Eduplace Automation Blueprints

1

Candidate Intake Flow

Automated intake processing from initial teacher submission through recruiter assignment

Workflow Diagram

New Teacher Submission

→

Duplicate Check

→

Duplicate Found?

→

Create Candidate Record

→

Auto-Assign Recruiter

→

Task + Welcome Message

Trigger

Event: New record created in Teacher Submissions

Table: tblGoBhaRRPBJDBZo

Required Fields: Email, Phone, Name

Actions

Step 1: Duplicate Check

Query Candidates table (tblPnMsI1upneASSY) for matching email OR phone
If duplicate found: Flag {Duplicate_Flag} = true, notify assigned recruiter via email
If no duplicate: Proceed to Step 2

Step 2: Create Candidate Record

Copy data from Teacher Submissions to Candidates table
Set fields: Email, Phone, Name, Pipeline_Stage = "Intake", Source = "Direct Submission"
Generated fields: ID (auto), Created_Date (auto), Last_Activity_Date (today)

Step 3: Auto-Assign Recruiter

Query Recruiters table (tblA47YKd73wIwseA) for active recruiters
Apply round-robin assignment based on Active_Status = true
Set Assigned_Recruiter = {Recruiter_ID}
Update Recruiter's Active_Candidates count

Step 4: Create Task & Send Messages

Create Task record: Title = "Screen Candidate [Name]"
Set: Assigned_To = {Recruiter}, Due_Date = Today + 1 day
Send welcome email via email integration
Send WhatsApp message if phone has country code

Error Handling: If duplicate found: Log to Communication Log, flag candidate record, create task for recruiter to resolve. If recruiter assignment fails, assign to default recruiter and escalate. If email send fails, log attempt and queue for retry.

Implementation Details

Make Airtable

Field (Source)	Field (Destination)	Field Type	Notes
tblGoBhaRRPBJDBZo.Email	tblPnMsI1upneASSY.Email	Email	Unique field - basis for duplicate check
tblGoBhaRRPBJDBZo.Phone	tblPnMsI1upneASSY.Phone	Phone Number	Alternative duplicate check field
tblGoBhaRRPBJDBZo.Full_Name	tblPnMsI1upneASSY.Name	Single Line Text	Candidate display name
tblGoBhaRRPBJDBZo.Submit_Date	tblPnMsI1upneASSY.Created_Date	Date	Intake submission timestamp
-	tblPnMsI1upneASSY.Pipeline_Stage	Single Select	Initial value: "Intake"
-	tblPnMsI1upneASSY.Assigned_Recruiter	Link to Records	Round-robin from Recruiters table

Configuration: Set up Webhooks in Airtable to trigger Make workflow on new Teacher Submissions. Make scenario: Check duplicate → Create Candidate → Query Recruiters → Round-robin assign → Create Task → Send email/WhatsApp.

2

Resume Processing Flow

Automated CV parsing and candidate experience record creation

Workflow Diagram

CV Attachment Uploaded

→

Send to Resume Parser API

→

Extract Data

→

Create Experience Records

→

Update Candidate Fields

→

Create Review Task

Trigger

Event: Attachment added to Candidates table

Table: tblPnMsI1upneASSY

Field Monitor: CV_Attachment (attachments field)

Accepted Formats: PDF, DOC, DOCX (max 10MB)

Actions

Send to Resume Parser API Use Zapier integration with Lever Resume Parser or similar service. Extract: Job titles, companies, dates, education, skills, certifications.

