App design template · Example

Recruiting workspace design

Example: a company hiring across several countries. Resumes sit in a shared Google Drive folder and a hiring inbox, interviewers write feedback in different formats, and offers live in email. One App runs one workflow, from the first resume to the first day, across ten tables. Every candidate is one record with one thread, so the team and agents talk about a person in one place.

Workflow: First resume to first day
App: 1 custom App
Tables: 10
Data sources: Google Drive · Gmail · Google Calendar · Read AI

01 Business flow

Agents organize, match and draft. People make the calls: screening, interview feedback, the offer and the start date. Each candidate has one thread where the team and agents discuss that person.

HRHiring managerInterviewerApproverAgentExternal system

First resume to first day

Every resume lands on one candidate record with its own thread. The agent matches, schedules, drafts feedback and emails; people screen, assess, approve the offer and own onboarding.

Outcome · One record per candidate from resume to first day, with every decision made by a person

Stage 1 · Intake and screening

Agent

External system

Resume arrives

A new file in the Google Drive hiring folder, or an email with an attachment in Gmail

Writes resume_files

Parse and dedupe

Extracts name, contact details and experience; matches on email and phone and attaches the file to the existing person

Reads resume_files

Writes candidatesactivities

Match to positions

Checks each open position's requirements, lists what is met and missing, and suggests the best fit

Reads positions

Writes applications

04 · People decide

Screening call

Move to interview, keep in the pool, or decline, from the candidate's thread

Writes applicationsactivities

Stage 2 · Interviews and feedback

Hiring manager

Interviewer

Agent

External system

Schedule

Reads interviewer calendars and drafts the invite in Gmail; HR approves before it is sent

Reads applications

Writes interviewsactivities

Record and transcribe

Read AI joins the call and produces a transcript afterwards

Writes interviews

Draft feedback

Fills the position's scorecard with strengths, concerns and quotes with timestamps

Reads interviewsscorecard_criteria

Writes evaluations

08 · People decide

Edit and submit

Adjusts the draft and recommends hire, hold or no hire

Writes evaluations

09 · People decide

Round decision

Once all feedback is in, reviews it side by side and moves to the next round, an offer, or a decline

Reads evaluations

Writes applications

Stage 3 · Offer and first day

Hiring manager

Approver

Agent

Draft the offer

Level, salary within the band, start date

Reads positions

Writes offers

11 · People decide

Approve

Approver confirms level and salary

Writes offers

Offer email and tasks

Drafts the offer email for HR to send; once accepted, creates the onboarding checklist

Reads offers

Writes activitiesonboarding_tasks

First day ready

Owners tick off equipment, accounts and the first-week plan

Writes onboarding_tasks

02 Tables

10 tables in 1 App. Positions, scorecard criteria and candidates are master data. Resume files, applications, interviews, feedback, offers and onboarding tasks track one candidate through one position. Activities log every email, note and stage change on the candidate's timeline.

erDiagram
  direction LR
  candidates ||--o{ resume_files : "sends"
  candidates ||--o{ applications : "applies"
  positions ||--o{ applications : "receives"
  positions ||--o{ scorecard_criteria : "assessed by"
  applications ||--o{ interviews : "schedules"
  interviews ||--o{ evaluations : "produces"
  applications ||--o| offers : "results in"
  applications ||--o{ onboarding_tasks : "prepares"
  candidates ||--o{ activities : "logs"

The candidate is the center: their resume files, applications, activities and, through applications, interviews, feedback, the offer and onboarding tasks.

MasterpositionsPositionsOpen roles; requirements drive matching9 fields Masterscorecard_criteriaScorecard criteriaWhat each interview round assesses for a position5 fields MastercandidatesCandidatesOne record and one thread per person12 fields Processresume_filesResume filesEach resume or document received, before and after parsing7 fields ProcessapplicationsApplicationsOne candidate for one position; the stage drives the pipeline11 fields ProcessinterviewsInterviewsOne record per round; interviewers see only their own9 fields ProcessevaluationsFeedbackOne interviewer's feedback on one interview; private until submitted9 fields ProcessoffersOffersSalary is visible to HR and approvers only9 fields Processonboarding_tasksOnboarding tasksWhat has to happen before and on the first day6 fields ProcessactivitiesActivitiesThe candidate's timeline: emails, notes, stage changes, agent actions6 fields

Workflow steps by table

One workflow, ten tables. Each step reads what it needs and writes its result to a table.

