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Built with n8nHRautomation

Auto Recruiting Bot

From CV submitted to interview booked — zero human involvement

M

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

1

Form Polling

Google Forms polled every 30 minutes for new SWE and BDM applications

2

Normalization

Inconsistent field names from both forms mapped to a unified structure. Ghost rows and empty submissions filtered.

3

Duplicate Detection

Every candidate checked against master sheet and current batch — no duplicate processing

4

Resume Download

Drive URLs converted to direct download links and files fetched via OAuth

5

AI Screening

Groq (LLaMA) evaluates each CV with a role-specific prompt — returns score, classification, strengths, and concerns

6

Master Sheet Update

Full candidate record written to Google Sheets with AI results and status set to pending_email

7

Email Dispatch

Separate hourly workflow reads pending candidates and sends interview invites, hiring manager alerts, or rejection emails

8

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

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