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 or is disqualified 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.
Add a note: Leave a note for other team members to keep everyone in the loop.
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: Organize candidates by adding tags to their profiles.
Add followers: Keep team members updated by adding them as followers to a candidate.
Assign to: Assign candidates to jobs or talent pools.
Add evaluation request: Ask a team member to evaluate a candidate, when a candidate moves to a new pipeline stage.
Please note that your role needs the “Manage automated action” permission to be able to add or edit automated actions in job pipelines and disqualify reasons. 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.
How to set up automated actions for disqualify reasons
⚠️ Automated actions for disqualify reasons are company wide and can't be set up differently for each job.
The actions will automatically happen when a candidate is disqualified using a specific reason.
To assign automated actions to disqualify reasons follow these steps:
1. Go to Settings > Workflow > Disqualify Reasons
2. Click the pencil icon on the disqualify reason 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 toa disqualify reason. Click on Add another if you want to add more or click Save if you are done adding actions.
Pausing and Canceling Automated Actions
When an automated action is triggered by a pipeline move or disqualification, 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.