Resume screening & candidate routing with OpenAI, Jotform, and Google Sheets
Revolutionize your recruitment process with intelligent AI-driven candidate screening that evaluates resumes, scores applicants, and automatically routes them based on fit - saving 10-15 hours per week on initial screening.
🎯 What This Workflow Does
Transforms your hiring pipeline from manual resume review to intelligent automation:
- 📝 Captures Applications - Jotform intake with resume upload
- 🤖 AI Resume Analysis - OpenAI parses skills, experience, education, and red flags
- 🎯 Intelligent Scoring - Evaluates candidates against job requirements with structured scoring (0-100)
- 🚦 Smart Routing - Automatically routes based on AI recommendation:
- Strong Yes (85-100): Instant Slack alert → Interview invitation
- Maybe/Yes (60-84): Manager review → Approval workflow
- No (<60): Polite rejection email
- 📊 Analytics Tracking - All data logged to Google Sheets for hiring insights
✨ Key Features
- AI Resume Parsing: Extracts structured data from any resume format
- Intelligent Scoring System: Multi-dimensional evaluation (skills match, experience quality, cultural fit)
- Structured Output: Consistent JSON schema ensures reliable data for decision-making
- Automated Communication: Personalized emails for every candidate outcome
- Human-in-the-Loop: Manager approval for borderline candidates
- Comprehensive Analytics: Track conversion rates, average scores, and hiring metrics
- Customizable Job Requirements: Easy prompt editing to match any role
💼 Perfect For
- Startups & Scale-ups: Processing 50+ applications per week
- HR Teams: Wanting to reduce time-to-hire by 40-60%
- Technical Recruiters: Screening engineering, product, or design roles
- Growing Companies: Scaling hiring without scaling headcount
🔧 What You'll Need
Required Integrations
- Jotform - Application intake form (free tier works) Create your form for free on Jotform using this link
- OpenAI API - GPT-4o-mini for cost-effective AI analysis (~$0.15 per candidate)
- Gmail - Automated candidate communication
- Google Sheets - Hiring database and analytics
Optional Integrations
- Slack - Instant alerts for hot candidates
- Linear/Asana - Task creation for interview scheduling
- Calendar APIs - Automated interview booking
🚀 Quick Start
- Import Template - Copy JSON and import into n8n
- Create Jotform - Use provided field structure (name, email, resume upload, etc.)
- Add API Keys - OpenAI, Jotform, Gmail, Google Sheets
- Customize Job Requirements - Edit AI screening prompt with your role details
- Personalize Emails - Update templates with your company branding
- Test & Deploy - Submit test application and verify all nodes
🎨 Customization Options
- Adjust Scoring Thresholds: Change routing logic based on your needs
- Multiple Positions: Clone workflow for different roles with unique requirements
- Add Technical Assessments: Integrate HackerRank, CodeSignal, or custom tests
- Interview Scheduling: Connect Calendly or Google Calendar for auto-booking
- ATS Integration: Push data to Lever, Greenhouse, or BambooHR
- Diversity Tracking: Add demographic fields and analytics
- Reference Checking: Automate reference request emails
📈 Expected Results
- 90% reduction in manual resume review time
- 24-hour response time to all candidates
- Zero missed applications - every candidate gets feedback
- Data-driven hiring - track what works with comprehensive analytics
- Better candidate experience - fast, professional communication
- Consistent evaluation - eliminate unconscious bias with structured AI scoring
🏆 Use Cases
Technology Companies
Screen 100+ engineering applications per week, identify top 10% instantly, schedule interviews same-day.
Agencies & Consultancies
Evaluate consultant candidates across multiple skill dimensions, route to appropriate practice areas.
High-Volume Hiring
Process retail, customer service, or sales applications at scale with consistent quality.
Remote-First Teams
Evaluate global candidates 24/7, respond instantly regardless of timezone.
