Create and manage recruiting automations

Use Automations to send emails, notify recruiters, send reminders, or update candidate stages when a configured trigger occurs.

Before you start

You need access to Automations and workflow automation in your subscription. Email workflows also need an available sender and email template.

Review the affected jobs and recipients before enabling a rule. An enabled automation can send messages or change candidate stages when its conditions are met.

Account settings and job settings

Manage workspace workflows in Settings → System → Automations. Each rule applies to its selected Jobs and conditions.

In a job editor, Automation shows workflows for that job. Its job scope is fixed; use Settings → Automations to manage broader job assignments.

Use the job’s Prescreening rules tab for answer-matching criteria and resulting candidate stages. Adding screening questions alone does not create these rules.

Create an automation

1. Open Settings → Automations and click Create automation.

2. In Choose a workflow, select an available template. You can also open Templates and choose Use template.

3. Enter an Automation name.

4. Complete the trigger fields shown. These may include Jobs, From status, To status, or Candidate grades, depending on the workflow.

5. Under When to run, select an available timing option. For After a delay, complete Wait for and Unit. For Scheduled, check the displayed timezone and choose Date and time; this is a fixed time, not a daily recurring schedule.

6. Complete the action fields shown, such as Send from, Email template, Recipients, or the outcome statuses. If the email includes a screening-form link, choose the required Screening form.

7. Review the workflow summary and Preview email template where offered.

8. Click Create and enable.

The rule appears as Enabled and runs when its trigger and conditions match. Check candidate activity to review the outcome.

Edit, pause, or delete

• Use Edit automation to change a rule, then click Save changes.

• Use the row's switch to change Enabled to Paused, or enable it again after review.

• Use Delete automation for permanent removal. The confirmation requires you to type DELETE. Pause the rule if you only need to stop it temporarily.

Pausing or deleting does not reverse sent messages or completed candidate changes. Check activity before repeating an action.

Set up answer-based screening for one job

Open Jobs → Edit Job → Automation → Prescreening rules. Configure the matching criteria, choose the statuses for matching and non-matching outcomes, and use Save & Continue in the job editor to save the rules.

Use the job’s available pipeline stages. Review overlapping rules; their execution order is not guaranteed.

If a workflow is missing or does not run

• Create automation is disabled: review subscription availability or retry loading the workflow choices.

• A selection is unavailable: check whether the job, sender, template, or screening form still exists and is accessible. Review saved selections before replacing them.

• The rule stays Paused: enable it only after its conditions and action are correct.

• No visible outcome: confirm the intended trigger occurred, the candidate and job match the rule, and any sender or template is ready. Check activity before retrying.

• Save error: keep the editor open; correct the highlighted fields and retry. Contact support with the rule name and error if needed.

Related articles

• Set up screening questions for a job

• Move candidates through hiring stages

• Create email templates and send a test