Workforce visibility across 1,300+ employees , one system of record
A state government manages the employee lifecycle across more than 1,300 employees in a single Airtable base. HR and Talent Acquisition replaced manual CSV exports, recycled position numbers, and single-person Excel dependencies with one system that tracks vacancies, candidate pipelines, leave, telework approvals, and separations, bridging the gaps left by legacy applicant tracking and HRIS systems.
The problem
Legacy applicant tracking and HRIS systems left real gaps in day-to-day workforce visibility. HR staff pulled manual CSV exports just to see basic candidate and position data, and recycled position numbers skewed time-to-fill metrics because the same number could represent entirely different roles over time.
Several critical processes depended on a single person's Excel file, which meant institutional knowledge and live data both sat in one point of failure. Communication with candidates was inconsistent, and offboarding was fragmented across teams with no single handoff point.
What they built
HR built a shared Airtable base that tracks vacancy and candidate pipelines, FMLA leave management, telework application approvals, employee separation and exit surveys, and compensation equity calculations, all linked to a single employee directory and org chart.
The base pulls in data that previously required manual exports from legacy systems, keeps position records distinct instead of recycling numbers, and gives HR a shared, auditable structure that does not depend on any one person's spreadsheet.
The outcome
HR now has real-time workforce visibility and accurate time-to-fill metrics instead of numbers skewed by recycled position IDs. Compliance notifications for leave and telework are automated rather than tracked by memory.
Cross-departmental handoffs during onboarding and offboarding are streamlined, the candidate experience improved with more consistent communication, and reporting to leadership is faster because the data lives in one place instead of scattered exports.
Inside the solution
HR Employee Directory and Org Chart Management
Human Resources & Talent
- Vacancy and candidate pipeline tracking
- FMLA leave management
- Telework application approvals
- Employee separation and exit surveys
- Compensation equity calculations
- Gaps in legacy applicant tracking and HRIS systems
- Manual time-to-fill tracking
- Inconsistent communication with candidates
- Fragmented offboarding processes
- Manual CSV exports from legacy HRIS
- Recycled position numbers skewing metrics
- Single-person Excel dependencies
- Improved candidate experience
- Automated compliance notifications
- Streamlined cross-departmental handoffs
- Faster reporting to leadership
- Real-time workforce visibility
- Accurate time-to-fill metrics
- Human Resources
- Legacy applicant tracking system
- Legacy HRIS
- Excel
HR employee directory and org chart management
Run the full employee lifecycle (vacancies and candidate pipelines, FMLA leave, telework approvals, separations and exit surveys, and compensation equity) from one directory and org chart where every position keeps a distinct, never-recycled number so time-to-fill stays accurate. Automations acknowledge every candidate instantly, flip an employee to On Leave the moment FMLA is approved, and email leadership a Monday vacancy digest, while Airtable AI drafts candidate updates and distills recruiter handoffs and exit-survey themes.
From scattered exports to one workforce system of record
Copy the templates
Link the lifecycle tables
Replace the manual exports
FAQ
Frequently asked questions
Each position is its own linked record in the directory rather than a reused identifier, so historical vacancies and current ones do not collide and time-to-fill metrics stay accurate.
Workforce data now lives directly in the shared base, so HR staff query and report on it without pulling and reconciling exports from the legacy applicant tracking and HRIS systems.
FMLA leave management and telework application approvals are tracked as linked records tied to each employee, with automated compliance notifications instead of manual tracking.
The workflows that depended on one person's spreadsheet moved into the shared base, so the data and the process both survive staff turnover.
No. The directory and lifecycle tracking run on linked records and automations. AI use elsewhere in HR, such as summarizing recruiter handoff notes, is still gated by policy review.