Automate actions using candidate and contact data synced from your CRM.
⚠️ Important: Automations are available only when a supported CRM integration is enabled.
Understand How Automations Work
Automations run actions against CRM records based on defined criteria.
They can:
Identify records that match specific conditions.
Send internal or external notifications.
Update CRM fields automatically.
Trigger chatbots to collect missing information.
📌 Note: Automations work on synced CRM data, not live CRM screens.
Create a New Automation
Go to Automations.
Click Create Automation.
Enter a name for the automation.
Select whether the automation targets Candidates or Contacts.
📌 Note: Automations can only act on one record type at a time.
Define the Automation Search Criteria
Search criteria determine which records enter the automation.
Choose the CRM fields to evaluate.
Set conditions such as missing data or inactivity periods.
Save the search configuration.
📌 Note: Automations continuously evaluate data and add new matching records.
Use Common Automation Use Cases
Maintain Data Integrity
Automations can identify records missing required information.
Examples include:
Missing email addresses.
Missing phone numbers.
Outdated activity dates.
📌 Note: This helps teams prioritise records that require follow-up.
Monitor Recent Activity
Automations can target records with recent activity.
Set an activity date range.
Combine activity checks with missing data fields.
Trigger actions for only active records.
Add Automation Steps
Steps define what happens to records in the automation.
Click Add Step.
Choose the action type.
Configure the step settings.
Save the step.
Available Automation Actions
Automations support multiple actions.
Send Email Notifications
Choose the sender and recipient.
Select an email template.
Confirm the subject and content.
📌 Note: Email activity is logged on the CRM record.
Update CRM Fields
Select the field to update.
Define the new value.
Save the step.
📌 Note: Updates apply only to records processed by the automation.
Create Tasks
Assign the task owner.
Set task details and due dates.
Save the task.
Use Wait Steps
Wait steps delay actions.
Add a Wait step.
Define the delay period.
Continue with the next action.
📌 Note: Wait steps support multi-stage automation flows.
Track Automation Activity
Open the automation.
Click Activity.
Review completed, pending, and failed actions.
📌 Note: Activity logs help diagnose automation behaviour.
💡 Best Practices
Start with simple automation rules.
Test automations with small datasets.
Use wait steps to avoid overwhelming users.
Combine automations with chatbots for data collection.
Review automation activity regularly.
🤔 FAQs
Q1: Why did some records not enter my automation?
Answer: Records must meet all defined search criteria to be included.
Q2: Can automations update CRM records automatically?
Answer: Yes, automations can update fields, create tasks, and log activity.
Q3: Do automations run continuously?
Answer: Yes, automations re-evaluate synced data as it updates.