Develop Workflow for Automated Candidate Screening in N8N
Budget: ₹1,500 – ₹12,500 INR
Requirement Document Automated Candidate Screening Workflow using n8n
Objective
To develop a robust, scalable, and fully automated workflow using n8n to handle candidate screening communication, ensuring timely engagement through WhatsApp, SMS, and Email, while providing intelligent follow-up and opt-out handling
Background and Purpose
Manually reaching out to candidates is time consuming and inconsistent. Automating this process via n8n ensures structured, personalized, and timely communication with candidates while tracking their responses and allowing them to opt out if not interested, enhancing both efficiency and professionalism in the hiring process.
Scope of Work Step by Step
1 Input Source
* A Google Sheet containing:
* Candidate Full Name
* Email Address
* Mobile Number with country code
2 Triggering Mechanism
* The n8n workflow is triggered manually or on a defined schedule
3 Initial Message Dispatch
* For each candidate, send a personalized message through:
* WhatsApp
* SMS
* Email
* The message must include:
* A thank you note for applying
* A link to a Google Form to submit screening information
* A clear opt-out option, for example, Reply STOP to opt out
4 Reminder Logic
* If the candidate does not fill out the Google Form:
* Send a daily reminder for 7 consecutive days through all three channels
* Each reminder must:
* Remain personalized with the candidate's name
* Include the form link and opt-out option
5 Opt-Out Handling
* If a candidate chooses to opt out by replying with STOP or clicking an opt-out link:
* Immediately cease all future reminders
* Update their status in the Google Sheet as Opted Out
6 Post Submission Flow
* If the candidate submits the Google Form:
* Stop all reminders
* Send a thank you message via all three channels
7 Data Tracking and Sheet Update
* The Google Sheet must be updated with:
* Number of reminders sent
* Form submission status (Submitted or Not Submitted)
* Opt-out status (Yes or No)
8 New Candidate Handling
* When new candidates are added to the Google Sheet:
* The workflow should trigger the full communication sequence only for them
* Existing candidates should continue from their last known state
Implementation Requirements
1 Communication Service Selection
* Identify and recommend cost-effective and reliable APIs for:
* WhatsApp (for example, 360Dialog, Twilio, Gupshup)
* SMS (for example, Twilio, Textlocal)
* Email (for example, SendGrid, Gmail API)
2 Workflow Development in n8n
* Build an industrial-grade, production-ready n8n workflow that:
* Is modular, maintainable, and secure
* Handles errors with logging and alerts
* Supports webhooks or scheduled triggers
3 Google Form Integration
* Monitor form submissions and update the candidate sheet accordingly
* Real-time or polling-based sync is acceptable based on feasibility
Success Criteria
* End-to-end automation with:
* Timely and accurate multi-channel messaging
* Reliable reminder logic with proper cessation on form submission or opt-out
* Dynamic message personalization
* Real-time or near real-time status updates in Google Sheet
* Scalable and cost-efficient architecture
Objective
To develop a robust, scalable, and fully automated workflow using n8n to handle candidate screening communication, ensuring timely engagement through WhatsApp, SMS, and Email, while providing intelligent follow-up and opt-out handling
Background and Purpose
Manually reaching out to candidates is time consuming and inconsistent. Automating this process via n8n ensures structured, personalized, and timely communication with candidates while tracking their responses and allowing them to opt out if not interested, enhancing both efficiency and professionalism in the hiring process.
Scope of Work Step by Step
1 Input Source
* A Google Sheet containing:
* Candidate Full Name
* Email Address
* Mobile Number with country code
2 Triggering Mechanism
* The n8n workflow is triggered manually or on a defined schedule
3 Initial Message Dispatch
* For each candidate, send a personalized message through:
* SMS
* The message must include:
* A thank you note for applying
* A link to a Google Form to submit screening information
* A clear opt-out option, for example, Reply STOP to opt out
4 Reminder Logic
* If the candidate does not fill out the Google Form:
* Send a daily reminder for 7 consecutive days through all three channels
* Each reminder must:
* Remain personalized with the candidate's name
* Include the form link and opt-out option
5 Opt-Out Handling
* If a candidate chooses to opt out by replying with STOP or clicking an opt-out link:
* Immediately cease all future reminders
* Update their status in the Google Sheet as Opted Out
6 Post Submission Flow
* If the candidate submits the Google Form:
* Stop all reminders
* Send a thank you message via all three channels
7 Data Tracking and Sheet Update
* The Google Sheet must be updated with:
* Number of reminders sent
* Form submission status (Submitted or Not Submitted)
* Opt-out status (Yes or No)
8 New Candidate Handling
* When new candidates are added to the Google Sheet:
* The workflow should trigger the full communication sequence only for them
* Existing candidates should continue from their last known state
Implementation Requirements
1 Communication Service Selection
* Identify and recommend cost-effective and reliable APIs for:
* WhatsApp (for example, 360Dialog, Twilio, Gupshup)
* SMS (for example, Twilio, Textlocal)
* Email (for example, SendGrid, Gmail API)
2 Workflow Development in n8n
* Build an industrial-grade, production-ready n8n workflow that:
* Is modular, maintainable, and secure
* Handles errors with logging and alerts
* Supports webhooks or scheduled triggers
3 Google Form Integration
* Monitor form submissions and update the candidate sheet accordingly
* Real-time or polling-based sync is acceptable based on feasibility
Success Criteria
* End-to-end automation with:
* Timely and accurate multi-channel messaging
* Reliable reminder logic with proper cessation on form submission or opt-out
* Dynamic message personalization
* Real-time or near real-time status updates in Google Sheet
* Scalable and cost-efficient architecture