Hiring involves many repetitive steps that add up quickly, from sending reminders and follow-up emails to moving candidates through the pipeline.
Workflow automations take care of these routine steps automatically ✨
Build intelligent, customizable workflows. Use specific conditions with flexible actions to make your automations more precise and useful.
Stay in control. Decide what happens and when with the confidence that your workflows will run exactly as you need.
Focus on what matters most. Reducing manual work helps you build stronger relationships with candidates, speed up your hiring process, and scale your recruitment efforts.
Workflow automations do more than just trigger actions when you move a candidate from one stage to the next. They can also start based on specific job events or team activity.
This flexibility allows you to automate a broader range of tasks, saving you even more time in your hiring process.
📌 Note: This feature is available in our Optimize plan, which gives you access to the complete set of triggers, actions, and conditions. On other plans, you’ll have access to a limited number of actions and triggers.
How Workflow automations work
Workflow automations work on a simple logic: When this happens, then do this.
Every workflow has three parts: triggers, actions, and conditions.
Triggers are events that start an automation. They can be related to a candidate (for example, when a candidate is moved to a new stage) or a job (for example, when all job openings are filled).
Actions are the tasks that happen after an automation is triggered. These can include sending an email, adding a task, or updating a job’s status.
Conditions add another layer of detail. They make sure an action only occurs when specific criteria are met.
💡 Tip: Think of conditions as an “and if” statement that refines your trigger. For example, when an event is scheduled, and if the interviewers include Anna Smith, then add Anna Smith as a follower.
Common use cases
Workflow automations can save your team hours of manual work. They also help improve the candidate experience, reduce bottlenecks, and keep teams aligned.
Here are some examples of how you can use them.
Automate your evaluation workflow: When a candidate moves to a new stage → automatically request an evaluation from the hiring manager or a reviewer. Once evaluations are complete → automatically move the candidate or notify the recruiter.
Keep candidates engaged: When a candidate is moved to a specific stage or marked as overdue → automatically send a follow-up email or add a note or task for the team.
Automate interview scheduling: When a candidate enters the interview stage → automatically send them an email to schedule the interview, and add a task for the hiring manager to prepare for the meeting.
Personalize candidate communications: Tailor messages based on a candidate tag or source (e.g., “internal” vs. “referred”), and send rejection emails that fit the reason and pipeline stage.
Send jobs to job boards: When a job is published → automatically submit it to selected job boards.
Send candidates to Tellent HR: When a candidate is marked as hired → automatically send their information to Tellent HR.
Create a new automation
There are three different ways to set up automations in Tellent Recruitee, depending on what you want to achieve:
1. Stage-based automations
These automations are triggered when a candidate enters a specific pipeline stage.
They’re ideal for planning actions tied to a specific moment in the hiring process (e.g., when someone applies or enters an interview stage).
You can set them up in three places:
The job editor → for jobs with a custom pipeline
The job template → for templates with a custom pipeline
The pipeline template → applies to all jobs that use that template
2. Disqualify-reason automations
These automations are linked to a single trigger: when a candidate is disqualified.
They’re ideal for automating communication or actions based on the disqualify reason. By using the condition Candidate is in stage, you can customize your messages based on the pipeline stage and ensure your communication is relevant and specific.
To set them up, go to Settings > Workflow > Disqualify reasons. You can also use these automations when setting up Knockout questions in a job application form.
3. Workflow automations
This is our newest addition. Workflow automations work at the job level and are not limited to a single stage.
They’re ideal for triggering actions based on events that can happen at any time during the hiring process. They cover many different scenarios and enable you to create complete workflows from start to finish.
To set them up, go to the Workflow tab in the job editor and click New automation.
You can choose to create automation from scratch or use a pre-made template. These templates are designed to help you quickly set up automations for common hiring scenarios.
When creating an automation from scratch, you will first choose a trigger — the event that starts it, such as Candidate is moved or Job openings are filled.
You can now add one or more actions — the tasks that should follow, such as Add a note or Change job status.
If needed, you can add conditions to make the automation more specific.
📌 Note: You need the “Manage automated actions” permission to add or edit automations in a job or disqualify reasons.
💡 Tip: Missing a trigger or action? Tell us what would make Workflow automations more useful here.
Track and manage automation activity
You can monitor automation activity from the Activity tab of a job or on a candidate’s profile. This helps you quickly see if an automation has been triggered and what actions it performed.
You can also see which automations are active for each stage in the pipeline directly or from the Workflow tab of the job editor. From here, you can manage your automations by editing or deleting them.