This feature is accessible to Account Admin, Admin, HR Partner, Limited HR Partner, and Recruiter


Do you want to reject any candidate with less than 5 years of experience for your Sales Manager position and also send them an email while doing it? Do you see yourself doing this same action more than a few times? Do you wish to have an easy and automatic way for this to be done? And for similar use cases where you wish to avoid repetitive manual action? 


The answer to all of it is Autopilot. Setting Autopilot workflows to be precise. Here you can set the case of rejecting a candidate for a particular job with inadequate experience and also send them an email automatically. Let's see how. 


You can set an Autopilot workflow at a job-specific level. Here’s how you can access Autopilot in Freshteam:

  • Go to Recruit > Jobs and click on the job for which you’d like to build workflows.
  • Click on the “View job details” page. Scroll to the end of the page, you will find Manage Autopilot Workflows under Hiring Workflow. 



  • You can choose from our sample templates or create a new automation.




Setting up an automation


Autopilot’s workflows can be broken down into three sections - Events, Conditions, and Actions.


When an event happens ( candidate applies), Freshteam will check for certain conditions ( experience of more than 5 years) and execute the specified action ( reject the candidate) based on your rule ( if the experience is less than 5 years). 


So, tell Freshteam when to act, what criteria, and what to do.

The complete list of events:


  • A candidate is added to a job
  • A candidate is moved to a new stage
  • A candidate is rejected from a job
  • A candidate is archived to the talent pool


The conditions you can specify:

  • Custom application form questions
  • Candidate email address
  • Source
  • Source category
  • Referred by
  • Stage name
  • Tag
  • Rejected reason is
  • Associated job role is
  • Candidate is present in another job


The actions you can specify:


  • Update stage
  • Advance stage
  • Reject candidate
  • Archive candidate
  • Add tags
  • Update source
  • Update source category
  • Send email
  • Add comment
  • Create task
  • Send test
  • Trigger web hook


You can put together any combination of events, conditions, and actions from the above list.


How to create a new Autopilot workflow

  • Go to Recruit > Jobs and click on the job for which you’d like to build workflows.
  • Click on the “View job details” page. Scroll to the end of the page, you will find Manage Autopilot Workflows under Hiring Workflow.
  • Click on Create New present in the top-right corner to create your own automation.



  • Enter a name and description for the automation
  • Select an event from the options present - a candidate is added to a job, rejected, etc. You can only choose one trigger per rule.
  • Choose which conditions to meet for the rule trigger. 
  • Specify whether all the conditions have to be present for the action to perform, or if just one is sufficient. You can delete a condition by clicking on the - icon.
  • Select an action from the drop-down and choose its specifics.
  • Click Save to create your automation.





Note: If you use a particular source/source category in automation and you delete that source/source category, any automation containing conditions/events specifying the particular source/source category will not be executed. 



Here is a video showing how to create workflow automation: