Noto Group, a mission-driven executive-search firm based in Portland, faced a recurring challenge: Bullhorn ATS could not meet the team's need for detailed, stage‑based project tracking. Their recruitment process lacked a centralized system that could support sales, applications, and collaboration—all in one place.
That’s when Unlimited Tech Solutions stepped in. They designed a fully customized HubSpot applicant tracking system (ATS) so that Noto's entire team—sales, operations, recruiting—could work seamlessly in a unified platform.
Challenges with Bullhorn ATS
-
No precise tracking of project stages and timelines.
-
Fragmented workflows across multiple tools.
-
Inefficient collaboration and repeated data entry across systems.
Unlimited’s Custom HubSpot ATS Solution
Two‑Phase Implementation
HubSpot Onboarding & Pipeline Revamp
- Standardized their sales pipeline.
- Added structure, accountability, and improved win rates and shorter sales cycles.
Custom-Built ATS with HubSpot Custom Objects
- Developed three new custom objects within HubSpot: Candidates, Applications, and Jobs to mirror Noto’s recruitment workflow.
- Exclusive candidate pipeline for pre‑screening.
- An application pipeline to manage interviews, assessments, and background checks.
Creative Use of Blog as Job Board
-
Transformed the HubSpot blog into an interactive jobs board.
-
Created detailed job listings as blog posts, with built-in filters.
-
Each listing includes an application form that auto-generates candidate profiles and links candidates to jobs via automated workflows.
Impact & Results
-
Centralized Recruitment & Operations in HubSpot: One system for all teams, collaboration simplified.
-
Enhanced Insight & Efficiency: Recruiters and account managers can instantly check search status, candidate counts, and pipeline progression
-
Stronger Client Communication: Real-time updates and streamlined sharing across client-facing team members.
"As a firm, we're very excited to be able to move all of our processes to just one system and have one work tool, and so far, it's been incredibly transformative."
– Adolfo Portillo, Lead Research and Operations Associate at Noto Group
Why This Case Matters
This case exemplifies how Unlimited Tech Solutions harnesses HubSpot’s flexibility to build highly tailored solutions. For firms like Noto Group, where recruitment process complexity clashes with off-the-shelf tools, a custom ATS within HubSpot can finally align operations, reduce friction, and support growth.
Learn More
Read the full case study to dig into the details and technical setup.