	`positions`	`scorecard_criteria`	`candidates`	`resume_files`	`applications`	`interviews`	`evaluations`	`offers`	`onboarding_tasks`	`activities`
01 Resume arrives External system				Write
02 Parse and dedupe Agent			Read · Write	Read						Write
03 Match to positions Agent	Read				Write
04 Screening call HR					Read · Write					Write
05 Schedule Agent					Read	Write				Write
06 Record and transcribe External system						Write
07 Draft feedback Agent		Read				Read	Write
08 Edit and submit Interviewer							Read · Write
09 Round decision Hiring manager					Write		Read
10 Draft the offer HR	Read							Write
11 Approve Approver								Read · Write
12 Offer email and tasks Agent								Read	Write	Write
13 First day ready Hiring manager									Read · Write

03 Fields

Each field lists its type, constraints, which source fills it and which roles can see it. Fields with no source are filled by people in the App or set by the process.

HRHiring managerInterviewerApproverAll rolesAuthor only

positions PositionsMaster9 fields

Field	Type	Description	Constraint	Visible to
`id`	uuid	Primary key	PK	All roles
`title`	text	Position title	required	All roles
`department`	text	Department	required	All roles
`location`	text	Location or country		All roles
`hiring_manager`	member	Hiring manager	required	All roles
`requirements`	text[]	Requirements, one per line, used for matching	required	All roles
`headcount`	int	Number of hires	default 1	HRHiring manager
`salary_band`	text	Salary band		HRApprover
`status`	enum	Open / Paused / Closed	default Open	All roles

scorecard_criteria Scorecard criteriaMaster5 fields

Field	Type	Description	Constraint	Visible to
`id`	uuid	Primary key	PK	All roles
`position_id`	uuid	Position	FK `positions`	All roles
`round`	enum	Round 1 / Round 2 / Final	required	All roles
`criterion`	text	What is assessed	required	All roles
`what_good_looks_like`	text	What a strong answer shows		All roles

candidates CandidatesMaster12 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		All roles
`name`	text	Full name	required	Google Drive Gmail	All roles
`email`	email	Email, the dedupe key	unique	Google Drive Gmail	HRHiring manager
`phone`	text	Phone in E.164 format		Google Drive	HRHiring manager
`location`	text	Where they are based		Google Drive	All roles
`current_company`	text	Most recent company		Google Drive	All roles
`current_title`	text	Most recent title		Google Drive	All roles
`years_exp`	numeric	Years of experience		Google Drive	All roles
`skills`	tag[]	Skill tags, normalized to a tag dictionary		Google Drive	All roles
`source_channel`	enum	Drive folder / Inbox / Referral / LinkedIn	required	Google Drive Gmail	HRHiring manager
`owner`	member	Recruiter who owns this candidate			HR
`talent_status`	enum	New / Active / Pool / Hired / Declined	default New		HR

resume_files Resume filesProcess7 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		All roles
`candidate_id`	uuid	Candidate	FK `candidates`	Google Drive Gmail	All roles
`file_name`	text	File name	required	Google Drive Gmail	All roles
`file_url`	url	Link to the original file	required	Google Drive Gmail	HRHiring managerInterviewer
`source`	enum	Drive folder / Inbox / Referral	required	Google Drive Gmail	HR
`received_at`	timestamp	Received at	required	Google Drive Gmail	HR
`parse_status`	enum	Parsed / Needs review / Duplicate	default Parsed		HR

applications ApplicationsProcess11 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		All roles
`name`	text	Display name: candidate · position	required		All roles
`candidate_id`	uuid	Candidate	FK `candidates`		All roles
`position_id`	uuid	Position	FK `positions`	Google Drive Gmail	All roles
`stage`	enum	Screen / Round 1 / Round 2 / Final / Offer / Hired / Rejected	required		All roles
`fit_summary`	text	Fit notes, drafted by the agent			HRHiring manager
`matched_reqs`	text[]	Requirements met			HRHiring manager
`missing_reqs`	text[]	Requirements missing			HRHiring manager
`manager_decision`	enum	Pending / Meet / Pass	default Pending		HRHiring manager
`next_step`	text	What happens next			All roles
`applied_at`	timestamp	Applied at	required	Gmail	HRHiring manager

