Automated recruitment process with Slack, DocuSign, Trello & Gmail notifications

How It Works & Setup Guide for the Automated Candidate Management & Feedback System

This guide will walk you through setting up your n8n workflow. By the end, you'll have a fully automated system for managing your recruitment pipeline.

How It Works: The Workflow Explained

This workflow is designed in three logical phases to handle the entire post-interview process automatically.

1. Phase 1: Trigger & Feedback Loop:

   • The workflow triggers when an interview ends on your Google Calendar.
   • It immediately sends a Slack message to the interviewer with a link to the feedback form.
   • After a 2-hour wait, it checks if the feedback has been submitted. If not, it sends a reminder.
   • Once feedback is received, it logs the data in Airtable and uses an If node to determine if the candidate has passed or failed.

2. Phase 2: Automated Communication:

   • Based on the candidate's status, the workflow sends a personalized and professional email using Gmail.
   • For candidates who pass, it sends a follow-up invitation. For those who don't, it sends a polite rejection email crafted by a Code node.
   • If a candidate is in the final stage and passes, the workflow automatically generates and sends an offer letter for signature via DocuSign.

3. Phase 3: Onboarding & Reporting:

   • Once a candidate accepts the offer (by signing the document), the workflow is triggered to create a new task list in Trello for the HR team.
   • It sends a personalized welcome email to the new hire and a notification to the team on Slack.
   • Finally, a Cron Trigger runs every Friday to collect all candidate data, calculate key recruitment metrics, log them in Google Sheets, and send a summary report to your team on Slack.

Step-by-Step Setup Guide

Follow these steps to configure the workflow in your n8n instance.

Step 1: Prerequisites

Before you begin, ensure you have the following accounts and a workspace set up:

• n8n
• Google Calendar, Google Sheets, Gmail
• Airtable
• Slack
• Trello
• DocuSign

Step 2: Database & Form Preparation

1. Airtable: Create a new Airtable base with two tables:
   • Candidates Table: Create columns for Candidate Name, Email, Interviewer ID, Interview Date, and Status.
   • Feedback Table: Create columns for Candidate Name, Overall Score, and Comments.
2. Feedback Form: Create a feedback form (e.g., using Google Forms or Typeform) that collects the candidate's name, the interviewer's name, and a score/comments.

Step 3: Import the Workflow

1. In your n8n instance, click "New" and select "Import from File".
2. Import the .json file you purchased. The entire workflow, with all nodes, will appear on your canvas.

Step 4: Configure Credentials

1. Click on any node with a red "!" icon (e.g., the Google Calendar Trigger or Slack node).
2. In the right-hand panel, click "Create new credential".
3. Follow the on-screen instructions to connect your accounts.
4. Repeat this process for all nodes that require credentials.

Step 5: Node-Specific Configuration

Now, let's configure the specific details for each node to ensure it works for your company.

1. Google Calendar Trigger:

   • Click on the node and in the Calendar ID field, enter the ID of the calendar you use for scheduling interviews.

2. Airtable Nodes:

   • For every Airtable node in the workflow, enter the correct Base ID and Table Name (Candidates or Feedback) that you created in Step 2.

3. Trello Node:

   • Enter the Board ID and the specific List ID where you want new onboarding tasks to be created.

4. Gmail Nodes:

   • Customize the Subject and HTML Body of the emails to match your company's tone and branding.

5. DocuSign Node:

   • Enter your Account ID and the Template ID for your offer letter.
   • Ensure your offer letter template includes the anchorString (e.g., /s1/) that the workflow uses to place the signature tag.

6. Environment Variables:

   • In your n8n settings, go to Environment Variables and add the following:
     • FEEDBACK_FORM_URL: The URL of your feedback form.
     • SCHEDULING_LINK: The URL for candidates to schedule their next interview.
     • REPORTS_DASHBOARD_URL: A link to your Google Sheets report or a separate dashboard.

Step 6: Final Step - Activating the Workflow

1. Once all nodes are configured, click "Save" at the top of the canvas.
2. Click the "Active" toggle in the top right corner. The workflow is now live!
3. Final Tip: It's a good practice to test the system once by creating a test interview event on your calendar to ensure all steps run as expected.