Recruitment automation helps streamline your hiring process by automatically triggering actions and notifications based on predefined events. These automations ensure critical steps aren't missed and reduce manual, repetitive tasks - saving your team time and effort.
Set Up Automations for a Specific Position
To access the automation settings:
Go to the Positions page.
Click the three dots next to the position you want to add automations.
Select Edit recruitment automation.
Copy Automation Settings from a Job Template
Navigate to the Positions page.
Use the filter to search for “Template” positions.
Click the three dots on therelevant job template.
Select Edit recruitment automation.
Configure Your Automation Rules
Once you're on the automation page:
Select a step or outcome from the left side of the screen.
Click Add automation.
3. Configure the following components:
1. Trigger (Required)
Defines when the automation should activate.
Application is moved to this step: Runs when a candidate enters the step.
Scheduled trigger:
Daily: Runs daily at a selected time.
Weekly: Runs on a selected day and time.
Monthly: Runs on a selected date and time.
2. Conditions (Optional)
Narrow the automation criteria. Common condition options:
Evaluation – Positive/Negative: one or more of the job collaborators has given this application a positive/negative evaluation on specific evaluation point.
Feedback Sent: True/false that the applicant has received feedback
Preferred Language: Applicant has selected their preferred language
Status: A certain status has been set for the applicant
Outcome: The application has an outcome
Form Filled: The applicant has filled in a form
Candidate Updated Application: True/false
Wants Feedback: True/false
My Role in the Job: When the candidate is moved to this step and my role in the job is as specified in this step, then an action happens.
Talent Community Member: True/false
Missing Information (e.g., email or consent): Candidate has not filled in essential information true/false (If true, determine type of information: email or consent)
Scheduled triggers offer additional conditions like:
Application has specific answer: this will do an action to all applications with the set specific answer
Recruitment flow rule Overdue has passed: will do actions if candidate(s) has passed the step’s deadline. Step deadlines are set from recruitment flows.
Recruitment flow rule Delayed has passed: will alert if candidate(s) have stayed on the step longer than the target lead time. Step delays are set from recruitment flows.
3. Action (Required)
Choose what happens when conditions are met:
Send email to collaborators
Add tag to application
Change recruitment flow step
Once added, automation icons appear next to steps/outcomes. You can manage or edit automations via these icons.
Example: Notify Hiring Manager When Form is Completed
Scenario: Anna, a hiring manager, wants to be alerted when a candidate fills out an additional information form after receiving an offer.
Solution:
In the Offer step, Anna adds an automation with:
Trigger: Application is in this step
Condition: Form filled = true
Action: Send email notification to Anna and collaborators
Optionally, if all criteria for hiring are met, Anna can add an additional action to move the candidate to 'Hired' status.
Common Use Cases
Notify recruiter when an application is delayed or overdue.
Alert team or applicant when essential information (e.g., consent) is missing.
Add a tag if an applicant requests feedback.
Notify collaborators when new applicants enter a critical step.
Additional Tips
You can set multiple automations per step.
Icons next to recruitment steps help track and manage existing automations.
Use job templates to replicate effective automation setups across positions.