Workflow Automations

Modified on Tue, 12 Aug at 9:55 AM

The Workflow Automations feature streamlines your hiring processes and saves valuable time by automating tasks at each stage of the recruitment process.

Essential tasks such as sending personalised emails, interview invites, forms, or documents and notifying staff can be added as events to specific stages (such as screened, hired, etc.) within a job workflow to execute automatically once a candidate moves into the stage.

Users can also set up additional automated actions to occur if a specific condition is met. For example, if a candidate fails to complete a form or select an interview invite, the additional options Disqualify Candidate, Move to Stage or Follow Up Reminder can be actioned.

This article will guide you through the setup and utilisation of the automations feature.

Skip to specific sections using this menu:

What is The Job Workflow?
Adding Automated Events, Conditions, & Actions
Deleting Events

What is The Job Workflow?

When creating a job, users must select a pipeline template. This template details the stages candidates must go through after applying for a role (such as Applied, Screened, Interview, and Hired). Candidates progress through these stages within the Candidates tab of a job.

In the Workflow tab of a job, the stages can be customised with automated events that are actioned for each candidate placed into the stage.

So, to recap:

What is the difference between a workflow and a pipeline template?

While a pipeline template maps out the stages you will use, a workflow details the automations and actions taken in each stage.

Adding Automated Events, Conditions, & Actions

Get started on workflow automations by adding an event. If necessary, conditions and actions can then be added to the event.

Note: Multiple conditions can be added to events with more than one condition available for use.

Navigate to the Workflow tab within a job.
Click the More Events button at the bottom of your chosen stage to see a full list of events.

In the example below, the Send Email event has been chosen. After selecting the event, the following window will appear, outlining the event flow, starting with the candidate being moved into the stage and progressing to the chosen event.

Complete the details necessary for the event (more information on each event can be found below).
Easily change to a different event using the events list on the right-hand side.
Click Add to add the event to the stage.

Some events allow users to add conditions and actions to the event. These options will appear once the event details have been added and can also be found in the tab next to the events list in the window.
Complete this information before clicking Add.

The event will now appear in the stage in the Workflow tab.

Here is a detailed look at the process for each action:

Send Email

Choose Send Email from the More Events list.
Select an email template from the dropdown menu or complete the subject and message body sections.

Optional: Click Choose an Action button underneath the event to add the Move to Stage action. Then, select the stage from the dropdown menu.

Finalise by clicking the Add button at the bottom of the window.

Send SMS

Choose Send SMS from the More Events list.
Sending an SMS follows the same process as sending an email. Find out more about SMS templates in the dedicated article.

Send Form

Choose Send Form from the More Events list.
Select a form from the dropdown menu. Information on how to create candidate forms can be found here .
Choose whether to send the form via email, SMS, or both.
Select an email/SMS template or complete the subject and message body text boxes.

Note: The email or SMS message must contain the shortcode [LINK_TO_QUESTIONNAIRE] for the candidate to access the form.

Optional: The following conditions can be added to the form event by clicking the Choose a Condition button:

Candidate Unresponsive - Select the Candidate is Unresponsive option, choose the number of days before the action takes place from the dropdown menu, and choose Disqualify Candidate from the Actions list.

You will prompted to choose a reason for rejection from the dropdown menu. Reasons for rejection can be set in the Job Settings; follow Reasons for Rejection to find out more.

Candidate Successfully Completed The Form - Choosing this condition allows you to select the Move to Stage action. Select which stage you would like the candidate to be moved into once they have completed the form.

Candidate Fails a Killer Question - This condition allows you to choose either the Disqualify Candidate or Move to Stage action.
No Action from Candidate - This condition allows you to send a follow-up reminder to the candidate. Select how often and how many times you would like to follow up with a candidate, and then choose the method in which to do so. Then, select an email or SMS template or complete the text boxes.

Click Add to finalise the Send Form action.

Send Reference Check

Choose Send Reference Checks from the More Events list.
Select the question profile and number of references required from the dropdown menus.

Optional: Choose conditions:
Candidate Has Not Provided Any References - This condition requires you to add a time limit and allows you to choose between the Disqualify Candidate and Move to Stage actions to be executed once the time limit is reached.
Reference Check Completed - This condition allows users to add the Move to Stage action to the event to move candidates once reference checks are completed.
Click Add to finalise the event.

