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Automate resume screening & candidate routing with Gemini AI and Google Sheets

ShadrackShadrack
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2/3/2026
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Streamline your recruitment process with AI-powered resume analysis that goes beyond keyword matching.

Overview

This workflow revolutionizes hiring by using specialized AI agents to intelligently analyze resumes for different positions. Unlike traditional ATS systems that rely on keyword matching, this solution provides deep, contextual analysis of candidate qualifications and automatically manages the entire screening process from application to response.

How it works

Application Submission - Candidates complete a form with personal details, select their desired position (ICT, Customer Care, Accounting, or HR), and upload their resume Secure Storage - Resumes are automatically saved to Google Drive for permanent record-keeping Intelligent Routing - A switch node classifies applications by position and routes them to specialized AI agents AI Analysis - Position-specific agents (each with customized prompts and guardrails) extract text from PDFs and rate candidates on a 1-10 scale with detailed commentary CRM Integration - All data (timestamp, candidate info, position, score, AI comments, resume link) flows into Google Sheets for easy tracking Automated Response - A secondary workflow sends interview invitations to high-scoring candidates (7-10) and professional rejection emails to others (below 7)

Key Benefits

✅ Contextual Analysis - AI understands skills and experience, not just keywords ✅ Faster Hiring - Close applications once you have enough qualified candidates ✅ No Expertise Required - HR teams don't need technical knowledge in every field ✅ Fully Automated - From submission to interview invitation without manual intervention ✅ Customizable - Adjust AI prompts and scoring criteria for each position ✅ Transparent - All AI reasoning is logged for review Set up steps Time to set up: ~30-45 minutes Prerequisites:

n8n instance (cloud or self-hosted) Google Drive account Google Sheets account AI provider credentials (OpenAI, Anthropic, or compatible API) Email service (Gmail, SMTP, or other n8n-supported service)

Quick Setup:

Import the workflow into your n8n instance Connect your Google Drive and Google Sheets accounts Configure your AI provider credentials in the agent nodes Customize AI prompts for each position in the respective agent nodes (detailed instructions in sticky notes) Set up your email service credentials Customize email templates for invitations and rejections Test with sample resumes for each position Deploy your application form and share the link

Detailed configuration instructions are included in sticky notes within the workflow. Use Cases

Startups scaling their team quickly HR departments handling high application volumes Agencies managing recruitment for multiple clients Companies hiring for specialized technical roles

Customization Options

Adjust scoring thresholds for each position Modify AI evaluation criteria via prompts Add additional positions with dedicated agents Integrate with your existing HRIS or ATS Add SMS notifications for candidates

Note: This workflow includes two separate flows - the main screening workflow and an automated response workflow. Both are included in the download.

Automate Resume Screening & Candidate Routing with Gemini AI and Google Sheets

This n8n workflow automates the process of screening resumes and routing candidates based on their qualifications using Google Gemini AI and Google Sheets. It streamlines the initial stages of recruitment by intelligently processing candidate data and directing them to appropriate next steps.

What it does

This workflow simplifies recruitment by:

  1. Triggering on New Candidates: Listens for new candidate submissions, either via a Google Sheets update (e.g., new row added with candidate info) or a direct form submission.
  2. Extracting Resume Information: Extracts relevant data from attached resume files (e.g., PDF, DOCX) using the "Extract from File" node.
  3. AI-Powered Resume Analysis: Utilizes Google Gemini AI to analyze the extracted resume content against predefined criteria, assessing candidate suitability for different roles or stages.
  4. Structured Output Parsing: Parses the AI's analysis into a structured format, making it easy to categorize and act upon.
  5. Conditional Routing: Routes candidates based on the AI's assessment. For example, highly qualified candidates might be flagged for an interview, while others might be added to a talent pool or sent a rejection email.
  6. Updating Google Sheets: Records the AI's assessment and routing decision back into a Google Sheet, maintaining a centralized and updated candidate database.
  7. Sending Notifications/Emails: Sends automated emails to candidates (e.g., acknowledgment, rejection, interview invitation) or internal team members based on the routing decision.
  8. Storing Resumes: Stores resume files in Google Drive for organized record-keeping.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: A Google account with access to:
    • Google Sheets: For managing candidate data (triggering on new entries and updating existing ones).
    • Google Drive: For storing candidate resumes.
  • Google Gemini API Key: Access to the Google Gemini AI model for resume analysis.
  • SMTP/Email Service: Configured email credentials in n8n for sending automated emails.

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file.
    • In your n8n instance, click "Workflows" in the left sidebar.
    • Click "New" -> "Import from JSON" and paste the workflow JSON or upload the file.
  2. Configure Credentials:
    • Locate the Google Sheets, Google Drive, Google Gemini Chat Model, and Send Email nodes.
    • Click on each node and configure the necessary credentials. For Google services, you'll typically use OAuth2 credentials. For email, configure your SMTP server details.
  3. Set up Google Sheets Trigger:
    • In the "Google Sheets Trigger" node, specify the Google Sheet ID and the sheet name that will contain new candidate entries.
    • Configure the trigger to listen for new rows (e.g., "On Row Added").
  4. Configure Form Submission (Optional):
    • If using the "n8n Form Trigger" node, configure its webhook URL and embed the form on your website or share the link to collect candidate submissions directly.
  5. Customize AI Agent and Output Parser:
    • AI Agent: Adjust the prompt and tools within the "AI Agent" node to define how Gemini AI should analyze resumes and what criteria it should use for screening.
    • Structured Output Parser: Modify the schema in the "Structured Output Parser" to match the desired output structure from the AI (e.g., {"suitability_score": "number", "recommended_role": "string", "feedback": "string"}).
  6. Define Routing Logic:
    • Update the "If" and "Switch" nodes to implement your specific routing logic based on the AI's output. For example, you might route candidates with a suitability_score above a certain threshold to an "Interview" path.
  7. Customize Actions:
    • Google Sheets: Adjust the "Google Sheets" nodes to write the AI's assessment and routing decisions to the correct columns in your candidate tracking sheet.
    • Send Email: Customize the "Send Email" nodes with appropriate subject lines and body content for different candidate outcomes (e.g., interview invitations, rejections).
    • Google Drive: Ensure the "Google Drive" node is configured to upload resumes to the desired folder.
  8. Activate the Workflow: Once all configurations are complete, activate the workflow.

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