4 ATS automations to control high volume

You’ve just opened a new job and—oops. You got 500 applications in 3 days. Now what?

With the right automations in place, you can set reasonable limits on your application volume and trigger follow-up actions, such as notifying candidates. Then you can move forward with screening through all those applicants without worrying about new ones coming in.

Here are a few automation templates to help you take back control in high volume jobs.

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

Put a job on hold when it hits a certain number of applications (Advanced)

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Description: If you want more control over the number of applicants you can receive for certain jobs, this automation is for you. It will automatically put a job on hold when it hits a certain number of applications. In Pinpoint this means the job is removed from your careers site, job ads, and external recruiter visibility, so you won’t get new applicants coming in.

Make it your own: Adjust the threshold for pausing the job, and what actions happen afterwards.

Trigger: Application is created

Condition: If application count equals 500

Action: Put job on hold

Put a job on hold and send communications (Advanced)

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Description: Taking the example above one step farther, imagine that you want a certain series of steps to happen after the job is paused. Here, we’ve decided we want to send a message to candidates, as well as send an alert internally.

Make it your own: Customize the flow of steps that you want to happen after the pause.

Trigger: Application is created

Condition: If application count is greater than or equal to 500

Action: Put job on hold, send alert to hiring manager and recruiter, send messages to candidates

Email applicants if their application hasn’t been processed after a certain amount of time (Advanced)

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Description: We had some communications to candidates and internal team members built into our previous example, but you might prefer to break this step out into a separate automation. For example if you want to ensure that all candidates are getting a message if their application is taking more time to review, rather than just the candidates who’ve applied to a job on hold.

Make it your own: Configure your application stage, preferred wait time, and messages. You can also adapt this to any stage of the recruitment process.

Trigger: Application is created

Condition: Check if application is still in Applied stage after 7 days

Actions: Email applicant, create recruitment manager task

Condition: Check if application is still in Applied stage after another 3 days

Actions: Email recruitment team lead

Notify team members if a job is on hold more than 14 days (Advanced)

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Description: When you put a job on hold, maybe you don’t want to keep it that way too long. If a job is on hold more than 14 days, this automation will send a reminder to the recruiter. And if it’s on hold another 7 days, it will send an alert to the recruitment team lead.

Make it your own: Choose how long you want the automation to wait before sending alerts, customize the messages that go out, and configure who the alerts go to.

Trigger: Job is on hold

Condition: Check if job has been on hold 14 days

Action: Notify recruitment manager

Condition: Check if job has been on hold 7 more days

Action: Notify recruitment team lead

Part 1

6 ATS automation templates for compliance & escalation

Part 3

9 ATS automation templates for screening candidates