Automate candidate rejections with Google Sheets, GPT-4o-mini, Gmail & ClickUp

Description

This workflow automates the candidate rejection process after interviews. It retrieves interview feedback from Google Sheets, uses AI to structure and score candidate data, applies a scoring threshold, and routes underperforming candidates into a rejection path. The system generates compassionate, professional HTML rejection emails and logs the decision in ClickUp—ensuring candidates receive timely communication while HR teams save time.

What This Template Does 📋 Fetch Interview Feedback from Google Sheets Pulls structured interview responses from a connected sheet. 🧠 AI-Powered Candidate Profiling GPT-4o-mini structures raw feedback into candidate profiles with scores and notes. ⚖️ Apply Threshold (≥ 3 = Pass, < 3 = Reject) Marks candidates who fail to meet the minimum criteria. 🔀 Route Candidates via If Node Rejects candidates with scores below the threshold. (Accepted path is not implemented in this workflow.) 📩 Generate Rejection Email AI crafts a professional, empathetic HTML email with personalized feedback. 📨 Send Email via Gmail Delivers the rejection email directly to the candidate. 🗂 Create ClickUp Task Logs each rejected candidate into ClickUp for record-keeping and team visibility.

Prerequisites

• Google Sheet with interview feedback data
• n8n instance (cloud or self-hosted)
• Azure OpenAI API key with GPT-4o-mini access
• Gmail API credentials (for sending rejection emails)
• ClickUp API credentials (for rejection tracking)

Step-by-Step Setup

• Connect Google Sheets → Pull raw candidate interview responses.
• AI Processing (LLM Chain) → Structure candidate feedback into JSON profiles with scores.
• Apply Threshold Check (Code Node) → Mark candidates as rejected if their averageScore < 3.
• Route with If Node → Only the rejection path is configured.
• Generate Rejection Email (LLM Chain) → Create respectful, personalized HTML email.
• Format Metadata (Code Node) → Combine email + candidate info.
• Send Email via Gmail → Notify candidates of rejection.
• Create ClickUp Task → Record rejection decision for transparency.

Customization Ideas 🎯 Adjust the rejection threshold (e.g., < 3.5 instead of < 3). 📢 Add recruiter Slack/Teams notifications when a rejection is processed. 📚 Sync rejection emails and candidate profiles into Notion or Airtable for reporting. 💡 Include AI-suggested “areas for improvement” in rejection emails.

Key Benefits ✅ Ensures timely, consistent rejection communication ✅ Saves HR teams hours of manual follow-up ✅ Maintains candidate dignity with professional, empathetic emails ✅ Keeps transparent rejection records in ClickUp ✅ 100% automated and customizable

Perfect For 👥 HR teams managing high-volume hiring rejections 🏢 Companies aiming for consistent candidate communication 🎯 Recruiters who want to provide personalized but automated rejection emails 📊 Organizations that need structured rejection records