Automate tasks and emails

Learn how to create, manage, and update your automations to streamline your hiring process and keep your workflows organized.

Creating a workflow group

Navigate to Automations then select Add Workflow Group.

A modal will appear with a list of all possible workflow types. You can filter them by typing into the “Search” field.

Once you select the workflow type you want to create, click Add first workflow and a new row will appear.

Depending on the automation type, different configuration options may appear. Complete the required fields and click Save changes to activate the automation.

Workflow types

Each workflow is made up of two parts:

• When — the trigger that starts the automation
• Then — the action that happens automatically

When the trigger condition is met, the selected action runs immediately. The table below outlines the available workflow types.

When (Trigger)	Then (Action)
Applicant moved to stage	Send assessment invite
Applicant moved to stage	Add interview invite link note
Applicant moved to stage	Send email
Applicant moved to stage	Send questionnaire
Assessment completed	Add note
Assessment completed	Move to stage
Assessment scorecard updated	Add note
Assessment scorecard updated	Move to stage
Interview finished	Add note
Interview finished	Move to stage
Interview scorecard updated	Add note
Interview scorecard updated	Move to stage

Note

Assessment and Interview triggers require an active Coderbyte integration.

Duplicating workflow groups

To quickly create multiple automations with similar settings, click the Duplicate icon on the right side of a workflow group.

This creates a copy with the same configuration as the original. To finish, update at least one setting—for example, select a different job while keeping the same stage and assessment.

Sending automatic emails to candidates

You can send an email to a candidate automatically when they appear in a specific job stage.

To enable this, follow the steps below:

1. Create “When applicant moved to stage → Send email” workflow group:

   

2. In the new workflow group, click the button to add a new workflow

3. Select the job and stage for the trigger:

   

4. Click Configure email to set up your email details

   

5. Once ready, save your changes. From now on, candidates will receive that email as soon as they’re moved to the configured stage.

Tip

Please note that AI Interview and Questionnaire links are created dynamically when the email is sent. If you resend an email to a candidate (for instance, when moving the candidate back to the same stage), the candidate will receive a new unique link.