Automation workflow recipes

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Available for User roles Super Admin
Packages LeverTRM for Enterprise or Advanced Automation add-on

Automation workflows provide a set of configurable automation 'building blocks' to help you and your team introduce greater efficiencies to your recruiting process. This feature makes your team more productive by automating repetitive work performed in Lever. Workflows can be used to automatically archive, tag, email, or advance candidates based specific trigger conditions. If you have not done so already, read our help article on creating and managing automation workflows

Below you will find a list of "recipes" for automation workflows commonly used to build efficiency, consistent, and reliability into key recruitment processes. Recipes are grouped in the following categories:

When reading the automation recipes, keep the following guidelines in mind:

  • Text wrapped in single braces - e.g. {text} - indicates information specific to your Lever environment (e.g. pipeline stages, departments, etc) or an input at your discretion.
  • Text wrapped in double braces - e.g. {{text}} - in the subject line or body of emails indicates an auto-text token. This text will populate with opportunity-specific information when sent. To learn more, refer to our help article on auto-text tokens.
  • Text wrapped in double brackets - e.g. ((text)) - indicates a dynamic recipient. Dynamic recipients are determined based on the individuals associated with an opportunity or posting. To learn more about dynamic recipients, refer to our help article on setting up email automations.
  • For any automations with a 'Send email' action, the email can be sent from either no-reply@hire.lever.co or mail@hire.lever.co. At this time, it is not possible to send automated emails from specific individuals. 
  • A number of the automation workflows described below rely on custom application questions as conditions. To learn more, refer our help article on creating custom application questions.

Candidate communications

Alert candidate of movement to a new stage

When this happens...

  • Opportunity stage changed

Continue if...

  • has stage...
  • if value is one of these...
  • {Interview stage} (e.g. HM Screen, On-site interview)

Do this...

  • Send email
    • To: ((Candidate))
    • Subject: Congratulations {{candidate full name}} on advancing to the next stage in our interview process
    • Body: Congratulations. Our team has decided to move you forward in the next stage of our interview process. Expect to hear from us shortly on next steps and what to expect!
    • Delay: As required
Confirm application submission with a personalized 'thank you' email

When this happens...

  • Application form submitted

Continue if...

  • Job posting
  • Department/team is...
  • if value is one of these...
  • {Department} and/or {Team}

and/or

  • Job posting
  • is...
  • if value is one of these...
  • {Job posting title}

Do this...

  • Send email
    • To: ((Candidate))
    • Subject: {{candidate full name}}, thanks for applying!
    • Body: We're excited to have your application for {{Newest job posting}}! You can learn more about our {team name} team via the {hyperlink to team information page} here. We will reach out to you if we would like to move forward with an interview.
    • Delay: As required

Note: if you use this recipe to set up a personalized thank you email based on department, team, and/or posting, you may wish to a) disable the automated confirmation email in your Job site settings and instead set up another automation workflow to send a generic email to applicants for all other departments, teams, and postings, or b) configure this automation with a delayed send. This will prevent applicants from immediately being sent two confirmation emails upon submitting their application.

Inform sourced candidates of hiring freeze

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has stage...
  • if value is one of these...
  • Responded

Do this...

  • Auto-archive
    • Archive reason: Position Closed or Position Cancelled
  • Add tag: {reason for freeze} (e.g. role cancelled, pandemic response)
  • Send email
    • To: ((Candidate))
    • Subject: {templated email subject line approved by employer branding}
    • Body: {templated email body approved by employer branding}
    • Delay: As required (2 weeks to 1 month)

Recruiter operations

Knock out candidates based on a set of criteria

When this happens...

  • Application form submitted

Continue if...

  • Application form
  • {Custom question title} (e.g. Right to work)
  • {Custom question} (e.g. Do you have the right to work, without support, in the country where this role is based?)
  • if value is/is not/is empty/is not empty...
  • {Preferred response}

[Add conditions as necessary based on required number of criteria]

Do this...

  • Auto-archive
    • Archive reason: {relevant reason} (e.g. visa status)
    • Send rejection email to candidate
      • Use rejection email template
      • Delay: Next weekday

Note: If you are knocking out candidates based on sponsorship requirements, but your organization may consider sponsorship for specific roles (e.g. highly-skilled roles that are hard to fill), set up an automation that tags candidates for those roles that are in need of sponsorship, so your recruiters can prioritize accordingly.

Reminder recruiter to check in with new hire (post-hire)

When this happens...

  • Opportunity hired

[No condition required; click trash can icon on 'Continue if...' block to remove from workflow editor]

Do this...

  • Send email
    • To: ((Posting owner))
    • Subject: Remember to check in with {{candidate full name}} who is due to start
    • Body: Can you believe it’s already been a month since {{candidate full name}} was hired? Now would be a good time to check in on how they’re doing in their new role.
    • Delay: As required (2 weeks to 1 month)
Identify applicants who have previously worked for your company

When this happens...

  • Application form submitted

Continue if...

  • Application form
  • {Custom question title} (e.g. Previous employee)
  • {Custom question} (e.g. Have you worked for us before?)
  • Select an option...
  • if value is...
  • Yes

Do this...

  • Add tag: Rehire

and/or

  • Send email
    • To: {HR Operations contact}
    • Subject: {{candidate full name}} has reapplied for a position with us
    • Body: Can you confirm to {{Posting Owner}} whether to proceed based on candidate’s last performance? 
Identify top candidates

When this happens...

  • Application form submitted

Continue if...

  • Application form
  • {Custom questions title} (e.g. Years Experience, Highest Level of Education)
  • {Custom question} (e.g. How many years experience do you have? What is your highest level of education?)
  • if value is/is not...
  • {Preferred response}

Do this...

  • Add tag: Top Talent
Identify top candidates based on specific hiring manager priorities

When this happens...

