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# What a complete HR system should cover
- URL: https://blog.jestor.com/hr-system-recruiting-to-reimbursements/
- Published: 2026-09-16T18:49:27.000Z
- Updated: 2026-09-16T18:49:27.000Z
- Author: Bruno Bannach

A complete **HR system for companies** goes beyond hiring: it covers recruiting, the employee registry, vacation, reimbursements and internal surveys in the same environment. In **Jestor**, a ready made template brings all of these together and can be edited without code.

## Why HR ends up with the most spreadsheets

HR touches every person in the company and almost none of its processes look alike. Recruiting is a funnel, vacation is a calendar, reimbursement is an approval and surveys are data collection.

Because no single tool covers all four, each one ends up in its own file, and the employee record gets retyped into every one of them.

What fragmentation costs:

- Candidates tracked in a spreadsheet separate from the employee registry
- Applications arriving by email with no standard format
- Vacation requests approved in chat with no record
- Reimbursements chased through messages
- No single view of a person's history in the company

## What each area needs

| Area           | What it handles                  | Key element                         |
| -------------- | -------------------------------- | ----------------------------------- |
| Job openings   | Role, department and description | Open or closed status               |
| Applications   | Candidate data capture           | Public form listing only open roles |
| Screening      | Candidates moving through stages | Kanban view of the funnel           |
| Employees      | The people registry              | Single record reused everywhere     |
| Vacation       | Requests and scheduling          | Approval with a record              |
| Reimbursements | Expense claims from staff        | Attachment plus approval flow       |

## Step by step for the recruiting flow

1. **Create the job opening**, selecting department, role and a description of responsibilities.
2. **Set the status to open**, since the public form only lists open positions.
3. **Share the public form link** with candidates, capturing their base data and profile links.
4. **Follow applications in the screening board**, moving candidates between stages.
5. **Open a candidate record** to review details and attachments before deciding.
6. **Convert the hire into an employee record**, which then feeds vacation and reimbursement flows.

## Why one environment matters for HR

- **No closed role applications:** the form filters positions by status automatically
- **Two ways to follow candidates:** a recruiting view and a screening board
- **Reusable person record:** the same registry serves every HR process
- **Editable fields:** add whatever your process requires to the application form

## Frequently Asked Questions

### Can a candidate apply to a position that is already closed?

No. The public form only displays openings with an open status. See [jestor.com](https://www.jestor.com/?ref=blog.jestor.com).

### Can I add extra fields to the application form?

Yes. The base fields can be extended with whatever your process requires.

### Does the same template cover vacation and reimbursements?

Yes. Recruiting, employees, vacation, reimbursements and surveys sit in the same template.

## Video Tutorial: Step by Step

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way, all without code and powered by **AI**. Discover Jestor at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.