Streamlining Hiring for a Coaching Team Inside WordPress

Careers Plugin

Toivoa Coaching needed a better way to track and manage applications for coaching positions. The original process—based on spreadsheets, email chains, and external forms—was error-prone, hard to search, and disconnected from the site itself. This plugin turned WordPress into a lightweight ATS (Applicant Tracking System) with structured fields, reusable templates, and a custom block to centralize all application data.

Vist Site

The Challenge

Toivoa’s hiring process was functional but inefficient. Submissions were reviewed across multiple platforms—Typeform, Gmail, spreadsheets—making it easy for context to get lost. There was no unified system for recording things like certification status, age group preference, or custom notes. This created friction for both applicants and staff, limiting Toivoa’s ability to scale its coaching team efficiently.

OUR SOLUTIONS

A Lightweight Career Management System Inside WordPress

Toivoa Coaching needed a system that worked like an internal hiring dashboard—but without relying on external platforms or complex integrations. The solution was a purpose-built WordPress plugin that introduces a structured “Jobs” post type, complete with custom meta fields, a native editor experience, and full compatibility with block themes and REST API integrations. Designed for scalability and simplicity, the plugin allows Toivoa’s team to manage applications in one place—right where they already work.

Defined a Custom Post Type

Added Custom Meta Fields

Added FSE Theme Support

Built a Gutenberg Sidebar UI

Integrated with REST API

Used Composer for Clean Architecture

From Disconnected Tools to a Unified Workflow

Results in Action

Toivoa’s team can now publish, annotate, and manage coaching positions directly in the WordPress editor. No more jumping between spreadsheets and inboxes. Custom meta fields ensure consistency across listings, while REST integration opens the door for future improvements. The hiring workflow is smoother, faster, and finally built for growth.

Plugin Architecture, Custom Editor Blocks, Template Integration

Services Provided

To deliver a tailored hiring solution for Toivoa Coaching, I built a custom plugin that blends structured data management with a clean, editor-native interface. The result is a fully integrated system that simplifies job listings and supports long-term scalability.

Structured CPT & post meta via PHP

I registered a custom post type (jobs) and attached structured post meta fields using modern PHP and the WordPress REST API.

Custom React block UI using Gutenberg APIs

Using Gutenberg’s block APIs and the useEntityProp() hook, I built a custom “Jobs Details” UI that allows Toivoa’s staff to enter structured data inline, without leaving the block editor.

FSE + fallback template compatibility

To support modern themes, the plugin includes Full Site Editing templates (single-career.html, archive-career.html), ensuring broad compatibility out of the box.

Project Timeline

Bringing the Plugin to Life

This plugin began as a way to bring structure and scalability to Toivoa Coaching’s hiring process. What started as a workaround for spreadsheets and email chains quickly evolved into a native WordPress solution—with a custom post type, block editor UI, and support for both modern and legacy themes. Here’s how we brought it to life, step-by-step.

Discovery & Planning

Audited Toivoa’s existing workflow to identify friction points and opportunities for automation. Outlined goals to simplify applicant tracking, standardize data, and reduce manual admin tasks

Custom Post Type + Metadata

Created a custom career post type and registered key metadata fields like certification status and application notes. All fields are REST-exposed and scoped for future filtering and integrations.

Block Editor Integration

Built a custom “Career Details” block useEntityProp() to make structured data editable directly in the editor. The UI aligns with native Gutenberg components for an intuitive staff experience.

Built for Full Site Editing

Designed exclusively for block themes using WordPress Full Site Editing. Includes custom templates like archive-career.html and single-career.html to ensure a fully native block-based experience from editor to front end.

Why I Built the Careers Plugin

Creator’s Note

I built this plugin to help Toivoa bring their job application process in-house without compromising on flexibility. Too often, teams rely on tools that don’t talk to each other—email, spreadsheets, third-party forms—and that creates extra work. This plugin offers a custom-tailored solution for the way their team works, built entirely inside WordPress using the block editor and modern PHP.

Caleb Matteis

Creator of the Toivoa Careers Plugin

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