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An automation is a rule: When something happens, Only if the application matches, Then take some actions. Automations run the same way every time. They don’t use Agent credits. You manage automations under Settings > Automations. Owners and Admins see this page. Members don’t. See Getting around. To build automations over the API or MCP instead, see Automations.

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The automations list

Open Settings > Automations. Each row is one automation. Use All, Active, and Paused above the list to filter it. Click a row to open the automation. The ⋯ menu on a row has Open, Pause or Activate, and Delete.
The Automations list with two active automations, Email rejected candidates and Invite to interview on Considering

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When you have none yet

With no automations, the page offers three ways to start:
  • New opens a blank automation.
  • Ask Agent opens Agent so you can describe the rule and have it drafted.
  • Install starter pack adds three ready-made automations. It shows only if your company never installed the pack.

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The starter pack

The pack adds three automations. They arrive Paused, so nothing happens until you turn them on. If you deleted your Interview template, the pack leaves out the second automation.

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Create an automation

1

Click New

Under Settings > Automations, click New. You can also search for New automation in Search.
2

Name it

Type a name at the top. If you leave it blank, the automation is named after its rule, like Rejected › Schedule an email.
3

Pick the trigger

Click the value next to When and pick a trigger. See Triggers.
4

Add conditions, if you need them

Click Add step and pick Only if…. Choose a field, how to compare it, and a value. See Conditions.
5

Add actions

Click Add step and pick an action under Then. Add as many as you need. They run in order. See Actions.
6

Create

Click Create. You need at least one action.
A new automation shows Draft until you create it. Once created, it’s Paused. It doesn’t run until you turn it on. See Turn an automation on or off. To remove a condition or an action, hover the step, click its ⋯, and pick Remove.
The Email rejected candidates automation with its When, Only if, and Schedule an email steps, and its Runs below

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Triggers

The trigger is what starts the automation. The three feedback triggers don’t run while your company has interview feedback turned off, and you can’t pick them for a new automation.

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On a schedule

Pick On a schedule, then pick when it runs and the timezone.
  • When: Weekdays at 8:00 AM, Weekdays at 9:00 AM, Weekdays at 10:00 AM, Every day at 8:00 AM, Every day at 9:00 AM, Mondays at 8:00 AM, Mondays at 9:00 AM (the default), Mondays and Thursdays at 9:00 AM, Fridays at 5:00 PM, or 1st of the month at 9:00 AM.
  • Timezone: Eastern Time, Central Time (the default), Mountain Time, Arizona, Pacific Time, Alaska, Hawaii, Toronto, Vancouver, UTC, London, Paris, Tokyo, or Sydney.
Each scheduled run checks applications in New, Considering, and Interviewing. It acts on each application once while that application stays in its status. If the application moves to another status, the automation can act on it again. One run acts on at most 50 applications, longest in their status first. Use a schedule when you want to act after time passes, like a week in New.

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Conditions

Conditions narrow which applications the automation acts on. With no conditions, it acts on every application the trigger brings in. Your first condition reads Only if. When you add a second, pick And to require every condition, or Or to require any one. The choice applies to all your conditions. To compare, pick is, is not, is one of, is not one of, contains, greater than, at least, less than, at most, is empty, is not empty, is true, or is false. Automations apply to all your jobs. To limit one to a single job, add the condition Job is that job.
Days in status and Days since applied are about 0 when an event trigger fires. To act after time passes, use On a schedule.

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Actions

Actions run in order, top to bottom. Schedule an email is the only action that emails a candidate without a person clicking Send. With a feedback trigger, an automation can’t move someone to Rejected or schedule an email. A verdict informs the debrief; a person decides. Verdicts are only readable once the whole panel is in, so a rule can’t tell someone a colleague’s verdict before they’ve added their own. See Interview feedback. Drafts show at the top of the candidate’s record. See Drafts from automations.

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Assign an owner

Assign an owner replaces an owner someone already picked. To keep theirs, add the condition Assignee is empty.

