Automate Hiring AI Agent

Delivery period: within 14 days

The Automate Hiring AI Agent is a smart AI-powered recruitment automation system built on n8n + OpenAI + Google Sheets + Gmail + Cal.com.
It automatically manages job applications, candidate follow-ups, and interview scheduling — eliminating repetitive HR tasks and ensuring a smoother, faster hiring process.

With intelligent candidate filtering, personalized email replies, and automatic calendar bookings, this workflow becomes your AI Recruitment Coordinator that never sleeps.

Core Features

• 🧩 Automated Job Application Capture: Collects candidate submissions from multiple forms or portals.

• 🧠 AI-Powered Screening: Uses GPT to evaluate and categorize candidates based on job role, experience, or criteria.

• 📧 Email Automation: Sends personalized responses (rejections, interview invites, or waiting list updates).

• 📊 Centralized Data Logging: Stores candidate info automatically in Google Sheets.

• 📅 Calendar Integration: Auto-schedules interviews via Cal.com.

• 🔁 Smart Filtering: Routes candidates based on defined rules (e.g., experience level or skills).

Workflow Overview

🟩 1️⃣ Candidate Intake (Form Triggers)

• Trigger: Captures applications from web forms or platforms.

• Webhook & Cal.com Trigger: Handles both job form entries and calendar bookings.

• Google Sheets Logging: Appends each application with timestamp and data.

🟨 2️⃣ Screening & Categorization (AI Review)

• OpenAI Message Model: Reviews candidate CVs, summaries, and answers using AI.

• Filter Node: Applies pre-set logic (e.g., experience > 2 years → move to shortlist).

• Switch Node: Directs each candidate to the right workflow branch (shortlisted / rejected / review).

🟦 3️⃣ Communication & Scheduling

• Gmail Nodes: Automatically send personalized email templates for:

  • ✅ Shortlisted Candidates

  • ❌ Rejections

  • 🕒 Pending Review

• Cal.com Integration: Auto-schedules shortlisted candidates for interviews.

• Google Sheets Sync: Tracks every communication update in real time.

Ideal For

• 🏢 HR Teams

• 💼 Recruitment Agencies

• 🧠 Startup Founders

• 🧩 Talent Acquisition Specialists

• 🚀 Internal Hiring Managers

Benefits

• ⚡ Automated Hiring Pipeline: Save hours of manual email and scheduling work.

• 🧠 Smarter Candidate Insights: Use AI to pre-screen and rank applicants.

• 📅 Instant Interview Coordination: Auto-book slots with shortlisted candidates.

• 📈 Data Transparency: Every applicant automatically logged in Sheets.

• 💬 Personalized Communication: Sends human-like, role-specific email responses.