8 ATS automations for offers & talent pipelines

Congratulations! You’ve found the right candidate and you’re sending an offer. Once they accept, there will be rejections to send to other candidates, internal notifications to send to other teams, and a talent pipeline to manage.

Automations can help with each of these steps, ensuring every candidate gets a consistent experience and no one falls through the cracks.

This page is part of a series. See the full template library here →

Remind candidates about pending offers (Advanced)

‍

Description: This automation will send an email to the candidate if they haven’t accepted or rejected their offer after a certain amount of time.

Make it your own: Customize the wait time and message to the candidate.

Trigger: Offer is created

Conditions: Check if offer is pending after 1 week

Action: Send email to candidate

After making a hire, reject other candidates (Advanced)

‍

Description: When a job is closed or filled, this simple automation will reject the other candidates in pipeline.

Make it your own: You can expand on this with different branches for different candidate criteria, as we’ll show you in future templates.

Trigger: Job is closed or filled

Conditions: Applications not in the Hired or Rejected stage

Action: Reject applications

Ensure all rejected candidates get an email (Advanced)

‍

Description: This automation helps ensure that every rejected candidate gets a rejection email, just in case one has slipped through the cracks.

Make it your own: You could build branches to send different messages to different types of candidates, as we’ll show you in future examples.

Trigger: Job is closed or filled

Conditions: Applications that have not received an email with email type equaling “rejection”

Action: Send rejection email

Email internal users when a candidate is hired (Advanced)

‍

Description: When an application is moved to the “Hired” stage, notify and send candidate details to relevant internal teams.

Make it your own: Configure which internal teams need to be notified.

Trigger: Application is moved to “Hired” stage.

Conditions: n/a

Action: Send emails to hiring manager, payroll, and IT, including links to the candidate’s profile.

Send different rejection emails based on stage (Advanced)

‍

Description: When a job is filled, you may want to handle candidates differently based on how far they got into the process. This automation helps you send different messages to early vs late stage candidates, and even invite high potential candidates to your talent pipeline.

Make it your own: Fully customize the stages and branches, depending on how you want to personalize messages to candidates.

Trigger: Job is filled

Branch: Early or late stage?

• Early stages:
  • Move to reject
• Later stages:
  • Move to next step

True/False condition: Does the candidate have a “high potential” tag?

• True:
  • Reject and invite to talent pipeline
• False:
  • Move to next step

Branch: Candidate’s current stage equals…

• Phone screen
  • Reject and send customized email
• Hiring manager interview:
  • Reject and send customized email
• Final interview:
  • Reject and send customized email

Add candidates to the talent pipeline, with different criteria for different departments (Advanced)

‍

‍

Description: Imagine you have a few departments with talent pipelines, but they all have different criteria for which candidates they want to add to them. This automation uses branches to handle those different criteria.

Make it your own: Customize the departments and criteria for each department. You could also simplify this if all your departments have the same criteria.

Trigger: Application is rejected

Branch: Department equals…

• Marketing:
  • Check tags, invite to talent pipeline
• Finance:
  • Check for internal or referral, invite to talent pipeline
• Engineering:
  • Check application response, invite to talent pipeline

Alert talent pipeline candidates when a new job opens that matches their interests (Advanced)

Description: This automation looks simple, but it’s more powerful than it looks. It will send out new jobs to the right talent pipeline candidates based on their location, department, and/or division. So you only need to set up one small automation and it will handle job alerts for all your talent pipeline.

Make it your own: You could create branches if you want to communicate with different candidates in different ways, as you’ll see in the next example.

Trigger: Job is opened

Conditions: n/a

Action: Email candidates in talent pipeline with matching interest in the job’s location, department, and/or division

Nurture talent pipeline, with different actions based on department (Advanced)

‍

Description: You may have different departments who want to nurture their talent pipelines in different ways. No problem with this automation, which uses branching logic to manage different actions by department.

Make it your own: Customize the departments and actions. You can also expand much further with more emails and other actions.

Trigger: Talent pipeline candidate is created

True/False condition: Internal?

• True:
  • Create task for recruiter to schedule a career pathing call
• False:
  • Move to next step

Branch: Candidate interest is…

• Operations:
  • Send email “New Operations roles” after 14 days, send email “A day in the life” after another 14 days
• Sales:
  • Create task for hiring manager to connect on LinkedIn. If the candidate has management experience, create task for recruiter to schedule a call after 30 days
• Engineering:
  • Send email “Our Engineering blog”, then check candidate skills tags. If candidate has certain skills, create task for recruiter to schedule a check in call after 30 days. Otherwise create task for the recruiter to connect on LinkedIn.

Part 3

9 ATS automation templates for screening candidates