Create Candidate Experience Records For each job entry, create record in Candidate Experience table (tblxbDevO0PY19Wzv) with: Job_Title, Company, Start_Date, End_Date, Description

Update Candidate Profile Set fields: Years_Experience (calculated), Skills (array), Education_Level, Resume_Parsed = true, Resume_Parse_Date = today

Create Review Task Title: "Review & Approve [Name]'s Candidate Profile", Assigned_To: {Recruiter}, Priority: High, Due_Date: Today + 2 days

Implementation Details

Zapier External API

Source Field	Parser Output	Destination Table/Field
tblPnMsI1upneASSY.CV_Attachment	File URL	Sent to Resume Parser API
job_title	Extracted string	tblxbDevO0PY19Wzv.Job_Title
company_name	Extracted string	tblxbDevO0PY19Wzv.Company
employment_dates	Start/End dates	tblxbDevO0PY19Wzv.Start_Date, End_Date
skills[]	Array of skills	tblPnMsI1upneASSY.Skills (multi-select)

Error Handling: If parsing fails: Set Resume_Parsed = false, create alert task for recruiter to manually review. If attachment is invalid format: Reject with notification. If API timeout: Queue for retry (max 3 attempts). If no experience records found: Create single record with "Unable to Parse" note.

Configuration: Set up Zapier task: On new attachment → Get file → Call Resume Parser API → Filter and map results → Create Experience records → Update Candidate → Create Task. Alternative: Use Make with Salesforce Document Parser module.

3

Missing Documents Flow

Escalating reminders for document collection with compliance tracking

Workflow Timeline

Day 1 - Email Reminder First contact via email to candidate with document checklist and submission link

Day 3 - WhatsApp Reminder Second contact via WhatsApp if phone available, include direct link

Day 7 - Recruiter Escalation Create high-priority task for assigned recruiter to follow up

Day 14 - Compliance Flag Set Compliance_Risk = true, notify leadership, move Pipeline_Stage to "On Hold"

Trigger

Event: Missing field checked in Candidate Documents

Table: tblHbI1ZlTGW6MZ0t (Candidate Documents)

Field Monitor: Missing (checkbox)

Document Types: Passport, Reference Letters, Qualifications, Background Check, NI Number

Day 1: Email Reminder

Send email template: "Document Submission Required"
Include: Document checklist, deadline (7 days), submission portal link
CC assigned recruiter
Log to Communication Log with timestamp

Day 3: WhatsApp Reminder

Send WhatsApp message to candidate
Include: Missing document list, submission link
Friendly, non-urgent tone
Log message in Communication Log

Day 7: Recruiter Escalation

Create Task: "URGENT: Follow up [Candidate] for missing docs"
Priority: High, Flag: true
Due Date: Today + 1 day
Include document details in description

Day 14: Compliance Flag

Set Compliance_Risk = true on Candidate record
Update Pipeline_Stage = "On Hold"
Send alert to Leadership contact
Create follow-up task with 30-day deadline

Implementation Details

Make Zapier

Implementation Approach: Use Airtable automations for scheduling. Create four separate automations: (1) Day 1 email - triggers immediately when Missing = true, (2) Day 3 - scheduled workflow that checks Missing = true on Candidate Documents created 3 days ago, (3) Day 7 - scheduled workflow for 7-day-old records, (4) Day 14 - scheduled workflow for 14-day-old records with compliance flagging.

Error Handling: If email send fails: Create manual reminder task. If WhatsApp fails (no phone): Log attempt, skip to next step. If document submitted after escalation: Automatically cancel pending tasks and update Missing = false, send confirmation email.

4

Idle Candidate Alerts

Daily check for inactive candidates with automated recruiter notifications

Workflow Diagram

Daily Scheduled Check

→

Last Activity > 5 Days?

→

Not Placed/Rejected?

