Weekly hiring‑manager snapshot from Breezy HR to email (pipeline, next‑week interviews, stuck)

This workflow sends each hiring manager a single weekly email with an overview of their open roles: pipeline totals, a per‑position summary, interviews scheduled next week and stuck candidates (no movement ≥ 7 days). It queries Breezy HR using your API token, detects the HM via each position’s team (falling back to a simple map when unavailable), aggregates results and emails one digest per HM. The job runs Mondays at 07:30 Asia/Kolkata, includes a DRY_RUN preview and rate‑limits sends.

Who’s it for

• Hiring managers who want a once‑a‑week snapshot instead of many separate updates.
• Talent/recruiting teams using Breezy HR who need pipeline hygiene and next‑week readiness at a glance.
• Ops partners who prefer a standardized email with HTML tables and a text fallback.

How it works

1. Cron (Mon 07:30 IST) triggers weekly.
2. Breezy → Positions: Fetch open positions (configurable).
3. Find HM: For each position, read the position team and look for a member with a “hiring manager” role; if none, use the fallback map.
4. Candidates per position: Fetch candidates, compute stage counts and mark stuck where last activity ≥ STUCK_AFTER_DAYS.
5. Events per position: Fetch events and keep those that look like interviews scheduled next calendar week.
6. Aggregate per position → Group by hiring manager → Build one HTML digest per HM.
7. DRY_RUN? If true, output a preview only; otherwise send emails with a small delay between each.

How to set up

1. Credentials in n8n
   • HTTP Header Auth for Breezy HR: set Authorization: Bearer <YOUR_TOKEN> in a credential (don’t hardcode in the node).
   • SMTP (Gmail) to send digests.
2. Open “Set: Config” (single place to edit)
   • BREEZY_API_BASE = https://api.breezy.hr/v3
   • COMPANY_ID = your Breezy company ID
   • TIMEZONE = Asia/Kolkata
   • INCLUDE_ONLY_OPEN = true (use STATE_FILTER = open)
   • USE_BREEZY_HM_DETECTION = true
   • HM_FALLBACK_MAP_JSON = e.g., { "Default": "hm@example.com", "Java TL": "javatl@company.com" }
   • STUCK_AFTER_DAYS = 7
   • INTERVIEW_EVENT_KEYWORDS_CSV = interview
   • SMTP_FROM = sender address
   • SUBJECT_TEMPLATE = Weekly HM snapshot {{range}} — {{positions_count}} roles, {{candidates_count}} candidates
   • INTRO_TEMPLATE / OUTRO_TEMPLATE
   • DRY_RUN = false (set true to preview)
   • RATE_LIMIT_EMAIL_SECONDS = 5
3. Activate the workflow.

Requirements

• Breezy HR API token with access to positions, teams, candidates and events.
• SMTP (Gmail) account to send emails.
• n8n (cloud or self‑hosted) with HTTP Header Auth and SMTP credentials.

How to customize

• Schedule: Change Cron to your preferred day/time.
• Scope: Set INCLUDE_ONLY_OPEN=false to include other position states.
• Interview detection: Edit INTERVIEW_EVENT_KEYWORDS_CSV to match your account’s event labels.
• Stuck threshold: Adjust STUCK_AFTER_DAYS (e.g., 10 or 14).
• Templates: Update SUBJECT_TEMPLATE, INTRO_TEMPLATE, OUTRO_TEMPLATE.
• Fallback mapping: Expand HM_FALLBACK_MAP_JSON for positions lacking team data.

Add‑ons

• Slack delivery: Post a weekly summary to a channel or DM the HM alongside the email.
• CSV attachments: Attach per‑HM CSV of positions/candidates for offline work.
• Manager CC: CC a recruiting lead or HRBP for visibility on key roles.
• Writeback: Log weekly metrics to Google Sheets for dashboards.
• Custom windows: Use a different future window (e.g., interviews in the next 2 weeks).

Use Case Examples

• Busy HMs who want one email showing where to focus for the coming week.
• Recruiting Ops keeping tabs on pipeline health and stalled candidates.
• Leadership reviews where weekly snapshots feed into Monday stand‑ups.

Common troubleshooting

| Issue | Possible Cause | Solution | |---|---|---| | No emails sent | DRY_RUN=true | Set DRY_RUN=false to send. | | Missing HM recipients | Team endpoint returned no “hiring manager” and fallback map not configured | Add position→email in HM_FALLBACK_MAP_JSON (or set a better default). | | Interviews list is empty | Different event label in your Breezy account | Add your labels to INTERVIEW_EVENT_KEYWORDS_CSV (comma‑separated). | | Stuck candidates not flagged | Threshold too high or activity timestamps missing | Lower STUCK_AFTER_DAYS or verify candidate activity data. | | API errors | Bad token or insufficient scopes | Recreate the Breezy credential with a valid Bearer token. | | Emails fail to send | SMTP auth/quota issues | Check SMTP credentials/from‑address permissions and provider limits. |

Need Help?

If you’d like help tuning the interview filters, changing the grouping logic, or adding Slack/CSV writebacks, feel free to reach out our n8n experts at WeblineIndia. We'll be happy to help you tailor this to your stack.