Automate hiring screening and AI interview invites for every candidate

Tracks every job applicant in one sheet, uses AI to read recruiter notes, and moves candidates through screening automatically.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Sequence (1) · Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"candidate submits application"]:::trig s0[("log candidate in tracker")]:::store s1(("notify recruiter to review")):::human s2["AI recommends shortlist or reject"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"× shortlist or reject candidate"}:::gate s2 --> gx p00["invite to AI interview"]:::task gx -->|"shortlisted"| p00 p10["mark candidate rejected"]:::task gx -->|"rejected"| p10 jn{"○ update tracker status"}:::gate p00 --> jn p10 --> jn jn --> out out[/"candidate moved through screening automatically"/]:::out pay{{"no candidates lost or forgotten"}}:::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
Starts itA stepA personA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
Email AutomationDocument Processing & OCRSpreadsheet & Database OpsHR & Recruiting
Connects
KekaGoogle SheetsGmailOpenAI

The problem it solves

You're juggling job applicants across a spreadsheet, email, and your own memory, and it's easy to lose track of who's been screened or contacted. Candidates wait too long to hear back and slip through the cracks.

Who it fits

HR and recruiting teams managing a high volume of job applicants across multiple roles.

How it works

  1. A new candidate applies and is logged in a master recruitment sheet
  2. Recruiters are notified by role so they can review and add screening notes
  3. AI reads the recruiter's notes and recommends shortlisting or rejecting the candidate
  4. Shortlisted candidates are automatically invited to an AI interview
  5. The sheet and recruiters are updated with each candidate's latest status
What you get

Candidates sorted and ready for your call

Every applicant gets logged, screened, and moved toward an interview without anyone digging through spreadsheets.

What you get

An always up-to-date recruitment tracker plus automatic candidate emails at each stage.

What you need

A Keka HR account, a Google Workspace account, and an OpenAI API key.

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

Screen resumes and schedule interviews automatically with AI

Parses resumes, scores each candidate with AI, and moves the best ones straight into assessments and interview booking.

Advanced

Automatically screen and score every resume that comes in

Reads every incoming resume, has AI evaluate the candidate, and logs a 1 to 10 score for your hiring team.

Advanced

Screen and score job candidates automatically with AI

Reviews every resume with multiple AI agents and automatically sends approval or rejection emails to candidates.

Advanced

Screen job applicants automatically with AI-parsed resumes

Candidates apply through a form, AI reads each resume, and every applicant lands neatly organized in a spreadsheet.

Advanced
Back to the AI Playbook