Triggers help to streamline and automate your recruiting process in Teamtailor.
You can add specific triggers at a stage in your recruiting process, and when a candidate is moved to that stage, the trigger will be activated. This way, you'll be able to set up your triggers once and then let everything happen automatically. Set up your recruiting process just the way you want it, and lean back and let Teamtailor do the work.
A Company Admin user needs to activate this feature in the Add-on feature center to get started
Overview of triggers
Once you've activated the add-on feature, you'll have access to a wide range of triggers. These are grouped into three categories:
Internal: Automate internal actions within Teamtailor, such as adding comments, assigning to-dos, or updating candidate information.
External: Automatically communicate with candidates by sending messages, surveys, invitations, and other external actions.
Integrations: If you're using partner integrations, any available integration-specific triggers will appear here.
Let's take a closer look at each category of triggers:
Internal
Internal triggers automate actions within Teamtailor. They help streamline your recruitment process by updating candidate information, assigning tasks, and keeping your team aligned as candidates move through the hiring process.
Trigger | Description |
Screen candidates * | |
Add comment | Add a comment to candidates who move to this stage. You can also mention colleagues in the comment, for example, "@sam, what do you think about this candidate?". It's a great way to involve the right people at the right time. |
Tag candidate | Automatically add one or more tags to candidates who move to this stage. For example, add the tag "Qualified for 2nd Interview" to make it easier to filter candidates later. Learn more about Tags here. |
Remove tag | Automatically remove one or more tags when candidates move to this stage. For example, remove tags that are no longer relevant once a candidate reaches the Hired stage. Learn more about Tags here. |
Mark candidate as internal * | Automatically mark candidates as Internal when they move to this stage. This makes it easier to identify internal candidates throughout your recruitment process. Learn more about Internal recruitment here. |
Smart move | Automatically move candidates to another stage based on criteria such as answers to questions, offer status, keywords in their resume, tags, screening criteria, or location. Learn more about Smart move here. |
Add to-do item | Automatically add one or more to-dos to candidates who move to this stage. For example, create a reminder to follow up three days after an interview. Learn more about To-dos here. |
Restrict access * | Automatically restrict access to candidates who move to this stage. Restricted candidates are only accessible to admin and Recruitment Lead users, making it easier to protect sensitive candidate information. Learn more about Restricted access here. |
* These triggers will be available once the add-on feature is activated.
External
External triggers automate communication with candidates. They help you send messages, invitations, surveys, and other communication automatically at the right stage of the recruitment process.
Trigger | Description |
Send message | Automatically send a message to candidates who move to this stage. For example, if you have a stage called "Send test", the test invitation can be sent automatically as soon as the candidate reaches that stage. |
Smart Schedule | Automatically invite candidates to an interview using Smart schedule. Candidates can choose a suitable time from the available slots in a booking form based on the attendees' calendars. Learn more about the Calendar feature here. |
Invite to group meeting * | Invite candidates to choose their preferred time slot for a group meeting. You can also automatically move candidates to a specific stage based on the session they select. Learn more about the Group meeting feature here. |
Send survey * | Automatically send a selected survey to candidates who move to this stage. Learn more about Surveys here. |
Send NPS survey * | Automatically send an NPS survey to candidates to gather feedback about their recruitment experience. Learn more about NPS surveys here. |
Share candidate | Automatically share candidates with an external party when they reach this stage. For example, you can share qualified candidates with a hiring manager for review. Learn more about sharing candidates here. |
Add to nurture campaign * | Automatically add candidates who move to this stage to a Nurture campaign, allowing you to engage with them through personalized email campaigns. Learn more about Nurture here. |
Ask candidate for references * | Automatically send an email asking candidates to add references to their application. Learn more about References here. |
Ask references for feedback * | Automatically send a reference request to the candidate's references, if any have been added. Learn more about References here. |
Schedule Quality of Hire evaluation * | Automatically schedule a Quality of Hire evaluation for hired candidates. An evaluation is sent after the selected evaluation period, helping you assess whether you would hire the candidate again. This trigger is only available in the Hired stage. Learn more about Quality of Hire here. |
* These triggers will be available once the add-on feature is activated.
Integrations
If you’re using partner integrations from our Marketplace, they will appear as trigger options in your account. Integration triggers automatically send or sync information with other systems as candidates move through your recruitment process.
For example, you can automatically send out a candidate assessment test at a specific stage or transfer all hired candidates to your HR system. A partner trigger can be added to a job stage or in a job template.
Trigger label
In the Additional options section of a partner trigger, you’ll find a field called Trigger label that lets you name each trigger individually.
These labels will appear both in the partner triggers within the job process and in the partner results on the candidate card, making it easier to distinguish between them. Whether it is to clarify their purpose or simply to keep them separate. For example, if you set up multiple triggers in the same stage, assigning unique labels to each one helps you easily identify which trigger corresponds to which result.
Manually trigger the event
You will also have the option to manually perform the integrated event on candidates, either for one specific candidate or multiple ones.
To trigger the event for a specific candidate, start by going to the candidate's profile. In the action bar under ⋮ More select Add integrations. You will then be asked which integration you want to use.
You might also want to perform the event for several candidates at once, without setting up an automatic trigger.
You can do this by bulk selecting candidates in your candidate database under Candidates or in a job process under Jobs. After activating the bulk feature, click ⠇More in the action bar at the bottom of the page. Here, pick Integrations... and select the integration to use.
Add triggers to a job stage
Triggers can be added to Active or Rejected job stages. The difference here is simply if the automated action happens when the candidate is still active in the process or once their job application has been rejected.
Hover over the stage where you want to add a trigger and click Triggers under ⋮ More. Then, select the trigger in question from the list and set it up.
To add a trigger to a stage in the rejected part of the process, change the filter to Rejected first.
The trigger icon displays all existing triggers added to the stages, providing a clear overview and making it easy to add, edit, or remove them as needed.
Add triggers to a job template
If you want certain triggers to be added in all or specific job processes, you can add them in your job templates. To do so, head over to Settings → Templates → Job templates and edit the job template in question.
Go to the step Stages, click on + Stage actions, and then Triggers. The selected trigger(s) setup will be added every time you create a new job using the template.
Don't forget to update the template to save your changes!
Additional options
When adding a trigger, you have some additional settings you can customize*:
* Please note that these additional settings are not available for Smart move triggers
Option | Description |
Delay trigger for... | Setting a delay means that the action will wait for a set amount of time before it is triggered. |
Don't run this trigger on...* | With this option, you can choose scenarios in which the trigger should be excluded:
Candidates sourced to job
Internal candidates |
Cancel upcoming trigger when candidate... | With this option, you can cancel any trigger on a candidate if one of the following scenarios occurs: Is rejected
Is moved to another stage |
* Please note that this option is currently only available Send message, Add todo, and Add comment triggers
Upcoming triggers
You have the option to delay triggers so they will be fired at a later point. Any scheduled trigger will be listed under Upcoming under Activity in the candidate’s profile.
Stop delayed/scheduled triggers
If you want to stop a scheduled trigger from running, simply hover over it and click Cancel trigger. Read more about options to automate this here!
Trigger action now
If you want a scheduled trigger to be triggered directly instead of the set delay, simply hover over it and click Trigger action now.
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