Automate offer letters and hiring notifications from candidate data

Tracks candidate documents, generates offer letters, and notifies hiring managers automatically.

How the work actually flows

It branches. Exactly one path is taken; runs once per each candidate record.

Pattern: Multiple Instances with a priori Design-Time Knowledge (13) · Exclusive Choice (4)

flowchart TD trig(["scheduled check of records"]):::trigtime s0[["check candidate document status"]]:::mi s1["generate offer letter"]:::svc trig --> s0 gx{"× are documents complete"}:::gate s0 --> gx p00["send reminder email"]:::task gx -->|"pending"| p00 p10["convert to pdf"]:::task gx -->|"complete"| p10 p11["email candidate"]:::task p10 --> p11 p00 --> s1 p11 --> s1 out[/"offer letter delivered or reminder sent"/]:::out pay{{"faster hiring with less chasing"}}:::pay s1 --> out 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
Starts itAn outside serviceRuns once per itemOne path onlyResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationMessaging & NotificationsDocument Processing & OCRSpreadsheet & Database OpsFile & Cloud StorageHR & Recruiting
Connects
Google SheetsGmailGoogle DriveSlack
Featured in

The problem it solves

Chasing candidates for missing paperwork, drafting offer letters by hand, and keeping hiring managers in the loop eats up your HR team's day. Offers get delayed and candidates lose interest while documents sit unreviewed.

Who it fits

An HR or recruiting team that wants to speed up the offer letter process and cut down on manual follow-ups.

How it works

  1. The system checks candidate records in Google Sheets for document status
  2. If documents are still pending, a reminder email is sent to the candidate automatically
  3. Once all documents are in, an offer letter is generated and converted to PDF
  4. The offer letter is emailed to the candidate and hiring managers are notified on Slack
  5. The PDF is stored in Google Drive and the candidate's status is updated in Google Sheets
What you get

Offer letters ready to send

You get offer letters generated and hiring managers notified automatically as soon as candidate documents are complete.

What you get

A completed offer letter delivered to the candidate, plus an updated hiring record and Slack notification.

What you need

A Google Sheets account, a Gmail account, a Google Drive account, and a Slack workspace.

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

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