An internal platform that centralizes applications, the candidate pool, hiring, leave, documentation, and center assignments.
Starting point
The challenge was connecting processes with statuses, permissions, documentation, centers, managers and calendars. An application could become a hired professional, generate contracts, training, permissions and leave requests. Everything had to remain connected.
Applications arrived from external forms and channels, but needed internal follow-up and duplicate control.
Professional data, contracts, documentation and training were not always connected to the operational profile.
Leave and permissions required an annual view, approval statuses and traceability for each professional and center.
Staff assignment to centers, services and managers needed clear rules and a shared view.
Implemented solution
Personas was designed as an HR digital transformation platform: an internal system covering the complete lifecycle from application to contractual and operational workforce management.
Unified management of applications, interviews, statuses, internal follow-up and duplicate detection.
Automatic reception of applications from external forms to avoid manual data entry.
Tracks each person’s status from candidacy and availability through hiring and follow-up.
Tracking of active contracts, history, endings and related documentation from the professional profile.
Visual annual calendar with requests, approvals, statuses and traceability per professional.
Assignments, centers, services, managers, and staffing ratios connected to each employee record.
Operational change
Main features
The platform was not designed as an isolated screen, but as a connected process map across recruitment, personnel, centers and planning.
Integration and automation
The platform receives job applications from external JotForm forms automatically, removing duplicate data entry for the HR team.
It also includes import and export tools to simplify migration, review and information analysis. It is designed to connect forms, historical data and reporting without forcing the team to duplicate work.
HR form automation with JotForm.
External applications entering a controlled internal flow.
Excel import and export for migration and analysis.
Normalization of data, statuses and duplicate follow-up.
Product in use
From automatic application intake to leave and contract management.
Centralized application listing with filters, source, statuses and actions for the HR team.
Complete detail for each application to review data, status, documentation and process progress.
Once hired, the candidate becomes a professional profile with employment data, contracts and documentation.
Structured interview recording and follow-up so recruitment does not depend on external notes.
Annual calendar to view leave, permissions and professional availability.
Request and approval flow with dates, status and traceability inside the system.
Related services
Personas combines web application development, process automation, and data integration in one HR workflow.
Technical challenges
An internal HR system does not fail because of one isolated screen. It fails when applications, contracts, centers, documents and calendars do not share the same data model.
Controlled conversion from application to professional without losing history or traceability.
Duplicate detection to keep candidate records from becoming fragmented.
Access by roles, centers and responsibilities within the entity.
Leave and permission calendar connected with each professional.
Document management associated with professional profiles and contract lifecycle.
Integration with JotForm and Excel for data intake, migration and analysis.
Impact
From job application to professional profile, with history, contracts and documentation connected.
Duplicate detection avoids repeated applications and keeps clear follow-up for each person.
Applications enter through JotForm while leave, permissions and contracts are managed inside the same system.
I can design an internal platform that connects recruitment, hiring, documentation, centers, and planning for your organization.
Book a free initial consultation