💡 Pro Tips
- Train Your AI: After 50+ applications, refine prompts based on false positives/negatives
- A/B Test Thresholds: Experiment with score cutoffs to optimize for your needs
- Build Talent Pipeline: Keep "maybe" candidates in CRM for future roles
- Track Source Effectiveness: Add UTM parameters to measure which job boards deliver best candidates
- Continuous Improvement: Weekly review of AI assessments to calibrate accuracy
🎓 Learning Resources
This workflow demonstrates:
- AI Agents with structured output
- Multi-stage conditional routing
- Human-in-the-loop automation
- Binary data processing (resume files)
- Email automation with HTML templates
- Real-time notifications
- Analytics and data logging
Perfect for learning advanced n8n automation patterns!
Ready to transform your hiring process? Import this template and start screening candidates intelligently in under 30 minutes.
Questions or customization needs? The workflow includes detailed sticky notes explaining each section.
n8n Workflow: AI-Powered Candidate Screening and Routing
This n8n workflow automates the initial screening of job applicants and routes them to appropriate channels based on their qualifications using AI. It integrates Jotform for application submission, OpenAI for resume analysis, Google Sheets for tracking, and Slack/Gmail for notifications.
What it does
This workflow streamlines the candidate screening process with the following steps:
- Triggers on New Jotform Submission: Listens for new job applications submitted through a Jotform.
- Extracts Resume Data: Retrieves the resume file URL from the Jotform submission.
- Downloads Resume: Downloads the resume file using an HTTP Request node.
- Analyzes Resume with OpenAI: Sends the resume content to an OpenAI Chat Model to extract key information (e.g., candidate name, email, experience, skills) and evaluate suitability for a position.
- Parses AI Output: Uses a Structured Output Parser to convert the OpenAI response into a structured JSON format.
- Determines Candidate Fit: An 'If' node evaluates the AI-generated assessment to determine if the candidate is a "Good Fit" or "Not a Good Fit."
- Logs to Google Sheets: Appends candidate details and AI assessment to a Google Sheet for record-keeping, regardless of fit.
- Routes "Good Fit" Candidates:
- Sends an internal notification to a designated Slack channel with candidate details and a link to their resume.
- Sends a personalized email to the candidate via Gmail, acknowledging their application and potentially outlining next steps.
- Routes "Not a Good Fit" Candidates:
- Sends a polite rejection email to the candidate via Gmail.
- Sends an internal notification to a different Slack channel (or the same channel with a different message) for "Not a Good Fit" candidates.
Prerequisites/Requirements
To use this workflow, you will need the following accounts and API keys:
- n8n Account: Self-hosted or cloud.
- Jotform Account: With a form configured for job applications, including a file upload field for resumes.
- OpenAI API Key: For accessing the OpenAI Chat Model.
- Google Sheets Account: With a spreadsheet set up to log candidate information.
- Slack Account: For internal notifications.
- Gmail Account: For sending emails to candidates.
Setup/Usage
- Import the workflow: Download the JSON provided and import it into your n8n instance.
- Configure Credentials:
- Jotform Trigger: Set up your Jotform credential and select the specific form you want to monitor.
- OpenAI Chat Model: Configure your OpenAI API key credential.
- Google Sheets: Set up your Google Sheets credential and specify the Spreadsheet ID and Sheet Name where candidate data should be logged.
- Slack: Configure your Slack credential and specify the channel IDs for notifications.
- Gmail: Set up your Gmail credential for sending emails.
- Customize Nodes:
- Jotform Trigger: Ensure the "Form ID" matches your job application form.
- HTTP Request (Download Resume): Verify the URL expression correctly extracts the resume file URL from the Jotform output.
- OpenAI Chat Model: Adjust the prompt to fine-tune the resume analysis based on your job requirements. Ensure the output format requested in the prompt aligns with the Structured Output Parser's expectations.
- Structured Output Parser: Define the schema for the expected JSON output from OpenAI.
- If Node: Customize the conditions to accurately identify "Good Fit" candidates based on the AI assessment (e.g.,
{{ $json.fit === 'Good Fit' }}). - Google Sheets: Map the fields from the AI assessment and Jotform submission to the columns in your Google Sheet.
- Slack Nodes: Customize the messages for "Good Fit" and "Not a Good Fit" notifications, including relevant candidate details.
- Gmail Nodes: Personalize the email templates for "Good Fit" and "Not a Good Fit" candidates.
- Activate the Workflow: Once all configurations are complete, activate the workflow. It will now automatically process new Jotform submissions.
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