Recruitment automation helps streamline your hiring process by automatically triggering actions and notifications based on predefined events. These automations ensure critical steps are not missed and reduce manual, repetitive tasks, saving your team time and effort.
Set Up Automations for a Specific Position
You can set up automations directly within the recruitment flow for each position.
Navigate to the Positions page.
Select Edit position.
In the position edit view, navigate to the Recruitment flow and automations section.
Locate the specific step in the recruitment flow where you want to add an automation.
Click + Add automation under that step.
Copy Automation Settings from a Job Template
To ensure consistency, you can leverage automation settings from existing job templates, or copy and old position that has the automations set correctly.
Navigate to the Positions page.
Use the filter to search for "Template" positions.
Select Edit template.
Go to the Recruitment flow and automations section.
You will see the automations configured for that template. You can copy these settings or adjust them as needed before saving the template or applying them to a new position.
Configure Your Automation Rules
Once you are in the recruitment flow and automation tab for a position, you can configure your rules.
Select which step or outcome in the recruitment flow you want to add the automation.
Click + Add automation.
Select action from automation, that defines what happens when the trigger and conditions are met. Currently available:
Add a tag: Assigns a specific tag to the applicant's profile.
Message applicant: Sends an email or message to the applicant.
Message collaborators: Sends an email or notification to internal team members.
Move to step: Automatically moves the applicant to a different step in the recruitment flow.
4. Configure the following components:
1. Trigger (Required)
This defines when the automation should activate.
Application moved to this step: The automation runs when an applicant enters this specific recruitment flow step.
Scheduled trigger: This allows you to set up automations that run at a specific time. Action will happen once per applicant at a specific time:
Daily: Runs every day at a selected time.
Weekly: Runs on a selected day of the week and time.
Monthly: Runs on a selected date of the month and time.
2. Conditions (Optional)
These criteria help narrow down which applicants the automation should apply to.
ℹ️ For multi-option selection, condition will work if any of the selected options match.
Application form answers: These are specific to the company's application form questions. Applies the action to all applicants who provided a specific answer to a question.
Feedback sent: Yes/No, if rejection feedback message has been sent to the applicant.
Application language: Checks the applicant's selected preferred language.
Evaluation: Checks the overall step impression for that step. Executed when first evaluator gives the evaluation and submits it for the step.
Status: Checks if a specific status has been set for the applicant.
Step: Checks if a specific recruitment step has been set for the applicant.
Outcome: Checks if the application has a specific outcome assigned.
Form filled: Yes/No, if the applicant has completed a specific form.
Candidate updated application: Yes/No, if the applicant has updated their application.
Video answers: Yes/No.
Video application answers: Yes/No.
My role in the job: The automation triggers if the applicant is moved to this step and your role in the job matches the specified role.
Talent Community member: Yes/No, if the applicant is part of a Talent Community.
Missing information: Yes/No, if the applicant has not filled in essential information (e.g., email or consent). You can specify the type of missing information.
Scheduled triggers offer additional specific conditions:
Recruitment flow rule Overdue has passed: Triggers if an applicant has passed the deadline for a specific step in the recruitment flow.
Recruitment flow rule Delayed has passed: Triggers if an applicant has remained in a step longer than the target lead time, indicating a potential delay.
3. Action (Required)
Define the action, that happens when the trigger and conditions are met. Actions are:
1) Add a tag: Assigns a specific tag to the applicant's profile.
2) Message applicant: Sends an email to the applicant.
3) Message collaborators: Sends an email to internal team members.
4) Move to step: Automatically moves the applicant to a different step in the recruitment flow.
After adding an automation, an automation icon will appear next to the corresponding recruitment flow step. You can manage or edit these automations by clicking on the 3 dots for the position and Edit recruitment flow and automations.
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 has a specific application form answer.
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 or copy positions to replicate effective automation setups across positions.