Find out more about reference checks in the dedicated article.

Send Interview Invite

Choose Send Interview Invite from the More Events list.
Complete the interview invite fields, ensuring the [INTERVIEW_INVITE] shortcode is listed in the SMS or email message to allow candidates to select and confirm an interview slot. See the full process in the Creating an Interview Invite Automation section of this Scheduling Interviews article.

Optional: Choose conditions to execute an action after the event:
No Action From Candidate - This condition allows you to send a follow-up reminder to the candidate. Select how often and how many times you would like to follow up with a candidate, and then choose the method in which to do so. Then, select an email or SMS template or complete the text boxes.
Candidate Unresponsive - Select the Candidate is Unresponsive option, choose the number of days before the action takes place from the dropdown menu, and choose Disqualify Candidate from the Actions list. You will prompted to choose a reason for rejection from the dropdown menu. Reasons for rejection can be set in the Job Settings; follow Reasons for Rejection to find out more.
Interview Scheduled - This condition allows you to use the Move to Stage action. Select which stage the candidate should be moved to from the dropdown once they have scheduled an interview.
Click Add to finalise the event.

Notify Staff

The Notify Staff feature simplifies the process of sending emails to your colleagues when important events occur. For instance, if a candidate advances to a specific stage in the hiring process, this tool allows you to promptly inform your team members about this. It's a convenient and efficient way to keep everyone in the loop and ensure effective communication within your company.

Select Notify Staff from the More Events list.
Choose who you would like to notify (this is done by permission groups - Interviewer, Recruiter, Hiring Manager or Admin)
Select an email template or add text to the subject and body text boxes.

Note: Only email templates with 'Hiring Team' as the template type will show here.

Click Add to finalise the event.

Send Video Profile

Select Send Video Profile from the More Events list.
Choose a video profile template from the dropdown menu. Learn more about creating video profile templates by clicking the link.
Select how you would like to send the request and choose an email/SMS template or add text to the boxes.

Note: Make sure to include the [VIDEO_PROFILE-LINK] shortcode to enable candidates to access the video profile software.

Optional: Choose to add the following conditions:
Candidate Unresponsive - Select the Candidate is Unresponsive option, choose the number of days before the action takes place from the dropdown menu, and choose Disqualify Candidate from the Actions list. You will prompted to choose a reason for rejection from the dropdown menu. Reasons for rejection can be set in the Job Settings; follow Reasons for Rejection to find out more.
No Action From Candidate - This condition allows you to send a follow-up reminder to the candidate. Select how often and how many times you would like to follow up with a candidate, and then choose the method in which to do so. Then, select an email or SMS template or complete the text boxes
Video Profile Completed - This condition allows you to choose the Move to Stage action. Select a stage from the dropdown menu to move the candidate into once they have completed the video profile.
Click Add to finalise the event.

Send Document

Note: Only documents that are e-sign enabled (utilising the digital signing function) can be added as an automation, and documents can only be sent from stages in the Offer or Hire stage groups.

Choose Send Document from the More Events list.
Select a document type (offer or employment contract) and choose the document from the dropdown menu.
Next, select an email template or add text to the box.

Note: Make sure to include the [EMBED_SIGN_URL] shortcode within the email to enable candidates to access the document.

Optional: Choose to add conditions to the event:
Document Signed - Use this option to utilise the Move to Stage action once the candidate has signed the document by choosing which stage to move the candidate into from the dropdown menu.
No Action from Candidate - This condition allows you to send a follow-up reminder to the candidate. Select how often and how many times you would like to follow up with a candidate, and then choose the method in which to do so. Then, select an email or SMS template or complete the text boxes.
Candidate Unresponsive - Select the Candidate is Unresponsive option, choose the number of days before the action takes place from the dropdown menu, and choose Disqualify Candidate from the Actions list. You will prompted to choose a reason for rejection from the dropdown menu. Reasons for rejection can be set in the Job Settings; follow Reasons for Rejection to find out more.

For further information on creating document templates, follow this link: Document Templates and E-sign - Offer and Employment Contracts.

Events can be deleted in two ways:

Deleting Events

From within the Add Automation window using the bin icon:

2. Using the three-dot menu at the top of a stage in the Workflow section, all events can be deleted.