Hiring workflows often start with a simple application form, then quickly turn into a full applicant tracking process: resumes, job openings, candidate status, interview feedback, hiring manager reviews, and follow-up communication.

Airtable is a flexible backend for this kind of workflow. With miniExtensions, you can add the front end: public job application forms, file uploads, reviewer portals, candidate status portals, and internal review workflows without giving applicants or reviewers direct Airtable access.

What You Can Build

You can use this setup for:

  • Public job application forms
  • Resume and portfolio uploads
  • Candidate intake
  • Applicant tracking
  • Hiring manager review portals
  • Interview feedback forms
  • Candidate status portals
  • Internal recruiting dashboards
  • Job-specific application forms

Recommended Airtable Setup

Create these Airtable tables:

  • Job Openings
  • Candidates
  • Applications
  • Interview Feedback
  • Reviewers

The Job Openings table stores each open role. Useful fields include job title, department, location, employment type, status, description, and hiring manager.

The Candidates table stores people. Useful fields include name, email, phone, LinkedIn URL, portfolio URL, resume, and notes.

The Applications table stores each submitted application. Useful fields include candidate, job opening, application status, resume, cover letter, source, submitted date, assigned reviewer, interview stage, and internal notes.

The Interview Feedback table stores structured feedback from interviewers. Useful fields include application, reviewer, score, recommendation, notes, and submitted time.

Use linked record fields to connect these tables. For example, Applications should link to Candidates, Job Openings, and optionally Reviewers.

Step 1: Create the Public Job Application Form

  1. In miniExtensions, create a new Form.
  2. Select the Airtable base that contains your recruiting tables.
  3. Select the Applications table.
  4. Add applicant-facing fields such as:
    • Candidate name
    • Email
    • Phone
    • Job opening
    • Resume
    • Cover letter
    • LinkedIn URL
    • Portfolio URL
    • Availability
  5. Hide internal fields such as:
    • Application status
    • Assigned reviewer
    • Internal notes
    • Interview stage
    • Hiring decision
  6. Make required fields required, such as name, email, job opening, and resume.
  7. If the resume field is an Airtable attachment field, click that field in the form builder and use the attachment upload settings to restrict file types or file counts if needed.
  8. If applicants should only apply to open jobs, use an Airtable view or linked-record field settings so the job opening picker only shows active roles.
  9. Customize the confirmation message so applicants know their application was submitted.
  10. Use the Share menu to copy the form URL and add it to your careers page.

Step 2: Create Job-Specific Application Links

If each job should have its own application link, create prefilled versions of the form.

A common setup is to create one application form on the Applications table, then use Airtable fields or miniExtensions form settings to prefill the selected job opening. This lets each job posting link to the same form while passing in the relevant role.

Use this when you want a clean “Apply now” link for each job.

Step 3: Add Interview Feedback Forms

Use a separate miniExtensions Form for interviewers or hiring managers to submit feedback.

  1. Create a new Form.
  2. Select the Interview Feedback table.
  3. Add fields such as:
    • Application
    • Reviewer
    • Score
    • Recommendation
    • Notes
  4. Hide internal-only fields that reviewers should not edit or view.
  5. If reviewers should select an application from a list, configure the linked record field so it shows useful application details, such as candidate name, job title, and current stage.
  6. Share the feedback form with interviewers.

This keeps feedback structured in Airtable instead of scattered across docs, email, or Slack.

Step 4: Create a Reviewer Portal

Use a Portal when hiring managers or reviewers should log in and see only the applications assigned to them.

  1. In Airtable, make sure the Applications table has a linked record field to Reviewers, such as Assigned reviewer.
  2. In miniExtensions, create a new Portal.
  3. In the Portal create modal, select Applications as the first data table.
  4. Then select the linked user field on that table, such as Assigned reviewer.
  5. In the Portal editor, go to Tables.
  6. Configure the Applications table.
  7. Show reviewer-facing fields such as:
    • Candidate name
    • Job opening
    • Resume
    • Cover letter
    • Application status
    • Interview stage
  8. Hide sensitive or admin-only fields such as:
    • Compensation notes
    • Private HR notes
    • Final decision notes
    • Internal-only scoring fields
  9. If reviewers should submit feedback from the Portal, add the Interview Feedback table and enable record creation.
  10. Configure the feedback create form with fields such as score, recommendation, and notes.
  11. There is no need to add the Reviewer linked field to the feedback form just to associate the feedback with the reviewer. Records created from inside the Portal are automatically linked to the logged-in reviewer.

Step 5: Create an Optional Candidate Portal

Use a candidate Portal if applicants should log in to view their own application status or submit additional materials.

  1. In Airtable, make sure Applications has a linked record field to Candidates, such as Candidate.
  2. Create a new Portal in miniExtensions.
  3. In the Portal create modal, select Applications as the first data table.
  4. Then select the linked user field on that table, such as Candidate.
  5. In the Portal editor, show candidate-facing fields such as job opening, application status, next step, interview date, and public notes.
  6. Hide internal fields such as reviewer notes, internal scores, compensation notes, and final decision notes.
  7. Add a related Candidate Documents or Additional Materials table if candidates should upload more files later.
  8. Enable record creation for that table.
  9. Do not add the Candidate linked field to that child form just to connect the upload to the candidate.

Records created inside the Portal are automatically linked to the logged-in candidate.

How Portal Record Access Works

Portal users automatically see records linked to them through the linked user field selected during Portal creation. You do not need to add a separate “only show records for the logged-in user” filter.

Why This Works Well

Airtable stays your recruiting database. miniExtensions gives each audience the right interface: applicants get a public form, reviewers get a focused portal, and candidates can optionally get a status portal.

Your team can keep using Airtable for statuses, internal views, automations, and reporting while keeping external users out of the base.