Auto Recruiting Bot
From CV submitted to interview booked — zero human involvement
Built by Minahal Salahudin
Automation Engineer and Trainer
The Problem
Hiring teams read every CV manually, write individual emails, and track candidates in messy spreadsheets. Strong candidates wait days for a response. The team spends more time managing applications than evaluating talent.
How It Works
Form Polling
Google Forms polled every 30 minutes for new SWE and BDM applications
Normalization
Inconsistent field names from both forms mapped to a unified structure. Ghost rows and empty submissions filtered.
Duplicate Detection
Every candidate checked against master sheet and current batch — no duplicate processing
Resume Download
Drive URLs converted to direct download links and files fetched via OAuth
AI Screening
Groq (LLaMA) evaluates each CV with a role-specific prompt — returns score, classification, strengths, and concerns
Master Sheet Update
Full candidate record written to Google Sheets with AI results and status set to pending_email
Email Dispatch
Separate hourly workflow reads pending candidates and sends interview invites, hiring manager alerts, or rejection emails
Calendar Booking
Strong candidates automatically receive a Google Calendar interview invite
Key Features
Two Decoupled Workflows
Processing and emailing are split. If AI fails mid-run, no emails are sent for partially processed candidates.
Role-Specific AI Evaluation
SWE prompt evaluates technical depth and system design. BDM prompt evaluates revenue numbers and sales methodology.
3-Way Classification
Strong candidates get interview invites. Average candidates trigger a hiring manager review. Weak candidates receive a warm rejection.
Automatic Calendar Booking
Strong candidates receive a Google Calendar event with them added as attendee — no scheduling back-and-forth.
Duplicate Protection
Handles same-batch duplicates and resubmissions — no candidate is ever processed twice.
Results & Impact
- Full screening pipeline runs automatically every 30 minutes
- Interview invites sent and calendar booked without any human action
- Hiring manager only sees pre-scored, pre-summarised strong candidates
- Zero duplicate processing regardless of resubmissions
- Works simultaneously for two completely different job roles
Time & Money Saved
Time Saved
5–8 hours per hiring cycle
Value Generated
Eliminates need for a dedicated HR coordinator for early screening
Tech Stack
n8n
Workflow engine
Groq + LLaMA 3
AI resume evaluation
Google Sheets
Application tracking and master database
Google Drive
Resume file storage
Gmail
Candidate and hiring manager emails
Google Calendar
Automatic interview scheduling
skillIT
Want this built for your business?
We build custom automation systems for companies across Pakistan and beyond. Tell us what's costing you time — we'll build the system that fixes it.
Get in Touch →