Workflows & automations

Workflows do the follow-up you would otherwise have to remember to do yourself, sending the right message at the right stage, telling the right teammate, and even closing a job once it's filled.

Calendar invites, on every plan

One workflow comes standard on every business, free or paid: the moment a candidate confirms an interview time, everyone involved (candidate, owner, team) gets a calendar invite by email. It's on by default, you can turn it off from the top of the Workflows tab.

The workflow library

Rather than building from a blank form, the Workflows tab opens with a library of ready-made workflows, one for nearly every stage a candidate can be in: applied, moved to screening, interview scheduled, interview confirmed, offer sent, offer accepted, offer declined, hired, and candidate declined. Each shows exactly what it does and when it fires. Turn one on and it's live immediately, already written in a natural voice, ready to customize or use as-is. Turn it off anytime without losing anything you changed, your edits are waiting if you turn it back on later.

Building your own, action by action

Prefer to start from scratch? + New workflow gives you the same building blocks: pick the trigger, pick a delay (right away or a set number of days later), then add actions. A workflow isn't limited to one message, stack as many actions as the moment calls for, in the order you want them to run:

• Message the candidate, written by you, sent automatically.
• Notify the team, an in-app note to everyone on the account.
• Close the job to new applicants, useful the moment an offer is accepted.

Add another action with + Add action any time. Message the candidate, then notify the team, then close the job, all from one workflow, in that order, no cap on how many you stack.

The moments you can trigger on

• A candidate applies
• Moved to screening
• Moved to interview
• Interview time confirmed
• An offer is sent
• An offer is accepted
• An offer is declined
• Marked hired
• Candidate declined

Dynamic labels

Write one message and it fills in the details for every candidate: `{{first_name}}`, `{{last_name}}`, `{{candidate_name}}`, `{{job_title}}`, `{{business_name}}`, `{{owner_name}}`, and `{{town}}`. "Hi {{first_name}}, thanks for applying to {{job_title}} at {{business_name}}" becomes "Hi Morgan, thanks for applying to Bartender at The Red Bar" automatically. Tap Dynamic labels above any action list to see the full set without it crowding the editor.

Auto-assigning new applicants

From the same tab's Hiring team view, route brand-new applicants to the right person automatically:

• Round-robin spreads new applicants evenly across your team, based on who is carrying the fewest active candidates right now.
• By neighborhood lets you map specific towns to specific teammates (say, whoever runs your Seaside location handles Seaside applicants); anything outside the map falls back to round-robin.

Who can set this up

Calendar invites can be toggled by any owner, on any plan. The workflow library, custom workflows, and the auto-assignment rule are set up on the business Workflows tab, owner-only by default. See team seats & permissions for handing a manager access to this (and to Billing or the Activity log) without making them the owner.