Technical Specification & Scope of Work
Technical Specification

Fieldhouse Talent Platform
Applicant Tracking System

A purpose-built recruiting and onboarding platform engineered for NanoTech Materials — covering the full candidate lifecycle from job requisition through Day 1 and beyond.

Prepared For
NanoTech Materials, Inc.
Prepared By
Fieldhouse, an ELTEK Holdings Company
Document Type
Platform Technical Specification
Date
April 2026
01
Platform Overview
What the Fieldhouse Talent Platform does and why it was built for NanoTech
6
Recruiting Stages
4
Onboarding Stages
360°
Candidate View
6
Core Modules
∞
Active Requisitions
⚙
Built Around NanoTech's Workflow
This platform is not a generic off-the-shelf ATS. Every module, stage, workflow, and data field has been designed specifically around NanoTech Materials' recruiting and onboarding process — including Insperity PEO integration, ClearStar background and drug screen tracking, Fieldhouse placement coordination, and NanoTech's specific team ownership structure.
Platform Summary
Platform NameFieldhouse Talent Platform — NanoTech Materials ATS
AccessWeb-based, accessible from any modern browser on desktop or mobile — no installation required
User ModelMulti-user with role-based access; Recruiters, Hiring Managers, Onboarding Coordinators, and Admins each see appropriate views
Data PersistenceAll candidate records, documents, comments, and activity logs are retained indefinitely
Candidate CapacityUnlimited active candidates and requisitions
Document StorageCentralized document repository with folder structure — Job Descriptions, Offer Letters, Onboarding Packets, Background Reports, Resumes, and Invoices
SecurityHTTPS, encrypted data at rest, secure session management
SupportDedicated support from Fieldhouse for configuration, onboarding, and platform updates
02
Platform Modules
Six integrated modules covering every phase of the talent lifecycle
📋
Job Requisitions
Create, manage, and track every open role
›
5-step requisition builder: Position Details, Team & Ownership, Compensation, Job Content, Review & Post
Auto-generated job codes (e.g. NT-FIN-2026-001) assigned on creation
Attach Hiring Manager, Recruiter, HR Business Partner, Approvers, and Interview Panel per requisition
Upload a job description PDF and have all fields auto-extracted — title, department, location, compensation, requirements, and skills
Compensation structure: salary range (min/mid/max), pay grade, bonus, commission, benefits eligibility
Interview plan builder — define exactly which stages apply to each role
Filled roles show placement details, start dates, and invoice numbers for historical reference
Each requisition has a dedicated detail page showing all specs alongside the live candidate pipeline for that role
⏬
Recruiting Pipeline
New Application through Offer Accepted — visual Kanban and ranked list views
›
Kanban board view — candidates displayed as cards across all recruiting stages
Drag-and-drop stage movement — grab any candidate card and drop it into a new stage; timestamp recorded automatically
List view with AI-powered stack ranking — every candidate on a requisition is scored and ranked 1 through N
Stage timestamp visible on every card — "Since Apr 12" shows how long a candidate has been in the current stage
Role filter — narrow the view to any single requisition with one click
At-risk flags — manual or triggered risk indicators visible directly on kanban cards
New application intake via careers page — resumes submitted through the job posting page land directly in New Application with all contact info pre-extracted
👥
Candidate Profiles
Complete 360° view of every candidate
›
Tabbed profile: Overview, Resume, Tasks, Interviews, Touchpoints, Activity, Onboarding Checklist, KPI Timeline, Internal Comments
AI Match Score — each candidate is scored against their target role and displayed on every card and profile
Editable contact and employment fields — click the pencil icon on any field to edit in-line
Resume viewer — full resume displayed directly in the profile with download option
Interview log — add interviews with date, time, type, interviewer, star rating, and full notes; unlimited interviews per candidate
Email compose — send templated or custom emails directly from the profile; all sent emails logged automatically to Touchpoints and Activity
Internal Comments — team members leave notes, @mention colleagues, and collaborate without leaving the platform
Stage progress bar and advance button — one click to move a candidate to the next stage with full activity logging
✓
Onboarding Pipeline
Pre-Employment through Day 1 Complete — with KPI tracking
›
Separate onboarding pipeline with four stages: Pre-Employment, Cleared to Start, Pre-Start Logistics, Day 1 Complete
NanoTech-specific onboarding checklist — 12 items with assigned owners (Jeni Beecher, IT Team, Hiring Manager) and completion tracking
Pre-employment tracking — background check status, drug screen status, equipment order, workspace assignment
KPI Timeline — full milestone timeline per placement with calculated metrics: Days Search to Start, Days Offer to Day 1, Days to Clear Pre-Employment
Blocker alerts — flag any onboarding blocker and it surfaces immediately on the candidate card and the dashboard
Placement invoice tracking — each filled role references the Fieldhouse invoice number for easy billing reconciliation
📄
Document Repository
Centralized storage for all recruiting and onboarding documents
›
Six pre-built folders: Job Descriptions, Offer Letters, Onboarding Packets, Background & Screening, Resumes, Invoices
Every document tagged with candidate name, document type, date, added-by, and status (Signed, Cleared, Pending, etc.)
