Save time hiring with AI: automate screening, assessments & interviews
AI Recruitment Automation Pipeline – Resume Parsing, GPT-4 Evaluation, Assessment Triggers & Interview Scheduling
This end-to-end AI-powered recruitment automation workflow helps HR and talent acquisition teams automate the complete hiring pipeline—from resume intake and parsing to GPT-4-based evaluation, TA approvals, assessment delivery, and interview scheduling.
Built using n8n, this template integrates with OpenAI GPT-4, Google Sheets, Google Drive, Slack, and SMTP to reduce time-to-hire, improve candidate quality, and eliminate repetitive manual tasks. The workflow enables scalable, consistent, and intelligent decision-making by automating resume evaluation, semantic fit analysis, and candidate communication.
This template is ideal for recruiters, TA teams, and founders looking to optimize hiring for tech, sales, support, and other roles with high applicant volume.
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Who is this for?
HR and TA teams handling high-volume recruitment
Startups and SMBs looking to reduce hiring time and cost
Hiring managers seeking to automate CV parsing and candidate evaluation
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What problem does this solve?
Eliminates manual resume screening
Sends real-time updates to TA team on assessment completion
Automates assessments, scoring, and interview scheduling
Keeps candidate communication consistent and timely
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What this workflow does
Smart Resume Intake Form
Collects candidate data: name, email, phone, LinkedIn, job role, and CV (PDF).
Custom-designed UI with branding-ready CSS.
PDF Resume Parsing & Storage
CV is uploaded to a dedicated Google Drive folder.
Resume text is extracted for semantic analysis.
AI-Based Candidate Evaluation (GPT-4 via LangChain)
Extracts: City, Education, Job History, Skills.
Summarizes candidate profile (100 words).
Retrieves and summarizes job description from Google Sheets.
Performs detailed evaluation:
✅ Semantic fit scoring (0–100%)
✅ Key matches and skill gaps
✅ Soft skills extraction
✅ Red flag detection (job-hopping, missing info)
✅ Final score (1–10) with rationale
Google Sheets Integration
Logs and updates candidate data at each stage:
CV Submitted → Scored → Shortlisted → Assessment Sent → Interview Scheduled → Rejected
TA Approval via Email (Send & Wait)
TA receives evaluation summary and gives one-click approve/reject.
✅ Approved → Status: Resume Selected
❌ Rejected → Status: Resume Rejected
Assessment Trigger (Post Approval)
Sends assessment link to shortlisted candidates.
Notifies TA via Slack and Email when assessment is submitted.
Interview Scheduling
Sends Calendly link for self-scheduled interview booking.
Candidate receives detailed next-step instructions.
Status-Based Candidate Emails
Automatically sends:
✔️ Shortlisting confirmation + interview setup
❌ Rejection email with branded message
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Business Benefits
Save 80%+ time spent on manual resume reviews and coordination
Reduce cost-per-hire by eliminating manual tasks
Improve hiring accuracy with structured, AI-based decision-making
Scalable recruitment for 100s of candidates per week
Enhance candidate experience with instant status updates
Centralize data in Google Sheets for full team visibility
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🔧 Setup Instructions
Google Service Account Setup (One-Time)
Before using Google Sheets or Google Drive in n8n:
Go to Google Cloud Console.
Create a Service Account under your project.
Enable these APIs:
Google Sheets API
Google Drive API
Download the JSON credentials for the service account.
IMPORTANT:
Share your target Google Sheets and Docs with the service account email
(e.g., your-service-account@your-project.iam.gserviceaccount.com).
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Add Applicant's Details to Google Sheet
Document: Select the Profiles Google Sheet document.
Sheet: Select the Applicant's Details sheet.
