On the frontend builder Tilda, we created a fully automated ecosystem for managing the workforce — from receiving applications and processing candidates to financial operations and document flow. To integrate business processes and automate all routines, we used Airtable, n8n, Collabza, Redis, and Uploadcare. The platform relieved the team and the owner from routine tasks, accelerated hiring, and increased transparency at every stage.
Key functions of the platform:
Application Management: convenient addition, status tracking, filtering by stages (awaiting qualification, qualified, processed, etc.), history of all changes and comments. Personal account for each participant: display of tasks and documents by roles (customer, contractor, operator), viewing payment statuses, managing their applications, prompt data updates. Online payments: automation of accruals, uploading receipts using Uploadcare, control logic (a new payment cannot be created until the previous one is confirmed). Everything is displayed and stored in the transaction history. Document flow: centralized storage of contracts, passports, receipts, and other documents in Airtable (via a proxy in the form of Redis - a database installed in the RF zone), automatic verification checks, bulk uploads, and reminders to users to send documents. Integration with Telegram bot: instant notifications about status changes, new applications, payments, and documents, quick contact with support, and ticket creation directly from Telegram, complete history of inquiries. Visual analytics and CRM: clear dashboards for all key metrics (how many applications are open, completed, under verification; total payments; document status, etc.), so the owner and team can analyze effectiveness effortlessly. All automation logic is implemented on n8n: automatic status changes, reminders, balance recalculations, integration with external services. The system easily adapts to new processes without a programmer.
Task
We received a request: to create an online platform that would allow the company to fully automate the cycle of working with hired personnel ― from processing applications and selecting candidates to document verification and payment control. For contractors, it involves uploading and processing candidates, as well as payment control. It was important not just to "close" the technical side, but to create a transparent system where both the client and the contractor can quickly access the necessary information and manage processes without unnecessary interference from managers or programmers.
Style and UX
Minimalist, intuitive interface with a focus on speed, simplicity, and transparency of actions. Full support for desktop/mobile: all functions are available from any device. Clear delineation of responsibilities: the client sees only their requests and candidates, while the contractor works with their payments and documents.
The layout was created by UI/UX designer - @schastnayaa_design
Personalized dashboards and roles
We have implemented separate dashboards for clients and contractors. Each user sees only relevant information: The client manages requests, tracks candidate statuses, and controls payments; The contractor sees only their orders, payments, and documentation history.
Contractor dashboard
Client dashboard
Client dashboard: managing companies
Management of Applications and Candidates
The management of applications and candidates is intuitive. All elements are presented as custom cards with responsive layout - nothing overlaps, even if there is a lot of information. During the loading of cards, there are animated preloaders (skeleton cards). If the user has no cards, they are prompted to create them. For any action, to avoid false clicks, user confirmation is required. For this, a dynamic popup window has been implemented asking to confirm the action. In forms where data needs to be filled in, there are hints. When changing data, old data is automatically populated to speed up the process.
We have implemented a flexible system for filtering and displaying information: Candidates are sorted by their current status (“Awaiting Qualification”, “Qualified”, “Worked”, “Rejected”). New candidates can be added in bulk, their profiles can be edited, and documents can be attached. The entire history of changes is transparent: the user can see who changed the status or made a comment and when.
Candidate management cards in the client dashboard: every action runs without a page reload
Candidate management in the contractor account
Payout and candidate metrics in the contractor account
Request card preloader while the data is loading
Cards in the request marketplace (contractor view)
Confirmation popup for deleting a request
Confirmation popup for deleting a company
Request edit form with the previous data prefilled
Candidate edit form with the previous data prefilled
Company edit form with the previous data prefilled
Detailed request card with controls in the contractor account
Automation of financial operations and payments
Payment is made entirely online: After the work is completed, the candidate/contractor receives an automatic notification about the possibility to upload a receipt. Uploading the receipt is mandatory for subsequent payment. If the receipt is not uploaded, a new payment is not possible, eliminating confusion and errors. Progress on payments and history are displayed in the personal account, amounts and limits are calculated automatically.
This saves accounting resources, eliminates double payments, and simplifies the control of paid and pending funds for both the client and the contractor.
Withdrawal form for the contractor
Candidate payment form for the client
Receipt upload form after a withdrawal is confirmed (contractor)
Warning that a withdrawal is blocked until every receipt is uploaded (contractor)
Centralized Document Management and Verification
All important documents — contracts, receipts, scans of passports — are stored in a unified database (Airtable), available for download and quick monitoring directly from the platform. We have implemented automatic status checks (“Passed verification”, “Pending”, “Rejected”) and reminders for users. Documents can be uploaded in bulk and automatic notifications for validation requirements can be received.
This eliminates routine tasks, speeds up document flow, minimizes the risk of errors, loss of documents, and delays in payments.
Full candidate card with auto-loaded documents and controls that depend on the current status
Thoughtful analytics visualization
At the start, the user sees key metrics: the number of candidates and applications, how much has been paid out, which documents are under verification, and the effectiveness for each direction. The data is presented in a convenient format (graphs, pie charts, and bar charts), allowing for quick analysis of trends and decision-making within 1 minute.
Transparency in management and response speed increases — the business owner is always "in the loop" and can quickly identify "bottlenecks" or growth opportunities.
Request statistics in the client account
Request analytics for the operator (Airtable interface)
Request and candidate analytics for the operator (Airtable interface)
Extended candidate analytics for the operator (Airtable interface)
Document analytics for the operator (Airtable interface)
Platform adaptability
The platform is easy to interact with from any device – large monitor, laptop, tablet, smartphone.
Flexible automation of all processes using n8n
We have automated the change of statuses, point accrual, sending reminders, and document validation — all of this works according to the specified scenarios without the involvement of a programmer. The client can flexibly configure the logic for specific business tasks with our assistance: changing the conditions for accrual, adding new user roles, integrating with external services (for example, for mass mailings or internal analytics).
Example of a user form processing workflow in n8n
Outcomes and benefits for the team and the business
We implemented the platform in 21 days. The client received a complete "constructor" tailored to their business processes, which does not require deep technical knowledge. Users of the system save time on routine tasks, see their progress in an understandable form, and can focus on work rather than paperwork. We have proven that modern no-code and low-code solutions can indeed replace traditional "boxed" CRMs and manual processes, making business faster, more transparent, and more efficient. If you are interested in seeing interface details, live scenarios, or examples of analytics — feel free to reach out, and we will demonstrate it in practice!
