HR Candidate Shortlisting
When candidates score above 70 in your resume sheet, it emails them a Calendly link and creates a screening task in ClickUp.
What it does
You instantly receive a notification when high-scoring candidates meet your criteria, allowing you to send them personalized Calendly links and create screening tasks in ClickUp without manual filtering. This automation ensures consistent communication with qualified applicants while reducing the time you spend on repetitive shortlisting work.
Step by step
- Configure the Google Sheets trigger to watch for new rows in the candidate spreadsheet.
- Set up a conditional logic step that compares the 'Score' column value against the threshold of 70.
- Map the Gmail template fields to specific columns from the sheet such as Candidate Name and Email Address.
- Define the ClickUp task structure including assignee, due date, and description fields.
Where the LLM does the work
- Generate personalized congratulatory email body text that incorporates the candidate's specific interview scores and feedback notes.
- Summarize key strengths from unstructured resume data into a concise bullet-point list for the HR team's ClickUp task description.
- Refine the tone of the rejection or next-step communication to ensure it aligns with company branding guidelines.
Watch out for
Email sending can fail if a candidate email is malformed, add a validation step before calling the Gmail API.
Tools that fit
The agent brief
Everything your agent needs, including the gotchas. Copy it and go.
You are helping me build the following AI agent workflow. ## Goal HR Candidate Shortlisting: When candidates score above 70 in your resume sheet, it emails them a Calendly link and creates a screening task in ClickUp. ## Specification - What it does: You instantly receive a notification when high-scoring candidates meet your criteria, allowing you to send them personalized Calendly links and create screening tasks in ClickUp without manual filtering. This automation ensures consistent communication with qualified applicants while reducing the time you spend on repetitive shortlisting work. - Trigger: Run manually (Manual · on demand) - Autonomy: Fully hands-off - Expected setup effort: about an afternoon - Tools/services involved: - Google Sheets: Fetch candidate records and scores - Gmail: Send personalized advancement emails - ClickUp: Create screening tasks for HR team - LLM: Filter high-score candidates based on threshold ## Known pitfalls, handle each one explicitly in your implementation 1. Email sending can fail if a candidate email is malformed, add a validation step before calling the Gmail API. ## Reference implementation https://n8n.io/workflows/8528 (workflow template) Fetch and inspect this before building. If it matches my stack, adapt it; if not, rebuild the pattern with my tools. ## Process requirements 1. Before building: ask me which of the listed tools I actually use and what my platform is (n8n / Make / code / other). Do not assume. 2. Adapt the pattern to my answers; do not force the reference stack. 3. Address every pitfall above; tell me how you handled each. 4. Provide a test plan I can run before letting this touch real data. 5. Ask before any step that sends messages, modifies data, or spends money. Source: https://usecasesforagents.com/use-case/automate-hr-candidate-shortlisting/ via usecasesforagents.com
Frequently asked questions
Can I use a different Spreadsheet than Google Sheets?
Yes. Google Sheets is only the example spreadsheet in this recipe. The same flow works with Airtable, Baserow and Excel. Swap the spreadsheet connection and keep the rest of the setup as written.
Want this running in your business?
This is what I do. I design and build AI agents like this one, and keep them running. If you want it set up for your team instead of doing it yourself, get in touch.
Who it's for
Built for HR and recruiting teams who need a repeatable first pass, not a one-off.