→

Create Follow-up Task

→

Notify Recruiter

Trigger

Type: Scheduled daily automation

Frequency: Every day at 9:00 AM

Table: tblPnMsI1upneASSY (Candidates)

Filter Conditions

Condition	Operator	Value
Last_Activity_Date	is before	TODAY() - 5 days
Pipeline_Stage	is not any of	Placed, Rejected, Withdrawn
Assigned_Recruiter	is not empty	-
Active_Status	equals	true (or blank)

Actions for Idle Candidates

Create Task in Tasks table
Title: "Follow up: [Candidate Name] (5+ days idle)"
Priority: Medium
Assign to: {Assigned_Recruiter}
Due Date: Today + 1 day
Include candidate details and last activity info in description

Recruiter Notification

Send email to recruiter with alert
Include: Candidate name, stage, last activity date
Suggest next actions based on pipeline stage
Attach list if multiple idle candidates assigned

Implementation Details

Airtable Automation

Setup: Use Airtable's native automation with daily trigger at 9:00 AM. Condition: Find records where Last_Activity_Date < TODAY()-5 AND Pipeline_Stage ≠ "Placed" AND Pipeline_Stage ≠ "Rejected". For each record: Create task in Tasks table linked to Candidate and Recruiter. Send email notification to recruiter email from Recruiters table lookup.

Error Handling: If recruiter unassigned: Send to default recruiter or skip. If email fails: Task still created for visibility. Track task creation in Communication Log to prevent duplicates on reruns.

Optimization: Exclude candidates with tasks created within last 3 days to avoid duplicate task creation. Update Last_Activity_Date whenever any application stage changes or task is completed.

5

Job Inactivity Alerts

Scheduled check for open vacancies with insufficient applicant activity

Workflow Diagram

Daily Scheduled Check

→

Vacancy Open > 7 Days?

→

No Submitted Apps?

→

Create Urgent Task

→

Escalate to Leadership

Trigger

Type: Scheduled daily automation

Frequency: Every weekday at 10:00 AM

Table: tblzvVLKq5AQ1rtvG (Vacancies)

Filter Conditions

Condition	Operator	Value
Created_Date	is before	TODAY() - 7 days
Status	equals	Open
Applications (count)	with Stage = Submitted	= 0

Task Creation

Create Task: "URGENT: No applicants for [Job Title]"
Priority: High/Critical
Assign to: Linked Client Contact (from Vacancies.Client_Contact)
Due Date: Today
Include vacancy details and posting age in description

Leadership Alert

Send email to Recruiting Leadership
Include: Vacancy title, client, days posted, applications count
Suggest actions: Adjust requirements, increase posting visibility, etc.
Aggregate report if multiple vacancies affected

Implementation Details

Make

Setup: Create Make scenario with: (1) Schedule trigger - daily at 10:00 AM, (2) Query Vacancies table - filter Status = "Open" AND Created_Date < TODAY()-7, (3) For each vacancy, count Applications with Stage = "Submitted", (4) If count = 0, create task and send email to leadership contact from setup.

Error Handling: If client contact missing: Send to recruitment leadership instead. If task creation fails: Log to Communication Log with manual flag. Exclude vacancies marked as "On Hold" status. Skip vacancies with status change within last 24 hours.

Optimization: Include total application count (regardless of stage) to show activity level. Track which recruitment channels were used for each vacancy to recommend additional channels.

6

Interview Flow

Automated interview scheduling, reminders, and feedback collection

Workflow Timeline

Interview Created New Interview record created, send calendar invite to interviewer and candidate with meeting details

24 Hours Before Automated reminder email sent to interviewer with candidate profile link and preparation notes

Interview Date Arrives 2-hour reminder to both candidate and interviewer via email/WhatsApp

Post-Interview Create "Log Feedback" task for interviewer with template to complete assessment

48 Hours Later If no feedback submitted, escalate with urgent reminder task

Trigger

Event: New Interview record created

Table: tbl7SXbehX3aJbjES (Interviews)

Required Fields: Candidate (link), Interviewer, Interview_Date, Interview_Time, Status = "Scheduled"

Actions

Step 1: Send Calendar Invites

Get interviewer email from linked Recruiters record
Get candidate email from linked Candidates record
Send iCal calendar invite with: Meeting time, duration, location/call link, candidate name/background
Mark Interview field: Calendar_Invite_Sent = true

Step 2: Create Pre-Interview Task

Create task 1 day before: "Prepare for [Candidate] interview"
Due Date: Interview_Date - 1 day
Assigned to: Interviewer
Include: Candidate profile summary, CV link, role requirements