interviews InterviewsProcess9 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		All roles
`name`	text	Display name: candidate · round	required		All roles
`application_id`	uuid	Application	FK `applications`		All roles
`round`	enum	Round 1 / Round 2 / Final	required		All roles
`interviewer`	member	Interviewer	required	Google Calendar	All roles
`scheduled_at`	timestamp	Interview time, stored in UTC		Google Calendar	All roles
`meeting_link`	url	Meeting link		Google Calendar	All roles
`transcript_url`	url	Transcript link		Read AI	HRInterviewer
`status`	enum	To schedule / Scheduled / Done / Cancelled	default To schedule		All roles

evaluations FeedbackProcess9 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		Author only
`name`	text	Display name: candidate · round · interviewer	required		Author only
`interview_id`	uuid	Interview	FK `interviews`		Author only
`strengths`	text	Strengths against the scorecard		Read AI	Author only
`concerns`	text	Concerns		Read AI	Author only
`evidence_quotes`	text[]	Candidate quotes with timestamps		Read AI	Author only
`recommendation`	enum	Hire / Hold / No hire	required on submit		Author only
`status`	enum	Draft / Submitted	default Draft		Author only
`submitted_at`	timestamp	Submitted at	auto		Author only

offers OffersProcess9 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		HRApprover
`name`	text	Display name: candidate · position	required		HRHiring managerApprover
`application_id`	uuid	Application	FK `applications`		HRHiring managerApprover
`level`	text	Level	required		HRHiring managerApprover
`base_salary`	currency	Annual base salary	required		HRApprover
`start_date`	date	Proposed start date	required		HRHiring managerApprover
`approver`	member	Approver	required		HRApprover
`status`	enum	Draft / Pending approval / Approved / Sent / Accepted / Declined	default Draft	Gmail	HRHiring managerApprover
`sent_at`	timestamp	Sent at		Gmail	HRApprover

onboarding_tasks Onboarding tasksProcess6 fields

Field	Type	Description	Constraint	Visible to
`id`	uuid	Primary key	PK	HRHiring manager
`application_id`	uuid	Application	FK `applications`	HRHiring manager
`task`	text	Task	required	HRHiring manager
`owner`	member	Who does it	required	HRHiring manager
`due_date`	date	Due date	required	HRHiring manager
`status`	enum	To do / Done	default To do	HRHiring manager

activities ActivitiesProcess6 fields

Field	Type	Description	Constraint	Source	Visible to
`id`	uuid	Primary key	PK		All roles
`candidate_id`	uuid	Candidate	FK `candidates`		All roles
`kind`	enum	Email draft / Email sent / Note / Stage change / Agent action	required	Gmail	All roles
`summary`	text	What happened	required	Gmail	All roles
`actor`	text	Who did it, person or agent	required		All roles
`occurred_at`	timestamp	When	required	Gmail	All roles

04 Field mapping

How fields from external systems land in the tables. Sources first, then each mapping with its field pairs and transform rules.

Source	What we take	Sync	Direction	Writes to
Google Drive	Resume PDFs and docs in the hiring folder	Full backfill once, then incremental every 24 hours	In	`resume_files`
Gmail	Candidate emails, attachments, invite and offer drafts	On each new email; drafts sent after approval	In / Out	`applications`
Google Calendar	Interview events	When an event is created or changed	In	`interviews`
Read AI	Interview transcripts	After the meeting ends	In	`evaluations`

Google Driveresume_files

Resume intake

Each new file becomes a resume file; the agent reads it and fills the candidate. If the email already exists, it attaches to that person and fills only empty fields.

