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Goal:

Automate the recruitment process from test submission to Slack alerts and interview follow-ups, ensuring a seamless candidate journey across platforms.

Problem:

Recruiters were manually tracking candidate tests, reviewing portfolios, and scheduling interviews—causing delays, missed updates, and data inconsistencies across tools.

Solution:

A multi-step n8n bot that connects Google Forms, Sheets, Notion, Slack, Gmail, Cal.com, and Perplexity AI. It automates candidate tracking, portfolio validation, Slack notifications, and meeting coordination.

🔹 Step 1: New Application Intake

When a new job application email is received:

• The flow is triggered via Gmail.
• The candidate’s role (e.g., OpenAI) is extracted using AI.
• The information is logged in a Google Sheet.
• A new candidate entry is created in Notion.
• A confirmation email is sent to the applicant.

🔹 Step 2: Form-to-Insight Workflow

After a candidate submits a form:

• The system updates the candidate's row in Google Sheets.
• A new record is created in Notion.
• The candidate’s portfolio is automatically analyzed using Perplexity AI.
• The system flags possible plagiarism or AI-generated content.
• A summary is sent to Slack for manual review.

🔹 Step 3: Candidate Stage Automation

When there are updates in Google Sheets:

• A webhook is triggered via Apps Script.
• A filter ensures the update is relevant.
• A switch node evaluates the stage of the candidate (e.g., test, interview, rejected).
• Depending on the stage:
  • Sends test instructions.
  • Sends an interview invite.
  • Sends a rejection email.
  • Sends a Slack invite if hired.
• Gmail nodes use dynamic variables for personalization.
• Slack node adds the candidate to a relevant Slack channel.

🔹 Step 4: Test Submission Logger

After a candidate submits a test:

• The test result link is logged in Notion.
• The candidate's Google Sheet row is updated.
• A Slack message is sent to notify the team, including the test link.
• This automates tracking and reduces manual follow-up.

🔹 Step 5: Interview Booking Tracker (Cal.com Trigger)

When a new interview is scheduled via Cal.com:

• The system is triggered via the BOOKING_CREATED event.
• The booking details are appended to the candidate’s row in Google Sheets using a unique Code.
• A new entry is created in Notion with the meeting title.
• A Slack message is sent with the meeting info:
  • Booking type
  • Cal.com link
  • Title of the meeting

Tools Used:

• n8n
• Google Forms + Sheets
• Notion
• Slack
• Perplexity AI
• Cal.com
• Gmail

Impact:

• 80% reduction in manual recruiter tasks
• Consistent data tracking across Notion + Sheets
• Real-time updates on every candidate step
• Automatic portfolio plagiarism checks using AI

🧠Learnings:

• Combining Perplexity AI with n8n allows scalable candidate vetting
• Dynamic Slack & Notion formatting is key to clarity
• Easily extendable to multiple departments or teams </aside>

📂 Download & Explore the Workflow:

View GitHub Repository :

recruitment-bot-n8n/Recruitment Bot Git Hub.json at main · AlvLeoAI/recruitment-bot-n8n