Step 3: Send Reminders

24 hours before: Email to interviewer with candidate prep materials
2 hours before: Email/SMS to candidate with meeting access details
2 hours before: Email to interviewer with final reminder
Log all reminders in Communication Log

Step 4: Post-Interview Feedback

Create task: "Log Interview Feedback: [Candidate]"
Due Date: Interview_Date + 1 day
Include form template: Rating, Recommendation, Notes
Update Interview.Feedback_Status = "Pending"

Feedback Escalation (48 Hour Check)

Scheduled Workflow: Run daily at 9 AM. Check Interviews where Feedback_Status = "Pending" AND Interview_Date was 2+ days ago. Create escalation task: "URGENT: [Interviewer] - Feedback overdue for [Candidate]". Set Priority = High. Send email to interviewer + their manager.

Implementation Details

Make Zapier

Field	Purpose	Integration
tbl7SXbehX3aJbjES.Interview_Date	Trigger timing for reminders and tasks	Make scheduler
tbl7SXbehX3aJbjES.Interviewer	Link to Recruiters table for email/assignment	Lookup field
tbl7SXbehX3aJbjES.Candidate	Link to Candidates table for contact info	Lookup field
tbl7SXbehX3aJbjES.Feedback_Status	Track feedback completion (Pending/Submitted)	Single Select
tbl7SXbehX3aJbjES.Interview_Notes	Interviewer feedback and assessment	Long text

Error Handling: If interviewer email missing: Use fallback contact from Recruiters record. If candidate email missing: Send SMS instead if phone available. If calendar invite fails: Create manual task reminder. If feedback form not completed: Send template via email for offline completion.

7

Placement Flow

End-to-end placement processing with fee calculation and revenue tracking

Workflow Diagram

Application Stage → Placed

→

Create Placement Record

→

Calculate Placement Fee

→

Create Invoice Record

→

Update Vacancy Status

→

Update Candidate Stage

Trigger

Event: Stage field changed to "Placed" in Applications table

Table: tblHU2swkWz9xPMTR (Applications)

Required Linked Records: Candidate, Vacancy, Client & Employers

Actions

Step 1: Create Placement Record

Create record in Placements table (tbljCoyaDjtzUKKLm)
Populate fields:
- Candidate: Link from Applications.Candidate
- Vacancy: Link from Applications.Vacancy
- Client: Link from Vacancy.Client
- Placement_Date: TODAY()
- Status: "Active" (on 90-day guarantee)

Step 2: Calculate Fee & Create Invoice

Get vacancy Salary from tblzvVLKq5AQ1rtvG
Get Client Fee_Percentage from tblD6c8lsJehrwbgp
Calculate: Placement_Fee = Salary × Fee_Percentage
Create Invoice in Fees & Revenue (tblOp40e8ApV6IeL4)
Set: Amount = Placement_Fee, Client = Vacancy.Client
Invoice_Date = TODAY(), Due_Date = TODAY() + 30 days
Status = "Pending"

Step 3: Update Vacancy & Candidate

Vacancy: Status = "Filled", Filled_Date = TODAY()
Candidate: Pipeline_Stage = "Placed", Placed_Date = TODAY()
Create Placement record link in both
Send confirmation emails to:
- Candidate (congratulations)
- Client contact (placement confirmation)
- Assigned recruiter (placement logged)

90-Day Guarantee Period

Automated Tracking: Set Guarantee_End_Date = Placement_Date + 90 days. Create scheduled task: If candidate leaves (marked as Inactive) before Guarantee_End_Date, log as guarantee claim. Notify recruiter and finance team. Flag for replacement hiring. Track replacement placements separately.