Source field	Target field	Transform rule
File name	`resume_files.file_name`	As is
File link	`resume_files.file_url`	Keep the Drive link, do not copy the file
Created time	`resume_files.received_at`	Store in UTC
Resume · name	`candidates.name`	Trim spaces and honorifics
Resume · email	`candidates.email`	Lowercase; dedupe key
Resume · phone	`candidates.phone`	Normalize to E.164
Latest job · company and title	`candidates.current_company, current_title`	As is
All job start and end dates	`candidates.years_exp`	Merge overlapping ranges, sum, one decimal
Skills section	`candidates.skills`	Normalize to the tag dictionary
Parent folder name	`applications.position_id`	Folder name matches positions.title; no match goes to review

Gmailapplications

Gmail applications

Attachments go through the same resume intake. If the email names no position, the agent suggests one from the match and HR reviews it.

Source field	Target field	Transform rule
From address	`candidates.email`	Lowercase; dedupe on it
Subject	`applications.position_id`	Match position titles; flag for review if several match
Received at	`applications.applied_at`	Store in UTC
Message summary	`activities.summary`	One line, kind Email received

Google Calendarinterviews

Calendar sync

Invites the agent drafts carry the interview ID in the event title, which is how events match records.

Source field	Target field	Transform rule
Interview ID in event title	`interviews.id`	Match on primary key
Start time	`interviews.scheduled_at`	Store in UTC, show in the viewer's time zone
Attendee email	`interviews.interviewer`	Match to a team member by email
Meeting link	`interviews.meeting_link`	As is

Read AIevaluations

Feedback drafts

Drafts appear only in that interviewer's feedback, as Draft. They count once the interviewer edits and submits.

Source field	Target field	Transform rule
Transcript link	`interviews.transcript_url`	As is
Transcript, by scorecard criterion	`evaluations.strengths / concerns`	Organized by scorecard_criteria for that round
Candidate segments	`evaluations.evidence_quotes`	Quote verbatim with timestamps
Constant	`evaluations.status`	Draft

Internal mappingonboarding_tasks

Offer accepted to onboarding

Runs when an offer becomes Accepted. The checklist comes from the position's department; owners can edit it.

Source field	Target field	Transform rule
`offers.start_date`	`onboarding_tasks.due_date`	Each task due a set number of days before the start date
`positions.hiring_manager`	`onboarding_tasks.owner`	For manager tasks; HR tasks go to the candidate owner
offers.status = Accepted	`applications.stage`	Set to Hired
`candidates.talent_status`	`candidates.talent_status`	Set to Hired

05 Who sees what

Interview feedback is isolated between interviewers until a round is complete, and salary is visible only to HR and approvers.

	HR	Hiring manager	Interviewer	Approver
Positions and scorecards	Edit	Edit	View	View
Candidate profile and timeline	Edit	View	View	View
Contact details and resume files	Edit	View	Resume only	Hidden
Fit notes	View	View	Hidden	Hidden
Interview schedule	Edit	View	Own interviews	Hidden
Own feedback	Edit	Edit	Edit	Hidden
Others' feedback · round not complete	Hidden	Hidden	Hidden	Hidden
Others' feedback · round complete	View	View	This interview	View
Offer salary	Edit	Hidden	Hidden	Edit
Onboarding tasks	Edit	Edit	Hidden	View

An agent reads data with the permissions of the person it is working for. When an interviewer asks it to draft feedback, it cannot read other interviewers' feedback.

06 From design to App

Once the design is signed off, the custom App is built from the same definition: one data entity per table, plus these pages. Every candidate page opens that person's thread.

Mock data for a quick build: 3 positions, 5 scorecard criteria, 5 candidates, 5 resume files, 5 applications, 5 interviews, 4 feedback, 1 offers, 3 onboarding tasks, 8 activities.

PipelineHR · Hiring managerOne row per candidate with stage, position and next step; filter by stage or position/?stage=&position=
Candidate pageEveryone, by roleProfile, applications, interviews and feedback, offer, onboarding and the timeline, with the candidate's thread one click away/candidates/:candidateId?tab=
PositionsHR · Hiring managerOpen positions with requirements, scorecard criteria and how many candidates sit in each stage/positions
InterviewsInterviewerUpcoming and past rounds with feedback status, filterable by interviewer/interviews?interviewer=