Automatically shortlist and schedule top job candidates

Filters high-scoring candidates, emails them to book an interview, and creates a screening task automatically.

How the work actually flows

It branches. Every path runs; runs once per one per qualifying candidate.

Pattern: Parallel Split (2) ยท Multiple Instances with a priori Design-Time Knowledge (13)

flowchart TD trig(("candidate scores ready in sheet")):::human s0[("read candidate scores")]:::store s1[["filter qualifying candidates"]]:::mi trig --> s0 s0 -->|"one per one per qualifying candidate"| s1 gx{"+ what to do for candidate"}:::gate s1 --> gx p00["send scheduling email"]:::task gx -->|"email candidate"| p00 p10["create screening task"]:::task gx -->|"assign screening task"| p10 p00 --> out p10 --> out out[/"emails sent and screening tasks created"/]:::out pay{{"top candidates engaged without manual follow up"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Runs once per itemA personA record or sheetEvery pathResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationSpreadsheet & Database OpsProject & Task ManagementHR & RecruitingReal Estate & Property
Connects
Google SheetsGmailClickUpCalendly
Featured in

The problem it solves

Sorting through candidate scores, emailing the good ones, and remembering to set up a screening task for each is a lot to juggle by hand. Good candidates can slip through the cracks or wait too long to hear back, hurting their impression of you.

Who it fits

HR teams, recruiters, or staffing agencies handling a high volume of applicants.

How it works

  1. You trigger the automation once candidate scores are in your Google Sheet
  2. It filters for candidates scoring above your chosen threshold
  3. Gmail sends each qualifying candidate a personalized email with a scheduling link
  4. A screening task is created in ClickUp and assigned to your team
What you get

Top candidates booked before they lose interest

Your strongest applicants get an interview invite and a screening task created automatically, so you never miss a great hire.

What you get

Personalized candidate emails sent and a screening task waiting in ClickUp for your team.

What you need

A Google Sheets account, Gmail, a ClickUp account, and a Calendly scheduling link.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Turn new form leads into a personalized email and team task

When someone fills out your form, AI checks if they're new, sends a personal follow-up email, and creates a task for your team.

Advanced

Automatically set up new client projects in ClickUp and Google Drive

When a new client comes in, it builds their project folders, tasks, and welcome emails automatically.

Advanced

Score candidate feedback and send rejection emails automatically

Scores candidate interview feedback with AI, then automatically emails a polite rejection and logs it in ClickUp for low scorers.

Advanced

Automate Calendly account setup and removal with HR approval

New hire forms trigger an AI-drafted approval email, and once HR approves, Calendly access is created or removed.

Advanced
Back to the AI Playbook