Implementation Details

Make Airtable

Source Field	Calculation/Lookup	Destination Field
Applications.Stage	Trigger when = "Placed"	Workflow initiator
Vacancy.Salary	Lookup via Application link	Fee calculation basis
Client.Fee_Percentage	Lookup via Vacancy.Client	Placement_Fee = Salary × %
-	Placement_Fee (calculated)	Fees & Revenue.Amount
-	TODAY()	Placement.Placement_Date & Guarantee_End_Date + 90

Error Handling: If salary missing: Flag for manual calculation, create task for finance team. If client fee percentage not set: Use default 20% and flag for review. If Client record missing: Halt workflow, create escalation task. If invoice creation fails: Retry after 5 minutes, then escalate to finance. All fee calculations logged in Communication Log.

Optimization: Track placement success rate by recruiter and client. Include placement confirmation email template with onboarding checklist. Auto-generate candidate start date tasks.

8

Compliance Alerts

Weekly document expiry tracking and compliance risk management

Workflow Timeline

Weekly Check - Runs Every Monday Scan all Candidate Documents records for approaching expiry dates

30-Day Window Alert If Expiry_Date within 30 days: Create task, notify recruiter and candidate via email

14-Day Final Notice If Expiry_Date within 14 days: Escalate to manager, mark Compliance_Risk = true on Candidate

Post-Expiry If Expiry_Date has passed: Suspend candidate from placement pipeline, notify all stakeholders

Trigger

Type: Scheduled weekly automation

Frequency: Every Monday at 8:00 AM

Table: tblHbI1ZlTGW6MZ0t (Candidate Documents)

Document Types & Expiry Tracking

Document Type	Expiry Field	Renewal Required	Alert Threshold
Passport / ID	Expiry_Date	Yes	30 days before
Visa / Work Permit	Expiry_Date	Yes	30 days before
Background Check	Expiry_Date	Yes (annually)	14 days before
Reference Letters	Issue_Date	Annual refresh	365 days
Qualifications	Not applicable	No	N/A

30-Day Alert Action

Find records: Expiry_Date between TODAY() and TODAY() + 30
Get linked Candidate info
Create task: "Renew [Document Type]: [Candidate Name]"
Assigned to: Linked Recruiter
Due Date: Expiry_Date - 5 days
Send email to candidate with renewal instructions

14-Day Critical Alert

Find records: Expiry_Date between TODAY() and TODAY() + 14
Create URGENT task: "CRITICAL: Renew [Document] - [Candidate]"
Set Candidate.Compliance_Risk = true
Update Candidate.Pipeline_Stage = "Compliance Hold"
Send SMS + email to candidate
Alert recruiter manager

Post-Expiry Action

Find records: Expiry_Date < TODAY()
Set Candidate.Active_Status = false
Update Candidate.Pipeline_Stage = "Suspended - Expired Docs"
Create mandatory task: "URGENT: [Candidate] - Expired documents"
Send notification to compliance officer and recruiter manager
Remove from active placement consideration until renewed

Implementation Details

Airtable Automation

Setup: Create 3 separate automations in Airtable: (1) Monday 8 AM - find docs expiring in 30 days, create tasks, send emails; (2) Monday 8 AM - find docs expiring in 14 days, escalate to Compliance_Risk status; (3) Monday 8 AM - find expired docs, suspend candidates. Use batch processing to handle multiple documents per candidate.

Error Handling: If Expiry_Date missing: Mark as "Expiry Unknown" and create review task. If candidate email missing: Contact via recruiter. If document renewal confirmation received: Update Document_Status = "Valid", remove Compliance_Risk flag, update Pipeline_Stage back to normal. Log all compliance actions in Communication Log for audit trail.