  • Application form submitted

Continue if...

  • Job posting
  • hiring manager is...
  • if value is one/all of these...
  • {Hiring Manager} (select one or multiple)

and

  • Application form
  • {Custom questions title} (e.g. Years Experience, Highest Level of Education)
  • {Custom question} (e.g. How many years experience do you have? What is your highest level of education?)
  • if value is/is not...
  • {Preferred response}

Do this...

  • Add tag: Top Talent - {Hiring Manager name}

and/or

  • Send email
    • To: ((Posting hiring manager))
    • Subject: {{candidate full name}} has been flagged as top talent
    • Body: Please review application and confirm with with the talent acquisition team if you wish to expedite this candidate.
Tag applicants located in specific time zones for regional/field sales opportunities

When this happens...

  • Application form submitted

Continue if...

  • Job posting
  • is...
  • if value is one of these...
  • {Posting title} (e.g. Field Sales, Account Executive)

and

  • Application form
  • {Custom questions title} (e.g. Time Zone)
  • {Custom question} (e.g. What is your time zone?)
  • if value is/is not...
  • {Preferred response}

Do this...

  • Add tag: {Name of time zone}

Scheduling operations

Alert coordinators of expedited hiring process for part-time/seasonal roles

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has stage...
  • if value is all of these...
  • {Interview stages} (e.g. HM Screen, On-site interview)

and

  • Job posting
  • work type is...
  • if value is one of these...
  • Part time, Seasonal

Do this...

  • Send email
    • To: {Recruitment coordinator email address}
    • Subject: Advance {{candidate full name}} to 'Offer' or archive
    • Body: This role has an expedited hiring schedule. Please advance {{candidate full name}} to the 'Offer' stage or archive their opportunity.
    • Delay: As required
Scheduling request for on-site interviews

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has stage...
  • if value is one of these...
  • On-site interview

Do this...

  • Send email
    • To: {Recruitment coordinator email address}
    • Subject: Scheduling request for {{candidate full name}}
    • Body: Please schedule {{candidate full name}} for an on-site interview ASAP!
    • Delay: 1 day

Optional: Add conditions based on location or job postings for different coordinators.

Gather availability for panel interview

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has stage...
  • if value is one of these...
  • {Panel interview stage}

Do this...

  • Send email
    • To: ((Candidate))
    • Subject: Congratulations {{candidate full name}}, we would like to schedule you for panel interview
    • Body: {{candidate full name}}, congratulations! You have advanced to our panel Interview stage. This interview is generally 90 minutes long over a Zoom call. {{Name of Recruiter}} will be calling you shortly to schedule a time, but if you have any preferred dates and times available right now, please share with us and we can see what might work.
    • Delay: As required

Organizational engagement

Announce new hires in Slack or Microsoft Teams

When this happens...

  • Opportunity hired

[No condition required; click trash can icon on 'Continue if..' block to remove from workflow editor]

Do this...

  • Send email
    • To: {Slack or Microsoft Teams channel address}
    • Subject: Hooray! {{candidate full name}} was hired!
    • Body: {{job posting hiring manager full name}}'s team just got bigger!
    • Delay: As required
Notify IT and/or HR teams of new hires

When this happens...

  • Opportunity hired

[No condition required; click trash can icon on 'Continue if..' block to remove from workflow editor]

Do this...

  • Send email
    • To: {IT or HR email address} (e.g. IT@company.com or HR@company.com)
    • Subject: {{candidate first name}} was hired!
    • Body: {{candidate full name}} was hired to {{job posting hiring manager full name}}'s team. Please begin the provisioning process.
    • Delay: As required

Hiring manager engagement

Notify hiring managers when engineers pass Codility tests

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has tags...
  • If value is one of these...
  • "codility - pass"

Do this...

  • Send email
    • To: ((Posting hiring manager)), ((Posting owner))
    • Subject: {{candidate full name}} passed their Codility assessment!
    • Body: {{candidate full name}} scored 90% or better on their Codility assessment. {{opportunity owner name}} will be moving them forward in the process.
    • Delay: As required

HR operations

Notify HR when new employees' background checks need review

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has tags...
  • If value is one of these...
  • "Report Consider"

Do this...

  • Send email
    • To: {HR email address}
    • Subject: {{candidate full name}}’s background check needs review
    • Body: Please review the results of {{candidate full name}}’s background check. Their employment is contingent upon passing and the check identified at least one finding for HR to evaluate.
    • Delay: As required

Data compliance (GDPR)

Provide all applicants with a consent link to manage their data preferences

When this happens...

  • Application form submitted

[No condition required; click trash can icon on 'Continue if..' block to remove from workflow editor]

Do this...

  • Send email
    • To: ((Candidate))
    • Subject: Thanks for applying to {{Newest job posting}}, here is a link to manage your application data
    • Body: We're excited to have your application for {{Newest job posting}}! You can manage your candidate data at any time using the following link: {{Consent link}}.
Provide sourced, referred, and agency candidates with a consent link to manage their data preferences

When this happens...

  • Opportunity stage changed

Continue if...

  • Opportunity
  • has origin...
  • if value is one of these...
  • Sourced, Referred, Agency

and

  • Opportunity
  • has stage...
  • if value is one of these...
  • Responded

Do this...

  • Send email
    • To: ((Candidate))
    • Subject: {{candidate Name}} please provide your GDPR consent
    • Body: {{candidate full name}}, thanks for responding to our interest in having you join our team. We take GDPR compliance very seriously and would like to keep track of your consent in storing your personally identifiable information in our database. Please follow the link below to provide your consent. You can also use this link to revoke consent at any time, request a copy of your data that we have on file, or rectify any data we may have on you. Please let us know if you have any questions. {{Consent link}}
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