Automated Activities
You can now automate the sending of direct booking links, candidate availability links, questionnaires, emails and take-home assessments from within your job’s interview plan. These automations are triggered as candidates transition from stage to stage in your pipeline.
Assessments sent via an integration (for example, via HackerRank or Bryq) can also be automated.
Automated activities can be configured on the Foundations, Plus, Enterprise and Legacy Plus plans:
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
✅ | ✅ | ✅ | ✅ |
Setting up automation on a Schedule Interview activity.
For more information on setting up schedule interview activities, check out Setting up Schedule Interview Activities
When setting up or amending your schedule interview activity, click on the Automation tab. Then check the Automate on Stage Entry checkbox.
From there, you’ll be asked to specify the automation type (whether you’d like to send out a direct booking link or a candidate availability link automatically).
If you haven’t already, ensure that an email template is set up for direct booking links or candidate availability links in the Communication tab of your schedule interview activity.
This is the email that will be sent out to the candidate automatically when they’re moved to this stage of your pipeline.
Setting up automation for a Send Email activity.
Please note that only emails to the candidate can be automated - it’s not currently possible to automate Send Email activities for interviewers or hiring team members. If you are looking to set up automated booking confirmation emails or interview reminders, please check out Setting up Schedule Interview ActivitiesSetting up Schedule Interview Activities.
On the interview plan for your job, click + Add Activity, then select the Send Email activity option.
Select the email template that you’d like to send out as part of this activity. Click Submit to create the activity.
To automate the sending of the email, click Modify, then Edit for this activity, then click on the Automation tab. Check the Automate on Stage Entry? checkbox.
The email will then be automatically sent when the candidate is moved to the stage the automated activity is in.
When a candidate is initially moved to the stage with the automated activity in it, you will have the option to stop the automated email from being sent.
If you haven’t already, ensure that an email template is set up for direct booking links or candidate availability links in the Communication tab of your schedule interview activity.
This is the email that will be sent out to the candidate automatically when they’re moved to this stage of your pipeline. You will have the option to undo the automation each time it is triggered.
Setting up automation for a Questionnaire activity.
Head to the interview plan for your job, then click + Add Activity, then select the Questionnaire option.
When selecting your questionnaire and email template, check the Automate on Stage Entry? checkbox so the questionnaire is sent when the candidate is moved to the specified stage.
Automation for a Take-home assessment.
On the interview plan for the role in question, click + Add Activity in the stage you’d like to add the take home assessment to, then select the Take-home option.
When setting up your take-home, you can opt to select an email from your email templates to be sent out as part of the automation on the Communication tab.
On the Automation tab, you can then check the Automate on Stage Entry? checkbox, then select the user that the take-home email should be sent on behalf of.
Setting up automation on an assessment sent via an integration
To create an activity on your interview plan, head to your job, then click on the Interview Plans tab.
From there, you can click the + Add Activity to… option on the stage you’d like to add the assessment to.
Then select the Assessment integration you’d like to use from the Add Activity sidebar. Select the assessment that you’d like to send to candidates to complete from the dropdown.
Once selected, you can head to the Settings tab of the Assessment Configuration page and check the Automate on Stage Entry? checkbox.
From now on, candidates moved to this stage will have the assessment sent to them automatically. To stop automation for future candidates, uncheck this checkbox.
How to confirm a stage has an automated activity
If a stage has an automated activity added to it, a lightning bolt icon will show beside the stage name.
This icon will show on the candidate pipeline for your job, on the Interview Plan for the job on the stage name when moving or advancing a candidate to the next stage (both via the Change Stage button and in Application Review if the following stage has an automated activity). This iconography can also be seen when choosing the stage candidates should be added to when considering them for a job.
Can I stop an automatic activity for a specific candidate or candidates?
Changing a stage for a single job consideration
When a single candidate is moved to a stage with an automated activity, you will see the option to Undo the activity. You’ll have 15 seconds after the candidate is moved into the stage to undo the automated activity.
Changing a stage in bulk for multiple job considerations
When changing job consideration stages in bulk, a warning message will appear confirming that some activities are configured to automatically start.
You can opt out of starting these activities automatically by unchecking the Start Automatic Activities? checkbox.
