HR Recruitment Automation
Streamline hiring from application to offer letter
Automatically screen resumes with AI, schedule interviews, send status updates to candidates, and manage the hiring pipeline. Reduces time-to-hire by 50% while improving candidate experience.
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Tools You'll Need
Step-by-Step Setup Guide
Connect your ATS or job posting to trigger automation when applications come in.
Create Zap trigger
Zapier → Trigger: Greenhouse → New Application OR Typeform → New Response for job application
Extract key fields
Map: Name, email, resume URL/text, position applied, LinkedIn URL
Test with sample
Submit test application → Verify all data captured
If using Typeform, ask for resume as file upload and use a PDF parser
Use ChatGPT to score and summarize each application against job requirements.
Add screening prompt
ChatGPT prompt: "Screen this resume for [Job Title] position. Requirements: [paste job requirements]. Score 1-10 on: 1) Relevant experience, 2) Skills match, 3) Education, 4) Overall fit. Provide: Summary, Strengths, Concerns, Interview recommendation (Yes/Maybe/No). Resume: {{resume_text}}"Parse the response
Use Formatter to extract: Overall score, Recommendation, Summary
Route based on score
Paths: Score 8+ → Fast-track to interview. Score 5-7 → Manager review. Score <5 → Rejection queue
AI screening should augment, not replace, human review. Always have humans make final decisions
Include your company values in the prompt to screen for culture fit signals
Send interview scheduling links automatically to qualified candidates.
Create interview event types
Calendly → Event Types: "Phone Screen" (15 min), "Technical Interview" (45 min), "Final Round" (60 min)
Send scheduling email
For "Fast-track" path: Gmail → Send email with Calendly link: "Great news! We'd like to schedule a phone screen. Pick a time: {{calendly_link}}"Update ATS
After scheduling: Greenhouse → Update Candidate Stage → "Phone Screen Scheduled"
Use Calendly round-robin to automatically distribute interviews across your team
Keep candidates informed with automated status updates throughout the process.
Set up stage-change triggers
New Zap: Greenhouse → Candidate Stage Changed → Send appropriate email based on new stage
Create email templates
Application received (immediate), Under review (after 3 days), Interview scheduled (instant), Post-interview (next day), Offer/Rejection (after decision)
Personalize rejections
ChatGPT: "Write a kind, personalized rejection email. Mention one positive thing from their application: {{ai_summary}}. Keep it brief but respectful."Collect feedback
After process ends: Send Typeform survey on candidate experience
Fast rejection emails (within 1 week) dramatically improve employer brand vs. ghosting candidates