9

Application Stage Tracking

Comprehensive activity logging with stage-triggered actions

Workflow Diagram

Stage Field Changed

→

Log Timestamp

→

Create Log Entry

→

Update Activity Date

→

Trigger Stage Actions

Trigger

Event: Stage field value changed in Applications table

Table: tblHU2swkWz9xPMTR (Applications)

Field Monitor: Stage (single select)

Application Pipeline Stages

Stage	Description	Triggered Actions
Applied	Initial application received	Log entry, send confirmation email to candidate, update Last_Activity_Date
Screened	CV reviewed by recruiter	Create "Conduct Interview" task, notify candidate of next steps, update Candidate stage if needed
Interview Scheduled	Interview confirmed with date/time	Trigger Interview Flow (Workflow 6), send calendar invite
Interviewed	Interview completed	Create feedback task, schedule 48-hr escalation check, update Candidate.Last_Activity_Date
Submitted	Candidate submitted to client	Trigger Client Submission Flow (Workflow 10), start 48-hr response timer, notify candidate
Shortlisted	Client approved candidate	Send congratulations email, create scheduling task, update Candidate status
Placed	Offer accepted, starting role	Trigger Placement Flow (Workflow 7), create onboarding tasks, update vacancy status
Rejected	Application unsuccessful	Send rejection email with feedback if available, move Candidate to available for other roles
Withdrawn	Candidate withdrew application	Log reason if provided, update Candidate status, flag for feedback survey

Automatic Logging Actions

Communication Log Entry

Create record in tbl7vQH6McfufblE9
Populate:
- Candidate: Link from Application
- Type: "Application Stage Changed"
- Previous_Stage: Old value
- New_Stage: New value
- Timestamp: TODAY() + NOW()
- Recruiter: {Assigned_Recruiter}

Candidate Activity Update

Update linked Candidate record:
- Last_Activity_Date = TODAY()
- Last_Stage_Change = Stage value
- Days_in_Current_Stage = 0 (reset)
- Activity_Count += 1

Implementation Details

Airtable Automation Make

Setup: Create main Airtable automation: When Stage changes, create Communication Log entry and update Candidate. Chain secondary automations or Make scenarios to trigger stage-specific actions based on the new stage value. Use conditional logic to route to appropriate downstream workflows.

Error Handling: If Application missing linked Candidate: Log warning, create manual review task. If stage change invalid (e.g., from Placed to Screened): Flag as data integrity issue, notify admin. If Communication Log creation fails: Log to error queue and retry. All stage changes auditable via Communication Log.

Analytics: Track average time in each stage per recruiter. Monitor stage success rates. Generate reports on application velocity and bottlenecks.

10

Client Submission Flow

Candidate submission to clients with response tracking and follow-up management

Workflow Timeline

Submission Event Application Stage changed to "Submitted", start timer for client response

Immediate: Send Candidate Profile Email client contact with candidate summary, CV, and screening notes

24 Hours: Check-in Task Create task for recruiter to ensure client received submission

48 Hours: No Response Follow-up If no response: Create reminder task and send email to client contact

Client Response Processing When response received (Shortlisted/Rejected), log feedback and update Application

Trigger

Event: Application Stage changed to "Submitted"

Table: tblHU2swkWz9xPMTR (Applications)

Required Data: Candidate profile, Vacancy/Client details, Client contact email

Immediate Actions (On Submission)

Build Candidate Package

Retrieve from Candidates (tblPnMsI1upneASSY):
- Name, Email, Phone
- Current Role, Years Experience
- Skills, Certifications
- CV attachment URL
- Screening notes from recruiter

Send Client Email

Get Client contact from Vacancy → Client link
Send professional submission email with:
- Candidate summary (why matched for role)
- Key qualifications highlighted
- CV as attachment
- Availability for interview
- Direct contact link to recruiter

Timed Follow-up Actions

24-Hour Checkpoint: Create task: "Check: [Client] received [Candidate] submission". Assigned to recruiter. Set due date: Submission date + 1 day. If feedback received, close task immediately. If no feedback by due date, auto-create next reminder.

48-Hour Follow-up: Query Applications where Stage = "Submitted" AND Created_Date < TODAY() - 2 days AND Response_Status = null. Create task: "FOLLOW UP: [Client] response needed for [Candidate]". Send email to client contact with subject: "Checking on [Candidate Name] - Vacancy [Vacancy Title]". Include direct phone number for quick response. Update Response_Timer_Started field.

