Trigger automatic notifications to candidates as they move to different stages of the hiring process like:


  • When they get added to a new job

  • When they get rejected 

  • When they move to a new stage in the interview process

  • When their profile gets archived to the talent pool, etc


Let’s see how this can be easily configured on Freshteam using Auto-pilot workflows:

Step 1: Add the required stages to your Hiring Process


For example, if you want to add ‘Team assessment round’ as one of the stages for a specific job role,

  • Go to Recruitment > Recruit from the left menu in the dashboard



  • If you want to add this condition to an existing job, then click on ‘Details’:



  • Click on the ‘Hiring Workflow’ tab from the top bar and click on ‘Manage Hiring Process’


  • Click on the plus sign under ‘Interviews’ or ‘Screening’ to add the stages


  • You can choose to configure instructions specific to each post for the interviewer and also configure assessments for each round you add

  • Click on ‘Save’ on the top right corner once you’ve added your stages


Note: If you want to add the condition for a new job, click on the ‘Add new job posting’ option in your top right corner and follow the same process after that. 


Step 2: Automatically notify candidates as they move to a new stage in the hiring process


  • Select ‘Manage Autopilot Workflows’ > ‘Keep candidates updated’ from the Sample Templates section


  • Name your  Auto-pilot workflow (For ex. Team assessment round notification)


Now comes the part where you set up your automated notifications through your hiring process.


Workflow creation involves three important steps

You will find three columns on your page—Events, Conditions, and Actions


Setting up the ‘Event’ defines at which stage of the hiring process the automation should be triggered—when the candidate’s application gets added to the job/ when a candidate gets moved to a new stage, etc. 

  1. So to automatically notify a candidate when they’re moved to the ‘Team assessment round’,  select the event(s) that should trigger the workflow—In this case, we would want to trigger the workflow as soon as the candidate gets moved to a new stage of interview. 

  • Choose ‘Gets moved to a new stage’ as the event for your workflow. 



  1. Next, select the condition(s) that should be met for the workflow to trigger.


Conditions define the criteria for the automated workflow to get triggered—number of years of experience, stage of interview, etc.


In this case, we would like to trigger the workflow if the candidate has reached the written test stage in the interview process

  • Click on the condition section and the plus button to add a condition.

  • Click on the first drop-down menu and select the ‘Stage Name’ option.

  • Add the value on which you want to run the auto-pilot workflow. In this case, it would be  ‘Team assessment round’ > and click on ‘Next’.

  • You can add multiple conditions as per your requirements



  1. Define the Action to be taken for candidates that meet the criteria for your automation and mention the reason for the action.


  • Click on the Action section and the plus button to add an Action.

  • Click on the first drop-down menu and select the ‘Send an Email to Candidate’ option.


  • You can create a new automated email template with placeholders or choose an existing canned response


  • You can also schedule the automated emails to go out at a later time and add attachments to the mail

  • And don’t forget to hit ‘Save’.


You’ve just created your first Automatic candidate notification! Congratulations! 


Have more questions about how Autopilot Workflows can be made for your hiring process? Click here.


-----