Below you will find a step-by-step guide for the most common use cases when setting up automations with Zapier. 💡Before exploring Zapier make sure you check our automated actions feature.Â
To get started, sign in to Zapier and make a new Zap.
Zapier has a free account for primary use. For heavy use, there are tiered pricing options.
New applicant emails
Use case: In addition to the automatic confirmation email that Workable sends, I want to send a customized email to acknowledge applications and provide key info and resources.
Best fit for:Â All applicants and jobs
Step 1 - Set the trigger
We need to tell Zapier that when a new candidate is received in Workable (the trigger), then an email should be sent (the action).
- Choose Workable as the trigger app, then ‘New candidate’ as the event, and click Continue
- Choose your Workable account, the job (leave blank if you want all applicants to receive this email), and set the stage to Applied
- Next, test the trigger or continue to the next step
Step 2 - Set the action
- Set the action by selecting your preferred email client as the app and 'Send email' as the eventÂ
- Connect the email account you’d like to use; it has to be an account you have access to (even if you use a generic email address like hr@yourcompany.com). The email address you choose will be shown to candidates, and they will be able to reply directly to it. Candidate replies will not be reflected on their profile in Workable.
- Set up the email template you want to use and send out a test email.
Important: When you send out a test email, Zapier will actually send an email to a candidate. If you don't want to contact a candidate, select the option to preview the sample.
Step 3 - Activate the Zap
Review the trigger and action steps, and then click Publish. Candidates who apply will now automatically get your customized email.Â
Disqualification emails
Use case: I want to automatically email disqualified candidates to let them know we won’t proceed with their application.
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, early pipeline stages like Sourced, Applied, Video Interview or Phone Screen.
Step 1 - Set the trigger
We need to tell Zapier that when a candidate is disqualified in Workable (the trigger), then an email should be sent (the action).
- Choose Workable as the trigger app, then ‘New Disqualified Candidate’ as the event, and click Continue
- Choose your Workable account, the job, and the stage where the notification to candidates will occur. Leave the job and stage fields blank if you want candidates across all jobs and stages to receive an email when they are disqualified.
- Next, test the trigger or continue to the next step
Step 2 - Set the action
- Set the action by selecting your preferred email client as the app and 'Send email' as the eventÂ
- Connect the email account you’d like to use; it has to be an account you have access to (even if you use a generic email address like hr@yourcompany.com). The email address you choose will be shown to candidates, and they will be able to reply directly to it. Candidate replies will not be reflected on their profile in Workable.
- Set up the email template you want to use, e.g. you'll set the "To:" field to your coworker's email address and a descriptive subject line and body. You can also add placeholder information to the message text that will automatically add information like the candidate's name and a link to open their profile in Workable.Â
- Test the action by sending out a test email.
Important: When you send out a test email, Zapier will actually send an email to certain coworkers. If you don't want to contact a candidate, select the option to preview the sample.
Step 3 - Activate the Zap
Review the trigger and action steps, and then click Publish. Candidates who are disqualified will now automatically get your customized email as soon as you hit the disqualify button.Â
Notification emails to the hiring teamÂ
Use case: As candidates move through our hiring process, I want to alert hiring team members that there are new candidates for them to review or that a candidate was hired.
Best fit for: All applicants and jobs
Step 1 - Set the trigger
We need to tell Zapier that when a candidate is moved to a specific stage in Workable (the trigger), then a message should be sent (the action).
- Choose Workable as the trigger app, then ‘Updated Candidate Stage’ as the event, and click Continue
- Choose your Workable account, the job and the stage where the notification to hiring team members will occur. If you leave the Job field blank, coworkers will receive notifications for all jobs, even if they are not assigned to the job in Workable. You may not want to leave this option blank if you have Confidential jobs.