Client Response Processing

Response	Update Application Stage	Additional Actions
Shortlisted	Stage → "Shortlisted"	Send congratulations email to candidate. Create interview scheduling task. Update Candidate profile. Notify recruiter.
Rejected	Stage → "Rejected"	Log rejection reason in Communication Log. Send regret email to candidate. Create task for next candidate submission if vacancy still open.
Interview Scheduled	Stage → "Interview Scheduled"	Get interview details from client. Create Interview record. Trigger Interview Flow (Workflow 6).
Awaiting Feedback	Stage → "In Review"	Create task for follow-up in 3 days. Send email to client: "Any updates on [Candidate]?"

Implementation Details

Make Zapier

Setup: Create Make scenario: (1) Trigger on Stage = "Submitted", (2) Get Candidate details via lookup, (3) Get Client contact via Vacancy link, (4) Format and send professional email with CV, (5) Create initial checkin task. Create second scenario for 48-hour follow-up: Run daily, find old Submitted records with no response, send reminder email and create escalation task.

Required Fields for Tracking

Field Name	Table	Type	Purpose
Submitted_Date	tblHU2swkWz9xPMTR	Date/Time	Track submission timestamp for follow-up triggers
Response_Status	tblHU2swkWz9xPMTR	Single Select	Pending / Received / Shortlisted / Rejected
Response_Date	tblHU2swkWz9xPMTR	Date/Time	When client responded
Feedback_Notes	tblHU2swkWz9xPMTR	Long Text	Client feedback and reasons
Days_to_Response	tblHU2swkWz9xPMTR	Formula/Number	Response_Date - Submitted_Date (performance metric)

Error Handling: If client contact email missing: Use alternate contact from Clients & Employers table. If CV attachment unavailable: Send profile summary without attachment, flag for manual CV send. If email fails: Retry after 15 minutes, then create manual reminder task. Log all submission attempts in Communication Log.

Optimization: Track client response time SLA (target: 48 hours). Monitor which clients respond faster. Create performance scorecards. Auto-escalate overdue responses to leadership. Send periodic submission summaries to clients with multiple open vacancies.

Automation Overview

Candidate Intake Flow

Trigger

Actions

Step 1: Duplicate Check

Step 2: Create Candidate Record

Step 3: Auto-Assign Recruiter

Step 4: Create Task & Send Messages

Implementation Details

Resume Processing Flow

Trigger

Actions

Implementation Details

Missing Documents Flow

Trigger

Day 1: Email Reminder

Day 3: WhatsApp Reminder

Day 7: Recruiter Escalation

Day 14: Compliance Flag

Implementation Details

Idle Candidate Alerts

Trigger

Filter Conditions

Actions for Idle Candidates

Recruiter Notification

Implementation Details

Job Inactivity Alerts

Trigger

Filter Conditions

Task Creation

Leadership Alert

Implementation Details

Interview Flow

Trigger

Actions

Step 1: Send Calendar Invites

Step 2: Create Pre-Interview Task

Step 3: Send Reminders

Step 4: Post-Interview Feedback

Feedback Escalation (48 Hour Check)

Implementation Details

Placement Flow

Trigger

Actions

Step 1: Create Placement Record

Step 2: Calculate Fee & Create Invoice

Step 3: Update Vacancy & Candidate

90-Day Guarantee Period

Implementation Details

Compliance Alerts

Trigger

Document Types & Expiry Tracking

30-Day Alert Action

14-Day Critical Alert

Post-Expiry Action

Implementation Details

Application Stage Tracking

Trigger

Application Pipeline Stages

Automatic Logging Actions

Communication Log Entry

Candidate Activity Update

Implementation Details

Client Submission Flow

Trigger

Immediate Actions (On Submission)

Build Candidate Package

Send Client Email

Timed Follow-up Actions

Client Response Processing

Implementation Details

Required Fields for Tracking