Rethinking the application process to help recruiters get more candidates
Project
Fast Apply
Role
Product Designer
Recruiters using Kelio ATS needed more applications, but the existing process only supported one format: a long, multi-step form that filtered out less committed candidates.
I designed a dual application system, giving recruiters the flexibility to choose between quality and volume.
Scope of Work
The problem
Recruiters using Kelio ATS were struggling with low application volumes. The existing flow was thorough but heavy: multiple steps, account creation, questionnaire, video upload. Candidates who weren't ready to commit to the full process simply dropped off. There was no lighter alternative, which meant recruiters were losing potential hires before the conversation even started.
The approach
The core idea was to introduce two application modes. A "classic" flow for recruiters who want fewer but highly qualified candidates, and a "fast apply" flow for those who prioritize volume and speed. The recruiter chooses which mode to activate depending on the role.
But adding a new flow meant rethinking more than just the form. The existing job page needed to be partially restructured. Information like contract type, work schedule, remote policy, and location had to be reorganized to make room for a clear step indicator, so candidates know exactly what to expect before they start.
Mobile: the fast apply flow. Candidates submit in under a minute with basic info and a CV.
Mobile: the classic flow. Step-by-step visibility helps candidates understand the full process before committing.
The classic flow, redesigned
The existing application form was also revised to follow modern UI and UX best practices. The most important addition was displaying all steps the candidate will go through before they begin. This sets expectations upfront and reduces mid-process drop-off.
I also used this as an opportunity to clean up the visual hierarchy. Some parts of the interface had aged, with inconsistent spacing and unclear information grouping, so I refined those throughout the redesign.
The classic application form with a clear step overview. Candidates see the full process before they commit. You can compare to the fast apply form on the left.
Handling every state
A solid product isn't just the happy path. I designed every form state to make sure candidates always know where they stand: empty fields, validation errors, and successful completion. No ambiguity, no dead ends.
Form states: empty, validation errors, and successfully filled. Every edge case accounted for.
Email verification
To prevent abuse in the fast apply flow (mass applications with fake emails), I designed an email verification system. The candidate receives a 6-digit code with a countdown timer. I covered all scenarios: code entry, successful validation, invalid code with retry, and expired code with a resend option.
Email verification flow: enter the code, confirm, done. Minimal friction, maximum security.
Edge cases: invalid code, manual validation, expired code with resend. No dead ends.
Outcome
The project is currently in development. Early client feedback has been very positive, with one client expressing strong enthusiasm about the feature before launch. The dual system gives Kelio ATS a competitive advantage by serving two distinct recruiter needs within a single product, without compromising either experience.
