Introduction and Automation Flow setup guide

Automation Flows are rules that automatically run when candidate statuses change. They help you send emails, update statuses, and communicate with candidates consistently — without remembering to do it manually.

Think of Automation Flow as a formula:

"When a candidate moves to Offer status, automatically send 'Welcome' email template, and after 2 hours move to Offer Sent status."

An Automation Flow has 4 components:

Prerequisites:

• You have Owner or Admin role.
• Created at least one Hiring Flow with stages and statuses.
• (Recommended) Thought through pipeline points where you want emails - e.g.: passed screening, interview invite, offer extended.

Path: Navigation Menu › Hover over Hiring Settings > Select Automation Flows

1. Click Add Flow.
2. Enter:
   + Automation Flow Name (required) - clear name, e.g.: "Engineering - candidate email lifecycle".

+ Hiring Flow (required) - the hiring flow you set up earlier.
+ Communication Channel - Email, SMS, etc. (most use Email).

+ Language - English or Vietnamese. The system uses appropriate templates based on the candidate's language.

3. Click Save. New automation flow opens, ready for tasks.

Note: One flow is usually enough
Most teams need one automation flow per hiring flow, containing all necessary tasks. Don't create many small separate flows - hard to manage.

A task is one action automation performs. Add multiple tasks to one flow — each runs when triggered.

1. Open newly created automation flow.
2. Click Add Task.
3. Select Trigger: choose a status in the flow. When a candidate moves to that status, the task runs.
4. Select Start Point:
   + Immediately — task runs right when trigger happens.
   + Delay — wait (e.g.: 2 hours, 1 day) after trigger.
5. Select Action:
   + Send Notification — email to candidate. Needs template, subject, content.
   + Move Status — auto-push candidate to different status. Select target status.
6. Fill fields based on chosen action.
7. Click Save.

Note: Avoid infinite loops
If a task's Move Status action goes to a status that triggers another task, you create a loop. Always sketch on paper before building interconnected tasks.

Email templates support variables — placeholders replaced with real candidate info when sent.

Example email template:

Subject:Update on {{job.name}} application

Hi {{candidate.first_name}},

Thank you for your interest in the {{job.name}} position at {{company.name}}. We've reviewed your profile and would like to invite you to the next interview round. You'll receive a separate email with interview details within 24 hours.

Best regards,

{{company.name}}

Recruiting Team

Note: Invalid variable names cause save error

If a template has non-existent variable (e.g. {{candidate.firstname}} - missing _), system errors on save, naming the bad variable. Fix and save again.

Each automation card has enable/disable toggle in the corner. Disable keeps config but flow doesn't run. Useful for pausing emails (e.g. Tet holiday) without deleting/rebuilding.

1. Open automation flow.
2. Click a task to edit.
3. Edit fields, click Save.

Click delete icon on task, confirm. Past runs unchanged — candidates who received emails still have them.

Here's a full automation flow example you can use as template:

Tasks 4 & 5 share Offer trigger but different Start Points — task 4 emails immediately, task 5 moves status after 2 hours (marking offer delivered).

• Start small - create 1-2 simple tasks first (e.g.: application confirmation email), monitor for a week, then expand.
• Clear automation flow names - when a company has 5–10 flows, "Engineering lifecycle" > "Flow 3".
• Candidate language matters - when adding candidates, assign correct language. Automation picks templates by that language.
• Test with a real candidate - create a test candidate (use your own email), move through statuses, verify emails arrive. Better than discovering errors with real candidates.
• Use moderate delays - immediate emails after a recruiter accidentally clicks wrong status are hard to undo. 10–15 min delay gives fix time.