Individual application tracker that helps every HR department

How three Austrian companies transformed their applicant management in just a few days

Applicant management shouldn't be more complicated than finding good people.
But in many companies, recruiting still consists of a mix of emails, Excel lists and chaos.
Promising applicants go under, follow-ups are forgotten, and the team quickly loses track of things.

With Kwapso We have seen this pattern time and time again — across all industries.
Instead of just developing a solution for a single company, we have a modular Applicant management system created, which can be adapted and started in just a few days.

The result:
A solution that has helped three completely different companies not only to recruit better — but also to grow more sustainably.

The real problem: Applications without a system

Regardless of whether it's an amusement park, security service or staffing agency — the problem is similar everywhere:

• Applications are received via social media, job platforms or websites
• But they end up in email inboxes, Excel spreadsheets or nowhere
• There is no overview, processes are stalling, applicants are jumping off

Recruiting is one of the most important processes for growth-oriented companies —
and yet it is often managed with the same tools as vacation planning.

Applicant management is not a side job.
It is a business process — and should be treated as such.

One platform, three success stories

Instead of developing a single application, we have a flexible platform created, which can be quickly adapted to various requirements.

For example, it was used differently in three companies:

🎡 Vienna Prater Koidl: Mastering seasonal peaks stress-free

The traditional Viennese company was looking for a simple, quick solution for Temporary waves of applications in summer.
With the new system, vacancies can be managed in a structured manner, automatic responses sent and application phases can be coordinated within the team — without email clutter.

“Creative and solution-oriented thinkers,” says Dragana L., Head of HR. “Great product and a very pleasant collaboration. ”

🚆 Safety4You: Digitally map compliance

In rail operation are medical checks and documentation an integral part of every application process.
Status tracking for health checks has been added to the platform — currently via 1,000 applications processed in a structured manner, without Excel and without paper chaos.

🧑 ‍ 🏭 HOGO Holding GmbH: Easy management of high application numbers

With almost 2,000 employees HOGO receives applications every day, especially via social media.
The new system finally gives recruiters an overview and control: Applications can be sorted, evaluated and processed directly from the tool — from the first click to signing the contract.

“More candidates, a better overview,” says the HR team at HOGO.

What makes the system so effective?

These functions ensure clear processes and quick decisions:

✅ Central dashboard for all application channels
✅ Individual application phases depending on the role
✅ Automated feedback via email
✅ Direct actions such as call, email or task assignment
✅ Evaluation system for internal assessments
✅ Seamless transition to employee records upon hiring

Everything is designed in such a way that without IT department works — easy to learn, clearly structured and immediately ready for use.

The next step: AI in recruiting

We are currently integrating a AI-powered resume analysis, which significantly speeds up applicant screening:

✅ Up to 80% less time for initial reviews
✅ Consistent assessment based on clear criteria
✅ Automatic matching function for job requests
✅ More transparency in qualifications and abilities

AI doesn't make any decisions — but it does the time-consuming preparatory work.
Your HR team remains responsible, but has more time for real discussions with the best candidates.

More than just an application tool

The real advantage lies in adaptability:
Each company can define its own rules:

• Own workflows & application phases
• Role and rights management for teams
• Communication templates
• Compliance requirements (e.g. health, data protection)
• Individual reports & overviews

Ready to start in 2-3 days

Unser template approach makes it possible to launch the solution within a few days — including:

• Setup & Customization
• Short training per team
• Immediate deployment

No complicated IT integration, no long project phases — just start and see results.

The new recruiting: Sure. Quick scalable.

What began as an individual solution is now used across industries.
With AI screening, modular workflows and a mobile-friendly interface, the platform grows with the requirements of our customers.

Whether you need to fill 10 or 1,000 jobs —
Good processes make the difference.

Do you want applicant management that really works?

Then let's talk about your challenges. We'll show you how to make your processes easier, more transparent and scalable in just a few days.

👉 Talk to us