Automate HR candidate shortlisting with Sheets, Gmail, ClickUp & Calendly

📝 Description

This n8n workflow automates the candidate shortlisting process by integrating Google Sheets, Gmail, ClickUp, and Calendly. It fetches candidate records, filters high-scoring profiles, sends personalized advancement emails, and creates screening tasks for your HR team—all with a single manual trigger.

🚀 What It Does

Fetch All Candidate Records

• Retrieves complete candidate data (names, scores, contact info, summaries) from the ‘Resume store’ Google Sheet (Sheet2).
• Efficiently loads all rows for batch analysis.

Filter High-Score Candidates

• Applies a threshold filter (default: score > 70) to identify strong-fit candidates.
• Only qualified profiles advance; threshold is customizable per role.

Send Congratulations Email

• Sends personalized emails to qualified candidates using Gmail.
• Includes a dynamic Calendly scheduling link for interview booking.
• Maintains a positive candidate experience with professional messaging.

Create Screening Task in ClickUp

• Automatically generates screening tasks for each qualified candidate in ClickUp.
• Assigns tasks to a designated team member and organizes them in specified project folders.
• Ensures accountability and seamless follow-up.

📈 Key Benefits

• Speed: Instantly advances qualified candidates—no manual sorting.
• Consistency: Standardized criteria and communications for every role.
• Organization: Auto-creates ClickUp tasks so nothing slips through.
• Experience: Timely, professional communication enhances candidate journey.
• Efficiency: Reduces HR workload and error risk.

⚙️ Customization & Integration

• Score Threshold: Set to 70 by default; adjust for different roles or seniority.
• Email Template: Editable subject, body, and CTA (Calendly link).
• ClickUp Integration: Uses configurable Team, Space, Folder, List, and Assignee IDs.
• Systems Supported: Google Sheets (data), Gmail (email), ClickUp (tasks), Calendly (scheduling).
• 🔧 Setup Requirements
• n8n instance (self-hosted or cloud).
• Google Sheets access for ‘Resume store’ (Sheet2).
• Gmail credentials for candidate notifications.
• ClickUp API token and IDs for task creation.
• Calendly link for interview scheduling.

👥 Target Audience

• HR teams, recruiters, staffing agencies.
• Operations managing high-volume candidate pipelines.
• Startups/SMBs seeking standardized hiring automation.

🛠️ Maintenance Tips

• Update email templates seasonally.
• Review scoring thresholds monthly.
• Monitor ClickUp task completion rates.
• Ensure Calendly links remain active.

📋 Step-by-Step Usage

• Connect Google Sheets, Gmail, and ClickUp credentials in n8n.
• Import the workflow; configure threshold, email, and ClickUp settings.
• Edit the email node with your Calendly link and branding.
• Trigger “Execute workflow” after new candidate scores are added.
• Review logs and results for successful candidate progression.