- Next, test the trigger (with a sample candidate in the relevant stage) or continue to the next step
Step 2 - Set the action
- Set the action by selecting your preferred email client as the app and 'Send email' as the eventÂ
- Connect the email account you’d like to use; it has to be an account you have access to (even if you use a generic email address like hr@yourcompany.com). The email address you choose will be shown to candidates, and they will be able to reply directly to it. Candidate replies will not be reflected on their profile in Workable.
- Set up the email template you want to use and send out a test email.
Important: When you send out a test email, Zapier will actually send an email to a candidate. You may want to notify recipients that this is a test.
Step 3 - Activate the Zap
Review the trigger and action steps, and then click Publish. When a candidate is moved to the stage you specified, an email notification will be sent to the people you selected.
To set up this type of Zap for multiple jobs with different coworkers, navigate to your dashboard in Zapier and copy the Zap. Then, edit the copy and update the job in the trigger section and the "To:" field in the action section.
Slack notifications
Use case: I am a Slack user and want to set up new candidate notifications to arrive by direct message or into the Slack channel of my choice.
Best fit for: All applicants and jobs
💡Make sure you first check our integration with Slack.Â
You could either set up a new Slack channel for the sole purpose of receiving notifications or set up notifications to go to an existing channel or as a direct message.Â
Step 1 - Set the trigger
We need to tell Zapier that when a new candidate is received in Workable (the trigger), then a notification message should be sent in Slack (the action).
- Choose Workable as the trigger app, then ‘New candidate’ as the event, and click Continue
- Choose your Workable account and:
- The job - leave blank if you want notifications for all new applicants. If you’d like to receive notifications for different roles in different channels, you can set up multiple Zaps and use this filter to specify a different channel for each position.
- The stage - leave blank if you want updates for all new candidates (including the ones you upload), or select ‘Applied’ if you only want alerts for people who apply normally.
- Next, test the trigger or continue to the next step. You’ll need at least one candidate in the ‘Sourced’ or ‘Applied’ stage of your Workable account.
Step 2 - Set the action
- Select Slack as the app and the action that should occur in Slack when a new candidate applies. Let's pick ‘Send Channel Message’.
- If you haven’t connected Slack to Workable, you’ll be prompted to connect your Slack account here. Click on ‘Sign in’ and authorize Zapier to access your Slack account.
- Set up the channel and message text. You can choose to add things like the candidate’s name, their headline, which role they applied for, a link to their profile in Workable, etc. Customize more if needed and test the action. If you haven’t got any candidates yet you can always apply for a job yourself when you turn the Zap on to check it’s all working as it should.
Step 3 - Activate the Zap
Review the trigger and action steps, and then click Publish. You’ll now get updates in Slack whenever new candidates apply.Â
All-purpose emails
Use case: When candidates are reaching a specific stage, I want to automate some tasks rather than send emails manually. Consider email concepts like:Â
- Your resume is now under review - Let the candidate know 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 an email 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 - Set the trigger
We need to tell Zapier that when a candidate is moved to a specific stage in Workable (the trigger), then an email should be sent to the candidate (the action).
- Choose Workable as the trigger app, then ‘Updated Candidate Stage’ as the event, and click Continue
- Choose your Workable account, the job, and the stage where the notification to candidates will occur. Leave the job field blank if you want candidates across all jobs to receive an email when they are moved to a particular stage.
- Next, test the trigger (by moving a sample candidate to the relevant stage) or continue to the next step
Step 2 - Set the action
- Set the action by selecting your preferred email client as the app and 'Send email' as the eventÂ
- Connect the email account you’d like to use; it has to be an account you have access to (even if you use a generic email address like hr@yourcompany.com). The email address you choose will be shown to candidates, and they will be able to reply directly to it. Candidate replies will not be reflected on their profile in Workable.
- Set up the email template you want to use and send out a test email.
Important: When you send out a test email, Zapier will actually send an email to a candidate. If you don't want to contact a candidate, select the option to preview the sample.
Step 3 - Activate the Zap
Review the trigger and action steps, and then click Publish. Candidates who are moved to the stage you selected will now automatically get your customized email!Â