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Schedule an email

Pick a template and when it sends: next business day, in 2 business days, in 3 business days, or in 5 business days. Business days skip Saturday and Sunday. The email goes out at the same time of day the automation ran. The email sends from the Gmail of the person who created the automation. The step says whose, like Sends from your Gmail. The step is skipped, and the run says why, when:
  • The automation’s creator hasn’t connected Google Workspace. See Integrations.
  • An email is already waiting for the candidate.
When the application is in Rejected, the email is a rejection letter. Moving the application out of Rejected before it sends cancels it. To stop it for one person, cancel the scheduled email on their record. See Change a scheduled email.
If an active automation emails applicants who move to Rejected, the Reject dialog doesn’t offer a second email. Rejecting is enough. See Reject an applicant.

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Invite to interview

Pick an email template that has the Booking link token. Only those templates show. See Templates. The automation opens a booking link on the calendar of the person who created it: 30 minutes, weekdays 9 AM to 5 PM, over the next 14 days. Then it drafts your template with the link filled in. A person reviews and sends the email. Nothing is booked until the candidate picks a time. See Schedule interviews. The step is skipped, and the run says why, when:
  • The automation’s creator hasn’t connected Google Workspace.
  • The candidate already has an open booking link.
  • An email is already waiting for the candidate.

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When one automation sets off another

Set status and Add a note can start other automations that use Status changed or Note added. An automation never starts itself.

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Turn an automation on or off

New automations start Paused. A paused automation doesn’t run. To turn one on, do one of these:
  • In the list, click the status mark on the row and pick Active.
  • In the list, click ⋯ on the row and pick Activate.
  • Open the automation and pick Active from the status in the right panel.
  • Ask Agent to turn it on. Agent shows a card, and the automation turns on when you click Approve.
To turn it off, pick Paused the same way, or Pause from the ⋯ menu.

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Edit an automation

Click the row to open it. Change the name, trigger, conditions, or actions, then click Save. Save stays off until you change something. The right panel shows who created it, how many runs it has, and when it last ran.

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Delete an automation

1

Open the menu

In the list, click ⋯ on the row. Or open the automation and click ⋯ at the top of the right panel.
2

Delete

Pick Delete, then click Delete to confirm.
The automation stops running and leaves the list. Its run history stays. You can’t undo this.

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Runs

Open an automation and scroll down to Runs. For event triggers, a run is recorded each time the trigger fires, even when the conditions don’t match. A scheduled automation records a run only for the applications it acts on. The newest runs are at the top. Each run shows the candidate’s name and what happened, like Scheduled an email or Moved to Considering. Click the name to open their record. A run can be Done with an action that was skipped. It reads Skipped and the action, with the reason. For example, the creator hasn’t connected Google Workspace. Click a run to see more:
  • Trigger: what started it.
  • Condition: Passed or Didn’t match.
  • Actions: what it did.
  • Error: why it failed, on a failed run.
  • Status: Done, Skipped, or Failed.
A failed run stops at the action that failed. Actions before it already happened. Hotfix doesn’t try a failed run again. If an automation has no runs, you see No runs yet.

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Examples

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Email rejected candidates the next business day

This is the first automation in the starter pack. To build it yourself:
1

Click New

Under Settings > Automations, click New.
2

Set the trigger

Set When to Status changed.
3

Add the condition

Click Add step > Only if…. Set it to New status is Rejected.
4

Add the action

Click Add step > Schedule an email. Pick your Rejection template and next business day.
5

Create and turn it on

Click Create, then set the status to Active.
Now anyone you move to Rejected, and anyone who fails a knockout question, gets the letter the next business day. Make sure you’ve connected Google Workspace, since the letter sends from your Gmail.

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Invite Considering candidates to interview

This is the second automation in the starter pack. To build it yourself:
1

Click New

Under Settings > Automations, click New.
2

Set the trigger

Set When to Status changed.
3

Add the condition

Click Add step > Only if…. Set it to New status is Considering.
4

Add the action

Click Add step > Invite to interview. Pick a template with the Booking link token.
5

Create and turn it on

Click Create, then set the status to Active.
When you move someone to Considering, a draft invite with their booking link waits on their record. Open it, check it, and click Send.