Automation tips
- Send most automations with a delay. This gives you time to cancel the automation if a mistake was made.
- Send emails as "no-reply" if they're more generic messages that will reach large groups of candidates, such as new or disqualified applicants.
- Send as "user who performs action" if it’s a more personal/specific message that you expect to get replies to, like scheduling an interview or sending an assignment.
- Send emails/text messages from a specific user if you're sure that they will be able to reply responsibly.
- Think big so that you don't create multiple versions of the same automation. Many versions of an automation may be difficult to track and update down the road. Each automation should work in as many cases as possible; for example, multiple versions of disqualification messages may not accomplish very much.
- Automated emails/text messages can't be sent twice to the same candidate. There is no need to worry if you move a candidate in and out of a stage with an automation multiple times.
Automation Recipes
New applicant message
Use case: In addition to the automatic confirmation email that Workable sends, I want to send an email/text message to acknowledge applications and provide key info and resources.
Best fit for: All applicants and jobs
Step 1 - Template setup
- Go to Settings > Templates
- Add a communication template to your account titled "Thanks for applying".
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Thank you" automation type
- Adjust the automation as below, and have the message sent immediately or with a short delay
Sending "Thank you" type automations immediately is advised. Candidates typically expect to receive this type of message automatically after applying. Other automation types should usually have some delay because they are based on Workable users taking action. For those other types, users may make mistakes and need time to cancel the automation before it triggers.
Disqualification
Use case: I want to automatically email or message disqualified candidates to let them know we won’t proceed with their applications.
I only want to trigger the automation for candidates in the first few pipeline stages since I will provide more personalized disqualification feedback for candidates who have had in-depth interviews.
Best fit for: All jobs in early pipeline stages, such as Sourced, Applied, Video Interview, or Phone Screen.
Step 1 - Template setup
- Go to Settings > Templates
- Add a communication template to your account titled "Disqualification Automation".
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Disqualification" automation type
- Adjust the automation as below
Sending with a delay of at least a day enables you to cancel the automation if something changes and ensures that a candidate who might be auto-disqualified based on their application isn't immediately notified of the rejection.
All-purpose messages
Use case: I have an email/text message template I want to send to candidates when they reach a specific stage.
Consider communication concepts like:
- Resume is now under review - Let the candidate know that their resume is being looked at and when they can expect to hear from you.
- Hiring Process Outline—Explain the hiring process (steps, interviews, assessments) to the candidate and share resources about how to best prepare for your company’s interviews.
- Scheduling time to talk - If you aren’t using self-scheduling, send a message template requesting information about the candidate’s availability over the next week.
- Task or assignment - Share a static (non-changing) link that the candidate should review. For example, a link to a form or survey.
Best fit for: Departments and stages with a highly standardized process like arranging a phone screen or interview. Usually, choose only one specific stage per automation.
Step 1 - Template setup
- Go to Settings > Templates
- Add a communication template to your account titled "Phone Screen and Process Outline"
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Message" automation type
- Adjust the automation as below, and have the message sent with a short delay
Video Interview
Use case: I use Workable Video Interviews and want to send a video interview automatically.
Best fit for: All jobs. For this automation to trigger, a Workable video interview must be set up for a pipeline stage in any given job.
Step 1 - Template setup
- Go to Settings > Templates
- Add an email template to your account titled "Video Interview"
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Video Interview" automation type
- Adjust the automation as below, and have the email sent with a short delay
Because this automation requires setting up a Workable Video Interview, it's advisable to use "any job in any department". The automation can only trigger if a Workable Video Interview has been added for a particular job.
Integrating with a third-party video interview provider? Check the process here.
Assessment
Use case: I use Workable Assessments and want to send a video interview automatically
Best fit for: All jobs. For this automation to trigger, a Workable Assessment must be set up for a pipeline stage in any given job.
Step 1 - Template setup
- Go to Settings > Templates
- Add an email template to your account titled "Assessment"
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Assessment" automation type
- Adjust the automation as below, and have the email sent with a short delay
Because this automation requires setting up a Workable Assessment, it's advisable to use "any job in any department". The automation can only trigger if a Workable Assessment has been added for a particular job.
Integrating with a third-party assessment provider? Check the process here.
Self-schedule
Use case: I want to send a Workable self-scheduling link (via the Gmail/Outlook integration) to candidates when they enter a specific stage.
Best fit for: Phone Screen stages or stages with 1:1 interviews. The selected sender must have their Gmail or Outlook account connected to Workable.
Step 1 - Template setup
- Go to Settings > Templates
- Add a communication template to your account titled "Self-schedule"
Step 2 - Automation setup
- Go to Settings > Automations
- Select the "Self-schedule" automation type
- Adjust the automation as below, and have the message sent with a short delay
Alternative setup
Choose to always send from a specific admin who conducts phone screens. This may help avoid issues if a user who is not meant to conduct phone screens moves the candidate accidentally.