Workflow Automation Rules Guide

This guide explains the available Automation rules in Workflow Tools. Use this when creating automation rules to understand trigger-condition-action combinations for each step.

Rule Structure

Every automation rule requires:

1 Trigger (unique per rule - when something happens)
1+ Conditions (filters that must be met)
1+ Actions (what happens automatically)

Screening Step

#	Trigger	Conditions	Actions	Use Case
1	Candidate added to screening step	Evaluator not assigned	Auto-assign evaluator	Ensure every candidate gets an evaluator immediately
2	Candidate added to screening step	Evaluation not completed + Time delay: 24/48/72 hours	Remind evaluator via email	Nudge evaluators who haven’t completed screening evaluations
3	Candidate enters screening step	Assessment must be available in workflow	Auto-move to assessment step	Fast-track candidates to assessment without manual intervention

Assessment Step

#	Trigger	Conditions	Actions	Use Case
1	Candidate assessment completed	Time from completion: 24/48/72 hours	Remind evaluator via email	Nudge evaluators to review completed assessments
2	Assessment invite sent (candidate reminder)	No response after selected invite time: 24/48/72 hours	Remind candidate via email	Nudge candidates who haven’t started assessment
3	Assessment invite sent (evaluator assignment)	Evaluator not assigned	Auto-assign evaluator	Ensure evaluator is ready to review post-completion
4	Assessment invite sent (unresponsive candidate)	Assessment not completed + Time delay: 3/5/7 days	Update status to ‘Turned Down’	Auto-reject candidates who don’t complete assessment

Interview Step

Post-Interview Evaluation

#	Trigger	Conditions	Actions	Use Case
1	Evaluation not completed	Time since interview ended: 6/24/48/72 hours	Remind evaluator via email	Nudge interviewers to submit post-interview evaluations

Pre-Interview Reminders

#	Trigger	Conditions	Actions	Use Case
1	Pre-interview reminder - Interviewer	Interview status: Scheduled And RSVP status: No response/Propose new time/Tentative And Time before start: 24h or 1h	Remind evaluator via email	Notify interviewer of upcoming interview
2	Pre-interview reminder - Candidate	Interview status: Scheduled And RSVP status: No response/Propose new time/Tentative And Time before start: 24h or 1h	Remind candidate via email	Notify candidate of upcoming interview

Interview No-Show Escalations

#	Trigger	Conditions	Actions	Use Case
1	Interviewer joins the interview	Interview status is In Progress And Candidate RSVP Status: Propose New Time, Declined, Accepted, Tentative, No Response And Candidate has Not Joined	Remind candidate via Email / Remind candidate via SMS	Remind candidate to join when interviewer is already in the interview
2	Candidate joins the interview	Interview status is In Progress And Interviewer RSVP Status: Propose New Time, Declined, Accepted, Tentative, No Response And Interviewer has Not Joined	Remind evaluator via Email / Remind evaluator via SMS	Remind interviewer to join when candidate is already in the interview
3	Interview with no participant	Interview status is Scheduled And Time since interview started: 5/10 mins	Send escalation to organiser	Alert when no one joins scheduled interview

Post-Interview Notifications

#	Trigger	Conditions	Actions	Use Case
1	Interview ended - Notify organiser	Only 1 participant attended	Notify organiser via email	Alert when interview completes with 1 attendee only
2	Interview ended - Notify organiser	Candidate + at least 1 interviewer attended	Notify organiser via email	Confirm successful interview completion
3	Interview ended - Notify organiser	Both no-show	Notify organiser via email	Alert when neither party attends
4	Interview ended - Notify interviewer	Candidate status: Attended/No show	Notify interviewer via email	Inform interviewer of candidate attendance
5	Interview ended - Notify interviewer	Interviewer status: Attended/No show	Notify interviewer via email	Confirm interviewer’s own attendance

Rule Management

Available across all steps (Screening, Assessment, Interview):

Edit: Modify trigger, conditions, or actions
Disable: Pause rule without deleting
Delete: Permanently remove rule

Upcoming Automations

Not yet available in production:

Registration form triggers: Auto-move on form submission
Resume fitment-based routing: Auto-move based on Strong/Potential/Low Fit scores
Evaluation recommendation sync: Auto-update candidate status based on Select/Hold/Turn Down recommendations

Welcome

Recruiter

Evaluator

Workflow Automation Rules Guide

Rule Structure

Screening Step

Assessment Step

Interview Step

Rule Management

Upcoming Automations

​Rule Structure

​Screening Step

​Assessment Step

​Interview Step

​Rule Management

​Upcoming Automations

Rule Structure

Screening Step

Assessment Step

Interview Step

Rule Management

Upcoming Automations