Upload and download controls per document — supports PDF, DOCX, XLSX
In-platform search across all documents
Pre-populated with NanoTech's existing placement documentation, JDs, and ClearStar reports
📊
Dashboard & Reporting
Real-time operational visibility across all recruiting activity
›
Live dashboard with six clickable stat cards: Active Candidates, At Risk, Starting Soon, Overdue Tasks, In Recruiting, In Onboarding
Open Requisitions panel — first visible module on the dashboard, showing all active roles with top candidate preview
Operational alerts — surface blockers, overdue tasks, and at-risk candidates with one-click dismissal
Upcoming Starts — all candidates with confirmed start dates visible with countdown in days
Reports page — candidate stage distribution charts, AI score comparison across all active candidates, task completion metrics
Recruiting and onboarding pipelines shown side-by-side with stage-level breakdowns
03
Hiring Pipeline Architecture
Two connected pipelines — 6 recruiting stages and 4 onboarding stages — covering the full candidate journey
Recruiting Pipeline
6 stages
Stage 1
New Application
Stage 2
Under Review
Stage 3
Interview Scheduled
Stage 4
Create Offer / Approval
Stage 5
Offer Extended
Stage 6
Offer Accepted
Offer Accepted → Onboarding Initiated → Pre-Employment
Onboarding Pipeline
4 stages
Stage 7
Pre-Employment
Background & drug screen
Stage 8
Cleared to Start
All checks cleared
Stage 9
Pre-Start Logistics
Equipment & access ready
Stage 10
Day 1 Complete
Placement closed
Stage Definitions
StagePhaseTrigger & Definition
New ApplicationRecruitingCandidate has submitted via the careers page or been manually added. Contact info extracted, tasks auto-assigned to recruiter.
Under ReviewRecruitingRecruiter has reviewed the resume and is evaluating fit. AI score visible and stack ranking active in list view.
Interview ScheduledRecruitingAt least one interview has been confirmed. Interview log active — date, time, type, interviewer, notes, and rating all captured.
Create Offer / ApprovalRecruitingInterview complete. Internal compensation review, offer letter drafting, and approval routing in progress before extending to candidate.
Offer ExtendedRecruitingFormal offer has been sent to the candidate. Awaiting candidate response.
Offer AcceptedRecruitingCandidate has verbally or formally accepted. Onboarding initiation triggered.
Pre-EmploymentOnboardingBackground check and drug screen initiated through ClearStar. PEO submission to Insperity in progress. Welcome email sent.
Cleared to StartOnboardingAll pre-employment checks have cleared. Equipment ordered, workspace assigned, system access being provisioned.
Pre-Start LogisticsOnboardingDay 1 instructions sent. IT setup complete. All logistics confirmed. Candidate is ready to begin.
Day 1 CompleteOnboardingCandidate has started. All onboarding checklist items marked complete. KPI metrics calculated and recorded. File closed.
04
Feature Selection
All features listed below are included in the NanoTech Materials platform
🤖
AI Candidate Scoring
Every candidate is automatically scored against their target requisition and stack ranked. Scores are visible on kanban cards, list view, and the candidate profile.
📄
Resume Parsing
Upload a resume and contact information — name, email, phone, title, location — is automatically extracted and pre-filled into the candidate record. No manual entry required.
☷
Kanban + List Views
Switch between a visual kanban board and a ranked list view on every pipeline page. Drag-and-drop in kanban. Stack ranking with medals in list view.
📋
Requisition Builder
5-step guided job requisition wizard. Upload a JD and every field auto-fills. Auto-generated job codes. Assign hiring manager, recruiter, approvers, and interview plan per req.
📅
Interview Logging
Log every interview with date, time, type, interviewer, 5-star rating, and full notes. Multiple interviews per candidate. Add interviews at any pipeline stage.
💬
Internal Comments
Leave internal notes on any candidate profile. @mention team members directly in comments. Full threaded comment history with timestamps and author attribution.
📧
Email Templates
6 pre-built templates: Welcome, Interview Invitation, Offer Follow-Up, Status Check, Keep-Warm, and Day 1 Instructions. Variables auto-fill from the candidate record.
✓
Onboarding Checklist
12-item NanoTech-specific onboarding checklist per candidate. Owners assigned per item (Jeni Beecher, IT Team, Hiring Manager). Progress bar and completion percentage.
📈
KPI Timeline
Full milestone timeline per placement. Calculated metrics: Days Search to Start, Days Offer to Day 1, Days to Clear Pre-Employment. Visible per candidate and per placement.
📁
Document Repository
Centralized storage with 6 pre-built folders. Documents tagged with candidate, type, date, and status. Upload and download controls. Pre-populated with existing NanoTech documents.
🌐
Careers Page Widget
Embeddable job posting widget for the NanoTech website or Wix page. Candidates upload their resume, contact info is extracted, and they land directly in the ATS pipeline on submit.
