators, and an academic calendar. Recruitment in iVake runs on the same platform as staff records, attendance and payroll, so a new joiner is set up without a separate export.
Can selection committee members use it without training?
Yes. Panel members get a review screen that shows only the applications for their post. They score against the criteria set for that post, add comments and submit. They need no administrative rights, and their access ends when the post closes.
How are selection decisions and reservation requirements recorded?
At each stage, a candidate who is not taken forward is given a recorded reason. Where your institution follows a reservation roster or category requirements for posts, the category of each post and applicant is recorded and reported against it. Every entry carries a date and the person who made it, so the selection file is assembled from the record.
What happens to a candidate’s details when they join?
The accepted candidate’s application, documents, panel scores and offer letter move onto a new staff record. From there the same person is set up for attendance, leave and payroll, and their staff account is created from your Google Workspace or Microsoft Entra ID directory.
Can we advertise posts on job portals from iVake?
Each post has its own application link, which can go on your website’s careers page, job portals, social media and newspaper advertisements. Applications from every source land in one inbox, and the source is kept against each applicant so you can see which channels produce hires.
How does interview scheduling work for a large panel?
Panel members mark when they are available, and the candidate is offered only the slots that suit the whole panel. The candidate books a slot from a link, and confirmations go to the candidate and the panel by email or WhatsApp.
How are candidates’ personal details protected?
Applicant data is visible only to the people working on that post, access is set by role, and every change is written to the audit trail. Consent is recorded when the application is submitted, and details of candidates who were not appointed are deleted on the schedule your policy sets.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily
Built for the DPDP Act- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsPRT, TGT and PGT posts, with demo lessons recorded
UniversitiesSelection committees per department and campus
Degree collegesFaculty eligibility checked before shortlisting
ITIs, polytechnics & skill centresTrainers and industry experts hired per programme
Playschools & pre-primaryTeachers and caregivers with verification documents on file
School groups & trustsEach branch’s posts approved by management before hiring
Integrations, comparisons & tools
Extend staff recruitment with integrations, see how iVake compares, and run the numbers
Related features
Faculty Management
Profiles, teaching load, substitutions and exam duty on the staff record.
Payroll
Salaries from attendance and leave, with payslips to staff in the app.
Staff Appraisals
Reviews and goals for teaching and non-teaching staff, on the same record.
Document Management
Certificates, letters and records stored against the person they belong to.
E-Signature
Offer letters and forms signed without printing and scanning.
Leave Requests
Leave applied for and approved in the app, with the register updated.
More in finance & administration
Explore other features in this category
Ready to transform your staff recruitment?
See how iVake takes a post from approval to a new staff member’s first day on one record.
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