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

1. 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., [[email protected]](/cdn-cgi/l/email-protection)).

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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.semantic_fit.key_matches.toJsonString() }}
• KEY GAPS: {{ $json.output.semantic_fit.key_gaps.toJsonString() }}
• SEMANTIC FIT CONSIDERATION: {{ $json.output.semantic_fit.consideration }}
• SOFT SKILLS: {{ $json.output.soft_skills.toJsonString() }}
• EXPERIENCE GAP DETECTED: {{ $json.output.experience_analysis.experience_gap_detected }}
• OVER QUALIFICATION DETECTED: {{ $json.output.experience_analysis.overqualification_detected }}
• EXPERIENCE ANALYSIS CONSIDERATION: {{ $json.output.experience_analysis.consideration }}
• RED FLAGS ISSUES DETECTED: {{ $json.output.red_flags.issues_detected.toJsonString() }}
• RED FLAGS CONSIDERATION: {{ $json.output.red_flags.consideration }}
• VOTE: {{ $json.output.overall_evaluation.final_vote }}
• 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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1. Add credentials for:
   • Google Drive
   • Google Sheets
   • SMTP (for emails)
   • OpenAI API Key (GPT-4)
2. Replace placeholders:
   • Google Sheet & Folder IDs
   • Calendly Link
   • Assessment Link
3. (Optional) Customize GPT-4 prompts for domain-specific scoring
4. (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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