Setting up hiring automations

Automations handle the repetitive parts of hiring for you. When a candidate reaches a pipeline stage, an automation can email them, notify a teammate, or call an external system — automatically.

Create an automation

1. Go to Automations and create a new one.

2. Choose the trigger stage — the pipeline stage that sets the automation off when a candidate is moved into it.

3. Choose an action (below).

4. Optionally set a delay so the action runs later instead of immediately.

5. Save. From now on, any candidate moved into that stage runs the automation.

You can create several automations, including more than one for the same stage.

Actions

• Email candidate — send the applicant an email with a subject and body you write. Great for application confirmations, interview invitations, or polite rejections.

• Notify a teammate — email a teammate (you provide their address, a subject, and a body) so the right person knows a candidate reached a stage.

• Send webhook — make an HTTP request (POST or GET) to a URL you choose, with a custom body. Use this to connect to Slack, a CRM, a spreadsheet, or any other tool.

Delays

Pick when the action runs after a candidate enters the stage:

• Immediately

• 5 minutes

• 30 minutes

• 1 hour

• 4 hours

• 1 day

• 3 days

A short delay is handy for things like a "thanks for applying" email that shouldn't feel instant and robotic.

Personalize with template variables

In your email subject and body — and in webhook bodies — you can drop in variables that get filled in for each candidate:

• {{candidate_name}}

• {{candidate_email}}

• {{job_title}}

• {{submission_url}}

For example:

Hi {{candidate_name}}, thanks for applying to {{job_title}}!

Webhook example

A webhook body is just text, so you can send JSON to another service:

{
  "candidateName": "{{candidate_name}}",
  "jobTitle": "{{job_title}}"
}

Tips

• Pair every terminal stage (Hired, Rejected) with an email automation so no candidate is left wondering.

• Use Notify a teammate to loop in a hiring manager the moment a strong candidate reaches the interview stage.

• Test a new automation by moving a test candidate into the stage before you rely on it.