Fields to Map:
EMAIL: {{ $('On form submission').item.json.Email }}
DATE: {{ $now.format('dd-MM-yyyy') }}
NAME: {{ $('On form submission').item.json.Name }}
LINKEDIN URL: {{ $('On form submission').item.json["LinkedIn Profile URL"] }}
JOB PROFILE: {{ $('On form submission').item.json["Job Openings"] }}
STATUS: CV SUBMITTED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
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Extract Applicant's Resume Text
Text:
{{ $('Extract from File').item.json.text }}
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Get Job Description from Google Sheet
Document: Profiles
Sheet: Job Openings
Filter:
Column: Job Profile
Value: {{ $('On form submission').item.json["Job Openings"] }}
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Save Evaluation Results in Google Sheets
Document: Profiles
Sheet: Applicant's Details
Column Match On: EMAIL
Fields to Map:
EMAIL: {{ $('On form submission').item.json.Email }}
CITY: {{ $('Applicant\'s Details').item.json.output.City }}
EDUCATIONAL: {{ $('Applicant\'s Details').item.json.output["Educational Qualification"] }}
JOB HISTORY: {{ $('Applicant\'s Details').item.json.output["Job History"] }}
SKILLS: {{ $('Applicant\'s Details').item.json.output.Skills }}
SUMMARIZE: {{ $('Summarize Applicant\'s Profile').item.json.response.text }}
SEMANTIC FIT SCORE: {{ $json.output.semantic_fit.score }}
KEY MATCHES: {{ $json.output.semanticfit.keymatches.toJsonString() }}
KEY GAPS: {{ $json.output.semanticfit.keygaps.toJsonString() }}
SEMANTIC FIT CONSIDERATION: {{ $json.output.semantic_fit.consideration }}
SOFT SKILLS: {{ $json.output.soft_skills.toJsonString() }}
EXPERIENCE GAP DETECTED: {{ $json.output.experienceanalysis.experiencegap_detected }}
OVER QUALIFICATION DETECTED: {{ $json.output.experienceanalysis.overqualificationdetected }}
EXPERIENCE ANALYSIS CONSIDERATION: {{ $json.output.experience_analysis.consideration }}
RED FLAGS ISSUES DETECTED: {{ $json.output.redflags.issuesdetected.toJsonString() }}
RED FLAGS CONSIDERATION: {{ $json.output.red_flags.consideration }}
VOTE: {{ $json.output.overallevaluation.finalvote }}
FINAL CONSIDERATION: {{ $json.output.overall_evaluation.consideration }}
STATUS: CV SCORED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
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Update Applicant Statuses
Resume Selected
Document: Profiles
Sheet: Applicant's Details
Column Match On: EMAIL
Update:
STATUS: RESUME SELECTED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
Resume Rejected
Update:
STATUS: RESUME REJECTED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
Assessment Sent
Email: {{ $('Loop to Send Assessment Link to Each Candidate').item.json.EMAIL }}
Update:
STATUS: ASSESSMENT SENT
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
Assessment Submitted
Email: {{ $json["Enter Your Email Address"] }}
Update:
STATUS: ASSESSMENT SUBMITTED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
Interview Booked
Email: {{ $json.payload.email }}
Update:
STATUS: INTERVIEW BOOKED
LAST UPDATED DATE: {{ $now.format('dd-MM-yyyy hh:mm:ss') }}
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Fetch Applicants with Specific Status
Status: RESUME SELECTED
Document: Profiles
Sheet: Applicant's Details
Filter:
Column: STATUS
Value: RESUME SELECTED
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Get Assessment Form URL from Job Profile
Document: Profiles
Sheet: Job Openings
Filter:
Column: Job Profile
Value: {{ $json["JOB PROFILE"] }}
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Trigger on Applicant Status Update
Document: Profiles
Sheet: Applicant's Details
Trigger Settings:
Columns to Watch: STATUS
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⚠️ Important Notes
Always use “Select Document from List” instead of manually pasting the sheet/document ID.
Share your Sheets/Docs with the Google Service Account email for proper access.
Keep your date formats consistent using {{ $now.format('dd-MM-yyyy hh:mm:ss') }}.
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Add credentials for:
Google Drive
Google Sheets
SMTP (for emails)
OpenAI API Key (GPT-4)
Replace placeholders:
Google Sheet & Folder IDs
Calendly Link
Assessment Link
(Optional) Customize GPT-4 prompts for domain-specific scoring
(Optional) Use your Slack webhook for TA notifications
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🛠️ Tools & Integrations
Form Trigger – Candidate form with file upload
Google Drive + Extract PDF – CV parsing
Google Sheets – Database for all applicant statuses
LangChain GPT-4 Nodes – AI profile + job analysis
Email Send & Send & Wait – Candidate/TA communication
IF Node – Logic for approve/reject
Slack Integration – TA notification
Calendly Link – Interview scheduling
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AI resume screening, GPT-4 recruitment workflow, automated hiring pipeline, semantic fit evaluation, LangChain for HR, resume parsing automation, AI in talent acquisition, assessment workflow automation, interview scheduling automation, candidate shortlisting automation, OpenAI HR integration, Google Sheets recruitment tracker, n8n HR automation template, self-scheduling interviews with Calendly, Slack notifications in recruitment
By Aayushman Sharma