Automated actions let you streamline your hiring workflow by reducing manual and repetitive tasks. You can set up actions to trigger automatically when a candidate moves to a new stage in a pipeline. This helps you save time, stay organized, and focus on higher-value tasks.
How to set up automated actions for your pipeline
Per stage in the pipeline, you can create automated actions to:
Send an email: when selecting send an email to a candidate as an action, you can choose whether this email will show as having been sent by the user that is moving the candidate in the pipeline or from one specific team member. You can also choose to delay sending your messages and send them at a later date and time.
Add a note: for other team members
Add a task: add a task for a team member and set its due date in relative time (e.g. in 3 days) or on a specific date
Add tags: to candidates
Add evaluation request: for a team member to evaluate a candidate
Add followers: to candidates
Assign to: jobs or talent pools
⚠️ If a team member's hiring role does not have access to a feature (e.g. emails), but this team member moves a candidate to a stage with an automated action assigned, the action will NOT be triggered.
📌 When the automated email-sending feature is activated, candidates will receive Automated actions let you streamline your hiring workflow by reducing manual and repetitive tasks. You can set up actions to trigger automatically when a candidate moves to a new stage in a pipeline. This helps you save time, stay organized, and focus on higher-value tasks.
How to use automated actions
You can create automated actions to:
Send an email: Choose who sends and receives the email and optionally schedule it to be sent at a specific date and time. E.g. send a candidate an automated email invitation for the next step in the interview process.
Add a note: Leave a note on the candidate profile. E.g., to keep other team members in the loop on next steps in the process.
Add a task: Add a task for a team member or yourself and set its due date in relative time (e.g. in 3 days) or on a specific date. E.g. a reminder to call a candidate with feedback on their previous interview round.
Add tags: Organize candidates by adding tags to their profiles. Organizing candidates can be beneficial for reporting, but also to make filtering easier in your talent pools or candidate overview.
Add followers: Keep team members updated by adding them as followers to a candidate. With most notification settings, this will ensure they are notified of changes on the candidate profile
Assign to: Assign candidates to jobs or talent pools. This is especially useful to keep your talent pools up to date in a scalable way or for processes that span across multiple jobs in Recruitee. E.g. a preselection pipeline and an extensive training process after.
Add evaluation request: Ask a team member to evaluate a candidate, when a candidate moves to a new pipeline stage. This ensures team members are aware they’ll need to evaluate this candidate, and also ensure they use the right criteria because of the selected evaluation form.
Please note that your role needs the “Manage automated action” permission to be able to add or edit automated actions in job pipelines. Similarly, if a team member's hiring role does not have access to a feature (e.g. emails), but this team member moves or disqualifies a candidate with an associated automated action, the action will NOT be triggered.
How to set up automated actions for a job pipeline
You can update pipeline templates to set up the same automated actions across multiple jobs, saving time and keeping your workflows consistent. Alternatively, you can also customize automated actions for each job pipeline individually to meet specific hiring needs.
For example: If you want every candidate who reaches the "Interview" stage to automatically receive an interview invitation email, you can add this automation to your pipeline template — and it will apply to all jobs using that template.
To add automated actions to a pipeline template, follow these steps:
1. Go to Settings > Templates > Pipeline
2. Click the pencil icon on the stage to which you would like to assign an automated action.
3. Next, click Add action and select the action you would like to add.
4. It is possible to add multiple actions to one stage in the pipeline. Click on Add another if you want to add more or click Save if you are done adding actions.
5. Automated actions in a pipeline stage are indicated with a lightning bolt icon ( ⚡).
6. If you create a new job after this, the automated actions will be active in the pipeline of this job.
To add or edit an automated action in the pipeline of an already existing job, go to the Job, click Edit, and select Process in the sidebar. Then, follow the instructions listed above, starting from step 2.
Pausing and Canceling Automated Actions
When an automated action is triggered by a pipeline move, you’ll see a notification about it. If you want to stop it, just click Pause or Cancel.
Similarly, if a candidate gets moved back into a stage they were previously in (e.g. if a disqualified candidate gets moved back to an interview stage), a pop-up will ask you whether you would like the automated action associated with this stage to happen again or not.