HR automation: creating a job applicant profile with resume and photo uploads

Imagine: you posted a job opening, and in one day you received 47 responses. Some were in the email body, others were in PDF format, others were in Word format, and still others had no contact information. You spend hours searching, sorting, and duplicating... And the hot candidate has already left for a competitor.

Sound familiar? It's time to change the rules of the game.

Modern HR teams no longer check email manually. They use online forms —structured, user-friendly for candidates, and automated for recruiters. And yes, you can create such a form without a programmer , without an ATS , and for free . All you need is FormDesigner .

This article provides step-by-step instructions on how to create a professional job seeker profile in 15 minutes, including uploading your resume and photo .

Why Manual Resume Submission Is Outdated

"Send your resume to [email protected]" used to be the norm. Today, it's a signal: "We don't care how long it takes you."

Candidates want:

• Do not retype data from a completed CV.
• Attach the file once and that's it.
• Receive confirmation that your application has been sent.

And HR wants:

• See all candidates in one system.
• Compare experience, skills, contacts - without copying from emails.
• Receive notifications instantly - not after 3 hours.

An online questionnaire accomplishes both tasks, and does so better than email.

What should a modern job seeker's application form include?

Don't overload. Less is better, but more structured. The optimal set:

• Full name
• Phone and email (with validation!)
• The position for which the applicant is applying
• Work experience (can be in text or by fields: company / position / period)
• Education
• Key skills (checkboxes: "Excel", "Project Management", "English - B2")
• Upload your resume (PDF, DOC, DOCX)
• Upload a photo (if applicable: for client and representative roles)
• Consent to the processing of personal data (required!)

💡 Tip : If you're conducting a mass recruitment (for example, for a call center), add quiz questions like, "Are you willing to work shifts?" or "Do you have sales experience?" — this will immediately filter candidates.

Step 1: Create a form in FormDesigner

FormDesigner is the perfect tool for HR automation:

• Supports uploading files (resume, photo, portfolio).
• There are ready-made templates for the “Applicant Questionnaire”.
• Automatic email and phone number validation.
• Spam protection (captcha, hidden field).
• Fully mobile-friendly—candidates can even fill out forms on the subway.

How to create:

1. Go to FormDesigner .
2. Choose an HR questionnaire template or create one from scratch.
3. Add text fields: name, phone number, email, position.
4. Add a "File" field → name it "Attach your resume".
5. Add a second "File" field → name it "Photo (optional)".
6. At the bottom is a checkbox: “I agree to the processing of personal data” + a link to the policy.

Done! The form works on any device.

Step 2: Set up file upload rules

To avoid chaos:

• For resume : allow only .pdf, .doc, .docx .
• For photos : .jpg, .jpeg, .png .
• Set a size limit - for example, up to 10 MB .
• Add a hint: "PDF or Word accepted. Max size 10 MB"

⚠️ Important : In most countries , requiring a photo is optional and sometimes even discriminatory. Make it optional and only if truly necessary (for example, for a barista or PR manager role).

Step 3: Enable notifications to receive requests instantly

Form itself is good. But automation begins with integrations .

Option 1: Telegram

Connect @FormDesignerBot, and every new application will be sent to your personal message or HR chat. Example message:

 👤 New candidate for the role of "Sales Manager"!
Name: Janet Pedro  
Phone: +7 (999) 123-45-67  
Email: [email protected]  
📄 Summary: [link]  
📷 Photo: [link]

Option 2: Google Sheets

All applications in one table. Columns: name, phone number, resume link, and status. Ideal for mass hiring or startups without a CRM.

Option 3: Email

Links to files are sent directly to your email—but in a structured way, without the “here’s another email.”

All this can be configured in FormDesigner in 2 clicks – without code.

Legal aspects: how to collect data legally

Automation is no excuse to ignore the law. It's imperative:

• Check the box to consent to the processing of personal data.
• Please state the purpose: "to consider your candidacy."
• Place a link to the privacy policy from your resource.
• Do not store data longer than necessary (usually 3-6 months after opt-out).
• Do not collect your passport, TIN unless required by the your Labor Code.

✅ FormDesigner doesn't store files on its own — they're uploaded to a secure cloud, and you only receive a link.

Examples of use

• Restaurant : application form for waiters – photo required, experience in text, resume optional.
• IT company : form for developers - resume + link to GitHub (text field).
• Call center : mass reception – all data immediately in Google Sheets, filter by experience using checkboxes.
• Marketing agency : portfolio (PDF) + resume + quiz "What experience do you have in SMM?"

Common Mistakes (and How to Avoid Them)

Conclusion: Automation starts with one form

You don't need an expensive ATS system to start professional HR automation. You need a single form —structured, user-friendly, and connected to notifications.

With FormDesigner you:

• Stop rummaging through your emails looking for CVs.
• Get all candidates in one place.
• Speed up selection by 2–3 times.
• Make the process comfortable for the applicant.

👉 Try it for free :
Create your first HR application with resume and photo uploads in FormDesigner in 15 minutes. Stop losing your best candidates to spam!

Bonus: Checklist "7 Elements of the Ideal Job Applicant's Profile"

• ✅ Name and contact information
• ✅ Position
• ✅ Brief experience or skills
• ✅ Resume upload field (PDF/DOC)
• ✅ Optional photo (if appropriate)
• ✅ Consent to data processing
• ✅ Integration with Telegram or Google Sheets