Apex ATS is applicant tracking software from Caspian Solutions that parses resumes, scores applicants, runs a six-stage pipeline and lets recruiters text and email applicants from one record. Plans start at $99 a month for 3 open roles with unlimited users, and there is a 14-day free trial with no credit card.
Product
8 questions
- What is Apex ATS?
- Apex ATS is applicant tracking software from Caspian Solutions for teams that hire in volume. It parses resumes, scores every applicant against the job, moves candidates through a six-stage pipeline, and lets you text or email applicants from the same record. It also publishes a hosted careers page and an XML feed for Indeed and ZipRecruiter.
- 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?
- Yes. Every workspace gets a hosted careers page at ats.apexsales.ai/careers/your-company with your logo, brand color and open roles. Each job has its own page with Google for Jobs structured data and an apply form that collects a resume, answers and SMS consent.
- 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?
- Yes. Recruiters set weekly availability, then send a self-scheduling link by text or email. The applicant picks a slot, the interview lands on the pipeline and the record moves to the Interview stage automatically. Reminders go out before the interview.
- What analytics are included?
- Time-to-fill, time-to-hire, a stage-by-stage funnel, and source effectiveness (which board or link produced applicants, interviews and hires). Definitions are documented in the support center so your numbers match what your leadership expects.
- 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?
- Yes, on the Growth and Enterprise plans. Turn on SMS in Settings, connect a Twilio number, and you can send texts from any applicant record. Replies arrive in a shared inbox and on the applicant's timeline, so anyone on the team can pick up the thread.
- How do applicants consent to SMS?
- The careers page apply form includes an SMS consent checkbox that describes the program, message frequency and how to opt out. The timestamp of that consent is stored on the applicant record. You should only text applicants who ticked the box or otherwise gave you written permission.
- What happens when someone replies STOP?
- The applicant is marked opted out immediately and Apex will refuse to send further texts to that number until they reply START. The opt-out is recorded on the record with a timestamp. STOP, STOPALL, UNSUBSCRIBE, CANCEL, END and QUIT are all honored.
- What are quiet hours?
- A window, 8 pm to 8 am in your workspace timezone by default, during which Apex will not send SMS. Messages you try to send inside the window are held with a warning so you can send them in the morning. You can change the window in Settings.
- 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?
- Yes. From a job's pipeline, select a stage, pick a template and send to everyone in it. Opted-out applicants and people without a phone number are skipped automatically, and each message still appears on the individual record.
- Does email work without SMS?
- Yes. Email messaging is on every plan, including Starter. It sends through our Resend account by default, or your own Resend account if you connect one so that mail comes from your domain.
Pricing
5 questions
- How much does Apex ATS cost?
- Starter is $99 a month for 3 open roles. Growth is $249 a month for 15 open roles and adds two-way SMS, templates, bulk messaging and self-scheduling. Enterprise is custom priced for unlimited roles, SSO and integrations. Every plan includes unlimited users.
- Do you charge per user or per seat?
- No. Pricing follows the number of roles you are actively hiring for. Add every recruiter, hiring manager and interviewer at no extra cost.
- 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?
- Monthly plans have no contract and cancel any time from Settings. There is no setup fee to use the product. Guided Setup is an optional $855 implementation package for teams that want a specialist to configure the workspace with them.
- Are SMS messages billed separately?
- SMS is sent through your own Twilio account, so carrier charges are billed by Twilio at their rates (typically under a cent per segment in the US). Apex does not mark up messages.
Security
5 questions
- Who owns the data in my workspace?
- You do. Your organization is the data controller for applicant records and Caspian Solutions processes them on your instructions. You can export jobs, applicants, notes and messages at any time, and ask us to delete the workspace when you leave.
- How is data separated between customers?
- Every table carries an organization ID and Postgres Row Level Security policies ensure a signed-in user can only read or write rows that belong to their organization. Public careers pages read through views that expose only published jobs.
- Is data encrypted?
- Yes. All traffic uses TLS 1.2 or higher, and data is encrypted at rest by our database and storage provider (Supabase, on AWS). Resume files live in a private bucket and are served through short-lived signed links.
- Which subprocessors do you use?
- Supabase (database, auth and file storage), Cloudflare (hosting and CDN), Twilio (SMS) and Resend (email). The full list, with what each one does, is on the security page and in the DPA.
- How do I report a security issue?
- Email management@apexsales.ai with the details. We acknowledge reports within two business days and do not pursue researchers who act in good faith.
Trial
4 questions
- How does the free trial work?
- Sign up at ats.apexsales.ai/signup, name your workspace and you are in. The trial lasts 14 days, includes unlimited users and every Growth feature, and needs no credit card. Load sample data to explore, or post a real job right away.
- Does SMS work during the trial?
- SMS runs in simulated mode until you connect a Twilio number: messages are written to the applicant record and the inbox with a Simulated status so you can see the whole flow without sending real texts. Connect Twilio in Settings to send for real.
- What happens when the trial ends?
- Your data stays put. Pick a plan from Settings to keep going. If you do nothing, the workspace becomes read-only and we delete it 60 days later unless you ask us to keep it.
- Can I import candidates from my old system?
- Yes. Import applicants and jobs from a CSV export at any time, including during the trial. Enterprise customers and Rollout private label partners get assisted migration.
Did not find it?
The support center has step-by-step guides, and the contact page reaches a person.
See it live
Fifteen minutes, your own job post.
We load one of your open roles into Apex on the call, run a real resume through the parser and text a test applicant. No slides.