Automate your recruitment process

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. 

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 that 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 note

Add a Note to the candidates on the stage. You can also mention your colleagues on the note. For example "@Anna, 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 he or she gets to a specific stage. Maybe you want a manager to look at the resume, but only after you have made sure that he or she is qualified. 

Smart move

Add a Smart move to automate the recruitment process even more. Based on the questions you ask the candidate in the application form, you can set to which stage those who answered a certain way should be moved. This way, Teamtailor will move the candidate for you.  Read more about Smart move 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.

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!

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 extra options. You can access these settings by clicking the + Additional options

Delay trigger

The selected event is triggered immediately when the candidate is moved to the stage. However, you can also add a delay for the trigger. This means the action will wait for a set amount of time. 

Do not run trigger at weekends

With this option, you can stop any trigger from being fired during weekends. 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.

Don't run trigger on sourced candidates

If you don’t want the automated events to be triggered for any sourced candidates, you simply check the box saying Don't run trigger on sourced candidates. This goes for any candidates that have been manually added to the processes (the ones with the tag sourced), and also includes so includes Externally sourced candidates (so the candidates added by your external recruiters, with the tag Sourced externally).

Don't run trigger on internal candidates

Check this option to exclude the trigger from any candidate that is marked as internal.

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 in the screenshot 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.

Stop delayed/scheduled triggers

You have the option to delay triggers so they will be fired at a later point. Any scheduled trigger will be listed at the top of the activity list in the candidate’s profile. However, if you want to stop the scheduled trigger from running, simply click the three dots on the right-hand side and select Cancel trigger.

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