Screen CVs for multiple roles with OpenRouter, Google Sheets, Gmail and Calendly

This template automates the complete hiring pipeline for digital agencies managing applications across multiple job roles. When a candidate submits a Google Form with their CV, the system scores it with AI against a role-specific weighted job profile, lets HR decide in Google Sheets with a single typed decision, sends a personalized email automatically, and tracks the Calendly interview booking in real time — all without leaving the tools you already use.

This template contains 3 linked workflows that must all be active for the full pipeline to run.

How it works

Workflow 1 — CV Screening Pipeline

• Triggers when a new row is added to the Google Form responses sheet
• Extracts the Google Drive file ID from the CV upload URL, handling all three Drive URL formats automatically
• Checks an n8n Data Table to block duplicate applications by email — stops processing if the candidate already exists
• Routes the candidate to the correct job profile based on their selected role using a Switch node
• Each job profile (Set node) defines: required skills, nice-to-have skills, minimum years of experience, seniority thresholds (Junior / Mid / Senior), and weighted scoring criteria (technical skills weight, experience weight, nice-to-have weight)
• All branches converge into a single Normalize Data node that cleans Google Form field names into standardized keys
• CV is downloaded from Google Drive and extracted from PDF to plain text
• AI evaluates the CV using a dynamically built prompt pulling all values from the job profile — no hardcoded role logic in the AI node
• Structured output parser returns: score (out of 10), seniority level, recommendation (Interview / Maybe / Reject), matched skills, missing skills, nice-to-have matched, experience comment, red flags, and a plain English summary
• All results are written back to the same Google Sheet row matched by the candidate's email address

Workflow 2 — HR Decision Email Sender

• Watches the Google Sheet every minute for updates to the HR_Decision column
• An IF node confirms the decision is filled and Email_Status is not already "Sent" — preventing duplicate emails if the sheet is updated again
• HR types exactly "Send Invite" or "Send Rejection" in the HR_Decision column to trigger the correct path
• Interview invitation email includes a pre-filled Calendly booking link with the candidate's name and email already populated as URL parameters
• Rejection email delivers a warm, personalized message referencing the role applied for
• After sending, Email_Status is immediately updated to "Sent" in the sheet

Workflow 3 — Calendly Interview Tracker

• Listens for Calendly webhook events in real time: invitee.created and invitee.canceled
• On booking: extracts the interview start time, formats it to your local timezone, and writes it to the Interview_Time column matched by email
• On cancellation: checks the rescheduled flag — if true, stops and lets the new invitee.created event handle the update; if false, writes "Meeting canceled" to the sheet

How to use

1. Connect Google Sheets Trigger credential (OAuth2) and point it to your Form Responses sheet
2. Connect Google Drive credential (OAuth2) — needs read access to the folder where Google Forms stores CV uploads
3. Connect OpenRouter credential — get a free API key at openrouter.ai. Default model is set to a free model for testing. Switch to a stronger model for production
4. Connect Gmail credential (OAuth2) for sending invitation and rejection emails
5. Connect Calendly credential (OAuth2)
6. In the Invitation Message node, replace YOUR_CALENDLY_LINK with your actual Calendly event URL
7. Add these columns manually to your Google Form responses sheet: score, seniority, recommendation, matched_skills, missing_skills, nice_to_have_matched, experience_comment, red_flags, summary, HR_Decision, Email_Status, Interview_Time
8. Create an n8n Data Table named CV Screening with a single column: Email (string type)
9. Customize each Job Profile Set node with your agency's actual role requirements, skill lists, and scoring weights
10. Activate all three workflows

Requirements

• Google Sheets (OAuth2) — application tracking and HR decision sheet
• Google Drive (OAuth2) — CV file storage and download
• Gmail (OAuth2) — sending invitation and rejection emails
• OpenRouter (API key) — AI model access for CV evaluation
• Calendly (OAuth2) — interview booking and cancellation tracking
• n8n Data Table — built-in n8n feature, no external service needed

Notes & customization

• To add a new job role: add the role to your Google Form dropdown, add a new condition to the Route by Job Role Switch node, and duplicate any existing Job Profile Set node with updated values
• Scoring weights: tech_weight, experience_weight, and nice_to_have_weight in each Job Profile node must add up to 100
• HR_Decision values are case-sensitive: type Send Invite or Send Rejection exactly as written
• Calendly email matching: the candidate must book using the same email they applied with — the invitation link pre-fills this automatically so this is handled in normal use
• Free model limits: OpenRouter free models allow approximately 200 requests per day, which is sufficient for most agency hiring volumes

📬 Contact Information

For Help and queries, contact

• LinkedIn: Salman Mehboob
• Email:[email protected]