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Automate your recruitment process by using Triggers

Ester avatar
Written by Ester
Updated over a week ago

Let’s talk about Triggers! This is a fantastic feature that will put parts of your recruiting process on automation 🪄

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 one time, 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

What can you do with Triggers?

You’ll find plenty of triggers with the sole purpose of making your life easier. Let’s look at them one by one:  

Send message

Send a Message to all the candidates who are moved to that specific stage in the recruiting process. For example, if you have a stage called "Send test", with Triggers you'll be able to make sure that the test is sent when you move the candidate to that stage. 

Add comment

Add a Comment to the candidates on the stage. You can also mention your colleagues in the comment. For example "@Sam, what do you think about this candidate?" This way you'll make sure to involve the right people at

the right time. 

Tag candidate

Add a Tag to the candidate that made it to that specific stage. For example, add the tag "Qualified for 2nd interview" when the candidate is at that stage, so it is easier to filter out those candidates later on.

Share candidate

Share the candidate with an external part. This makes it easy to share a candidate when they get to a specific stage. Maybe you want a manager to look at the resume, but only after you have made sure that they are qualified. 

Smart move

Adding a Smart move trigger allows you to automatically move candidates to a stage in the recruitment process. The Smart move trigger can be based on answers to questions, job offer statuses, keywords in the resume, or the location. Read more about Smart move here

AI Smart move

Only available on the inbox stage! This trigger will automatically move any candidates forward in the process if they’ve been highlighted by the AI feature. More on this here!

Smart Schedule 

Automatically invite candidates to an interview with our Smart schedule. The candidate gets to pick a suitable date in a booking form containing the available dates of the attendees. Read more about the calendar feature here

To-do list

With a Todo list, you add a checklist on the candidate's card. Maybe you want a reminder to follow up 3 days after an interview.

Ask for feedback

Every time a candidate is moved to a stage with the feedback triggered enabled, a reference email is sent to the candidates’ references (if any).

Send NPS survey

Send out an NPS survey to the candidate, to follow up on the candidate's experience. Read more about our NPS feature here

Nurture campaign

Use Nurture campaigns to engage with your candidates using personal email campaigns. When a Nurture campaign trigger is enabled on a stage, any candidates that are moved to this stage are added to the campaign.

Send survey

Select a survey that is sent to all candidates that are dragged to this stage.

Restrict access

Every time you move a candidate to the stage with the restrict access trigger, the candidate will become restricted. Restricted candidates are only accessible by administrators and recruitment leads. This is a great way to limit access to potentially sensitive data.

Schedule Quality of Hire evaluation

Use the Quality of hire feature to evaluate your hired candidates. An evaluation is automatically sent after a set evaluation period, allowing you to reflect on whether you would rehire them. Note that this trigger is only available in the Hired stage.

Partner integration/s

If you’re working with any partner integration/s, those options will also appear as a trigger. For example, if you work with tests for candidate assessment, you can have a test sent out automatically at a specific stage, or you move all hired candidates over to your HR system.

Additional options

When adding a Trigger, you have some additional settings you can customize*. The default settings chosen when adding a new trigger are the following:

  • The trigger will be activated with a 1-minute delay after entering the stage

* Please note that these additional settings are not available for Smart move and AI Smart move triggers

Delay trigger for...

Setting a delay means that the action will wait for a set amount of time before it is triggered. The default delay is 1 minute after the candidate is moved to the stage.

Don't run this trigger on...

With this option, you can choose scenarios in which the trigger should be excluded.


As an example, if you have a delayed message that is scheduled to be sent out in three days, and the third day happens to be Saturday or Sunday, this option will hold the message until the upcoming Monday.

Please note that this option is currently only available for the following trigger types:

  • Send message

  • Add todo

  • Add comment

Sourced candidates

If you don’t want the automated events triggered for any sourced candidates, you can toggle this off. This goes for any candidates manually added to the platform and/or the job process (candidates with the tag Sourced), and includes candidates sourced by your external recruiters (candidates with the tag Sourced externally).

Internal candidates

This option allows you to exclude the trigger from any internal candidate (candidates with the tag Internal).

Cancel when candidate...

With this option, you can cancel any trigger on a candidate if one of the following scenarios occurs:

Is rejected
The trigger will be canceled if the candidate is rejected in the job process where the trigger is added.

Is moved to another stage
The trigger will be canceled if the candidate is moved from the stage where the trigger is added.

Active or Rejected stages

You can set up triggers on Active or Rejected stages. The difference here is simply if the automated action happens when the candidate is still active in the process or when you've rejected them.

To add a trigger to a Rejected stage, you just start by changing the filter to Rejected as indicated here:

So, a trigger for active candidates works in the ongoing process when working with the candidates, while a trigger for rejected candidates is activated when you reject the candidate.

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

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 trigger.

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