📊
Live Dashboard
Real-time dashboard with clickable stat cards, open requisitions panel, candidate pipeline overview, at-risk alerts, overdue tasks, and upcoming start date tracker.
🔒
Role-Based Access
Define exactly what each user type can see and do. Hiring managers see only their candidates. Recruiters manage the full pipeline. Admins control platform configuration.
📝
Offer Letter Generation
Generate branded offer letters directly from the platform using candidate and requisition data. Route for approval, send for e-signature, and file to the document repository automatically.
🔎
Advanced Analytics
Expanded reporting suite: time-to-fill by role and department, source effectiveness, hiring manager accountability scores, pipeline conversion rates, and cost-per-hire tracking.
📅
Calendar Integration
Connect Google Calendar or Outlook. Interview scheduling links sent directly from the platform. Confirmed interviews appear on the interviewer's calendar automatically.
📱
Mobile Access
Full platform functionality available on mobile and tablet browsers. Recruiters and hiring managers can review candidates, leave comments, and advance stages from anywhere.
🔗
HRIS / Payroll Integration
Direct integration with Insperity PEO and QuickBooks for seamless data transfer at point of hire. Eliminates duplicate data entry across systems at the offer acceptance stage.
05
Integrations & Ecosystem
Systems the platform connects to and exchanges data with
◑
Insperity PEO
HR / PEO System
🔍
ClearStar
Background & Drug Screening
💰
QuickBooks Online
Finance / Invoicing
🌐
NanoTech Website / Wix
Careers Page Widget
📧
Gmail / Outlook
Email
📅
Google Calendar
Scheduling
📊
Fieldhouse
Recruiting Partner
📄
E-Signature
Offer & Document Signing
Integration Detail
SystemIntegration TypeData Exchanged
Insperity PEOActiveNew hire data submitted at Offer Accepted stage. PEO submission tracked and logged in onboarding timeline.
ClearStarActiveBackground check and drug screen initiation, status updates, and clearance confirmations tracked in candidate profile and onboarding checklist.
NanoTech Careers PageActiveCandidate submits resume on job posting page → contact info extracted → record created in New Application stage with activity log entry.
QuickBooks / InvoicingReferencePlacement invoice numbers referenced on each filled requisition and in the document repository.
Gmail / OutlookPlannedTwo-way email sync. Emails sent from platform appear in the user's email client and vice versa.
Google CalendarPlannedInterview events created from the platform appear on interviewer and candidate calendars with confirmation links.
06
Implementation & Go-Live
What happens between signature and your first Day 1 through the platform
📝
Step 1
Platform Setup & Configuration
Platform initialized with NanoTech-specific data: team members, roles, existing candidates, document library, email templates, and onboarding checklist. All historical placement data loaded.
👥
Step 2
Team Onboarding & Training
Walkthrough session covering all modules — requisitions, pipeline, candidate profiles, onboarding checklist, document management, and dashboard navigation. Recorded for ongoing reference.
🌐
Step 3
Website Integration
Application widget installed directly on NanoTech's website. Candidates who apply are routed end-to-end into the ATS pipeline automatically. No manual intake required.
📈
Step 4
Validation & Testing
Full end-to-end testing across all workflows. Edge cases, data issues, or configuration adjustments addressed before full adoption. Fieldhouse provides hands-on support throughout.
🔒
Step 5
Access & Credentials
All team members receive role-appropriate access credentials. Permissions configured per user type. Platform URL and login distributed to the NanoTech team.
🎉
Step 6
Platform Live
All candidates and requisitions managed through the platform. Every application, pipeline movement, interview, and onboarding milestone tracked in one place.
07
Pricing & Investment
Platform access, setup, and ongoing support investment for NanoTech Materials
🔔
Pricing to be confirmed
The investment structure below reflects the planned tier options for NanoTech Materials. Final pricing will be confirmed and inserted prior to agreement execution. All figures currently shown as TBD.
NanoTech Materials
Fieldhouse Talent Platform
$ 0  / month
Full-access subscription — all modules and features included
Final investment to be confirmed. Placeholder only.
  • Unlimited active requisitions
  • Full recruiting pipeline (6 stages)
  • Full onboarding pipeline (4 stages)
  • AI candidate scoring & ranking
  • Resume parsing & auto-fill
  • Kanban + list views, drag & drop
  • Complete candidate profiles
  • Interview logging & notes
  • Internal comments & @mentions
  • Email templates & compose
  • Onboarding checklist & KPI metrics
  • Document repository (6 folders)
  • Live operational dashboard
  • Careers page application widget
  • Requisition builder with JD upload
  • Reports & analytics
  • Fieldhouse support & updates
One-Time & Additional Fees
ItemAmountNotes
Platform Setup & Configuration$0Initial data load, team setup, requisition configuration, careers page integration — TBD
Training & Onboarding Session$0Recorded walkthrough session for the full NanoTech team — TBD
Per-Placement Fee (if applicable)$0Retained per active recruiting search — TBD based on role level
Additional Users (beyond base)$0Per user/month beyond included user count — TBD
Custom Integration Development$0Any custom API integrations beyond standard connectors — TBD