Send job candidate follow-up reminders from Airtable automatically

Automatically sends timed reminders to candidates who haven't applied yet, so no one falls through the cracks.

How the work actually flows

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

Pattern: Exclusive Choice (4) · Multiple Instances without Synchronization (12)

flowchart TD trig(["daily schedule check"]):::trigtime s0[["check candidate records"]]:::mi s1["calculate time since sent"]:::task s2["send reminder message"]:::svc s3[("mark record updated")]:::store trig --> s0 s0 --> s1 s2 --> s3 gx{"× which reminder is due"}:::gate s1 --> gx p00["send first reminder"]:::task gx -->|"first reminder due"| p00 p10["send second reminder"]:::task gx -->|"second reminder due"| p10 p20["skip candidate"]:::task gx -->|"no reminder due"| p20 jn{"○ record updated"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s2 out[/"timely reminder sent to candidate"/]:::out pay{{"no candidate falls through cracks"}}:::pay s3 --> 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 itA stepAn outside serviceRuns once per itemA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

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

Business functions
Email AutomationMessaging & NotificationsSpreadsheet & Database OpsScheduling & Calendar
Connects
AirtableBrevo

The problem it solves

You send out application links and then lose track of who actually followed through. Chasing candidates by hand takes time, and it is easy to forget who already got a reminder or send the same one twice.

Who it fits

Hiring managers and recruiters who source candidates through an online application link.

How it works

  1. Runs on a daily schedule to check candidate records in Airtable
  2. Calculates how long it has been since the application link was sent
  3. Decides whether a first reminder, second reminder, or no message is needed
  4. Sends the reminder by email or text message
  5. Marks the record in Airtable so the same reminder is never sent twice
What you get

Candidates who never quietly drop off

Anyone who starts an application but doesn't finish gets a timed reminder from you automatically, so no candidate slips through the cracks.

What you get

A timed reminder email or text sent to each candidate, plus an updated Airtable record showing what was sent.

What you need

An Airtable account and an email/SMS sending service like Brevo.

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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