Apex ATS is applicant tracking software from Caspian Solutions for managing jobs, applications, candidate records and recruiting workflows. Provider-dependent actions must be authorized, configured and tested before live use. Contact the Apex team for pilot access.
Product
8 questions
- What is Apex ATS?
- Apex ATS is applicant tracking software from Caspian Solutions for managing job openings, applications, candidate records and recruiting stages. Careers pages can be configured for a workspace; external board feeds, messaging and other provider actions require separate account setup and verification.
- How does candidate scoring work?
- Each job has must-have keywords, nice-to-have keywords and optional knockout questions. Apex reads the resume text and application answers, matches keywords, and produces a score from 0 to 100. Must-haves carry 70 percent of the weight, nice-to-haves 30 percent, and a failed knockout question caps the score at 20 so the applicant sinks to the bottom without being deleted.
- What pipeline stages are there?
- Applied, Screening, Interview, Offer, Hired and Rejected. Every stage change is logged on the applicant's activity feed with who made it and when, which is what powers time-to-hire and funnel reporting.
- Do I get a careers page?
- A hosted careers page can be configured for a workspace. The owner should verify the page URL, brand, application form, resume upload and indexing behavior before sharing it with applicants.
- Which file types does the resume parser accept?
- PDF and Word (.docx) files, plus pasted text. The text is extracted in the applicant's browser before upload, then contact details, skills, education and work history are pulled into structured fields on the record. The original file is kept alongside.
- Can candidates book their own interviews?
- Recruiters can create interview availability and share booking links. Verify a booking in the workspace before using it; calendar synchronization and reminder delivery require separate provider configuration.
- What analytics are included?
- Apex records recruiting activity and candidate stages. Reports depend on the completeness and source of data recorded in the workspace; verify metric definitions before relying on them for decisions.
- Can my team leave notes and scorecards?
- Yes. Any team member can leave a note on an applicant, and interviewers can fill a simple scorecard with a 1 to 5 rating. Notes are visible to everyone in the workspace with access to the record.
Messaging
7 questions
- Can I text applicants from Apex ATS?
- Live SMS requires an authorized business-owned sender, provider configuration, required consent and a successful delivery test. Inbound replies require a separately configured and tested webhook route. The public inbox preview is simulated.
- How do applicants consent to SMS?
- The careers-page application form offers an SMS consent checkbox and stores the applicant's selection with the application. Only text applicants with the required recorded permission; do not infer consent from a job-board source or an imported record.
- What happens when someone replies STOP?
- A recognized opt-out blocks further SMS. A later START request is retained for review and does not automatically restore consent. Verify inbound handling for the workspace before using SMS.
- What are quiet hours?
- A configured quiet-hours window can block an SMS send. A blocked message is not automatically queued for the morning; review the result and send again only when appropriate.
- What are merge fields?
- Placeholders in a template that fill in at send time, for example {{first_name}}, {{job_title}}, {{company}}, {{schedule_link}} and {{interview_time}}. They work in both SMS and email templates.
- Can I message a whole pipeline stage at once?
- Bulk messaging should remain disabled until the provider connection, consent and opt-out behavior, recipient preview and delivery receipts have been verified for the workspace.
- Does email work without SMS?
- Email delivery requires an authorized sending provider and verified domain. Inbound replies require configured routing. Confirm both with a controlled test before using email for live recruiting.
Pricing
5 questions
- How much does Apex ATS cost?
- Current pilot pricing and workspace limits are confirmed directly with the Apex team. The public self-service plans are not available until their terms and provider entitlements are verified.
- Do you charge per user or per seat?
- Workspace access and any user or role limits are confirmed in the written pilot or subscription terms for your organization.
- What counts as an open role?
- A job whose status is Open and which is accepting applications. Drafts, paused and closed jobs do not count. You can close and reopen jobs at any time.
- Is there a contract or setup fee?
- Pilot and subscription terms are provided in writing before a workspace is activated. Setup scope and fees are confirmed with the quote.
- Are SMS messages billed separately?
- Live SMS requires an authorized sender, provider configuration, consent and delivery verification. Any provider charges and billing terms are confirmed during setup.
Security
5 questions
- Who owns the data in my workspace?
- The applicable employer controls its applicant records. Export, retention and deletion availability and timing are confirmed in the written pilot or data-processing terms; contact the workspace owner or Apex administrator for a scoped request.
- How is data separated between customers?
- The application is designed around employer-scoped records and role checks. Confirm the current production schema, policies and access boundaries before entering live applicant data.
- Is data encrypted?
- Database and file storage are provided by Supabase. Encryption and storage settings must be checked on the active deployment; résumé access uses short-lived signed links where the feature is enabled.
- Which subprocessors do you use?
- Supabase and Cloudflare support hosting and storage. Twilio, Resend and Zoho Recruit receive data only when the corresponding provider action is authorized and enabled. Confirm the active provider list in the applicable written terms.
- How do I report a security issue?
- Email [email protected] with the details. Do not access another employer's data or disrupt the service; we will review the report and follow up.
Trial
4 questions
- How do I get pilot access?
- Pilot access is arranged with the Apex team. Workspace provisioning, user access and provider setup are confirmed before live recruiting starts.
- Can I test SMS?
- Messages in the public interactive preview are simulated. A live workspace cannot send SMS until an authorized provider and sender are configured and verified.
- How long is pilot data retained?
- Workspace retention and export terms are confirmed in the written pilot or subscription agreement.
- Can I import candidates from my old system?
- Migration scope depends on the source data and target workspace. We review a sample export and confirm the mapping before importing records.
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A focused walkthrough, your recruiting workflow.
Review jobs, applications and candidate workflows with controlled records. Provider-dependent actions are shown only after authorization and verification.