Automations
What automation rules can and cannot do
A complete reference for automation rules: every trigger, every action, the conditions you can test, the limits that apply, and an explicit list of things automations do not do.
This page is the full list. If something is not on it, an automation rule cannot do it today.
Triggers
A rule watches for exactly one of these.
| Trigger | Fires when | You also choose |
|---|---|---|
| Application created | A candidate applies or is invited | Nothing |
| Stage entered | A candidate moves into a stage | A specific stage, or any stage of one kind |
| Time in stage | A candidate has sat in a stage for N days | A specific stage or kind, and the number of days |
| Assessment evaluated | An assessment finishes scoring | Which kind: Voice, Coding, Psychometric or Skills / General |
| Board status changed | A candidate is moved to a board status | Which status: Good fit, Poor fit, Hired or Rejected |
| Integrity check completed | A candidate's proctoring review finishes | Nothing |
Actions
A rule runs one or more of these, in the order you list them. Up to 8 per rule.
| Action | What it does | You choose |
|---|---|---|
| Advance stage | Moves the candidate to a stage | The target stage |
| Reject | Rejects the application | An optional reason, stored on the application |
| Send email | Emails the candidate | Which template, see below |
| Set board status | Marks the candidate on the board | Good fit, Poor fit, Hired or Rejected |
| Notify team | Alerts your team, never the candidate | Recruiters on the job, org admins, or just you, and whether the alert is in-app, by email, or both |
| Post to Slack | Posts a card about the candidate to your connected Slack channel, never to the candidate | An optional note shown on the card. Only available once Slack is connected in Settings > Integrations |
Emails a rule can send
Three templates: Interview Invitation, Rejection, and Hired / Offer. You can edit their wording under Settings → Email.
Assessment Invitation and Next Round cannot be sent by a rule. Both need details about a specific assessment attempt that a rule does not have, so the email would go out with the wrong content. Send those from the candidate's profile or a bulk action instead.
Conditions
Conditions are optional. You can build up to 3 groups of up to 10 conditions each, and combine them with AND or OR.
| Group | You can test |
|---|---|
| Application | Source, Current stage, Time in current stage, Prescreening |
| Candidate | Resume score |
| Proctoring | Candidate integrity (clean, minor, major or critical), Tab switches, Full-screen exits, Copy, paste or print attempts, Developer tools attempts, Face not visible or looking away |
| Assessments | AI Video Interview score and outcome, AI interviewer conduct (QA), Coding score, Skills assessment score and outcome, Psychometric: Conscientiousness, CEFR overall, speaking, reading, listening and use of English |
Scores use the scale shown on the candidate's report. AI Video Interview, coding, skills and resume scores run 0 to 10. Psychometric traits run 0 to 100.
Use Candidate integrity to act on the overall verdict, which includes what the camera and microphone picked up. Use a count when only one behaviour matters to you, for example Tab switches is at least 3. Counts add up every assessment the candidate has finished for this job.
Timing
Rules watch forward only. A rule starts watching when you publish it, and candidates already in your pipeline are not re-evaluated.
Time in stage is the exception: it does count candidates who are already in the stage, but the clock starts the day you publish the rule, not the day they entered it.
On the Integrity check completed trigger a rule acts at most once per candidate, because a candidate's proctoring results can arrive in more than one piece. Results that land within about a minute of each other are checked together.
Limits
- 500 actions per rule per day
- 5,000 actions per organization per day
- If a rule's action triggers another rule, the chain stops after 3 steps
- Dry run activity does not count toward any of these
What automations do not do
Explicitly, so there is no doubt:
- No deleting or archiving. Rules cannot delete applications, interviews, recordings or any other record, and there is no archive action.
- No exporting. Rules cannot export candidates to a spreadsheet or send data to another system.
- No interview scheduling. Rules cannot book a slot, send a calendar invite or reschedule anything.
- No SMS or WhatsApp. The only channel a rule can use to reach a candidate is email, through one of the three templates above. Team alerts go in-app, by email, or to Slack.
- One Slack channel. Post to Slack always uses the channel you picked when you connected Slack. To use a different channel, reconnect Slack in Settings > Integrations.
- No Screening status. Set board status offers Good fit, Poor fit, Hired and Rejected. Screening is not a target, because a candidate moved there would not appear in any board column.
- No acting on the past. Publishing a rule does not apply it to candidates who already passed the trigger moment, with the Time in stage exception described above.
- No free text conditions. You can only test the fields listed above, not arbitrary notes, CV text or custom questions.
If you describe something on this list to the AI builder, it tells you it cannot be done rather than building the nearest thing it can.