Hiring Stage Triggers

Triggers let you automate actions when candidates enter a hiring stage. Set up email reminders, move candidates automatically, and keep your pipeline moving without manual effort.

Overview

A trigger fires once per candidate when they enter a specific stage. You can configure:

• What happens — send an email or move the candidate to another stage
• Who receives the email — the candidate, the vacancy owner, or the assigned HR
• When it fires — immediately or after a delay (1 hour to 7 days)
• Conditions — optionally filter by CV match score

Setting Up a Trigger

1. Open a vacancy board
2. Click the gear icon (⚙️) on any hiring stage column header
3. Select Triggers from the dropdown menu
4. Click Add trigger

Note: Triggers are only visible when the feature is enabled for your organization. Contact your admin if you don't see the Triggers option.

Creating an Email Trigger

1. In the trigger modal, click Add trigger
2. Select action: Send email
3. Choose an Email template from the dropdown (or click "New email template" to create one)
4. Set Send to:
   • Candidate — the candidate receives the email directly
   • Vacancy owner — the person responsible for the vacancy
   • Assigned HR — the HR manager assigned to the candidate
5. Choose Timing:
   • Immediately
   • After 1 hour, 4 hours, 1 day, 2 days, 3 days, 5 days, or 7 days
6. Optionally, click Add match condition to only trigger for candidates with a specific CV match score (Great fit, Possible fit, or Not a fit)
7. Click Add trigger

Example: Interview Reminder

Set up a trigger on the "Interview" stage:

• Action: Send email
• Template: "Interview Preparation Reminder"
• Send to: Candidate
• Timing: Immediately

Every candidate moved to the Interview stage will automatically receive the preparation email.

Example: HR Notification After 3 Days

Set up a trigger on the "Review" stage:

• Action: Send email
• Template: "Candidate Awaiting Review"
• Send to: Vacancy owner
• Timing: After 3 days

If a candidate has been in the Review stage for 3 days, the vacancy owner gets a reminder to take action.

Creating a Move-to-Stage Trigger

1. In the trigger modal, click Add trigger
2. Select action: Move to stage
3. Choose the target stage from the dropdown
4. Choose Timing (same options as email triggers)
5. A match condition is required — select the CV match score band
6. Click Add trigger

Example: Auto-Reject Low Matches

Set up a trigger on the "Screening" stage:

• Action: Move to stage
• Target: Rejected
• Match condition: Not a fit (< 50%)
• Timing: After 1 day

Candidates with a low CV match score are automatically moved to the Rejected stage after 24 hours, freeing your team to focus on strong candidates.

Managing Triggers

Enable/Disable

Each trigger card has a toggle switch. Turn it off to temporarily disable a trigger without deleting it.

Edit

Click the ⋮ menu on a trigger card and select Edit to modify its settings.

Delete

Click the ⋮ menu on a trigger card and select Delete to permanently remove it.

Important Notes

• Once per candidate: Each trigger fires only once for each candidate. Moving a candidate out and back into a stage will not re-trigger.
• No chaining: A "Move to stage" trigger does not fire additional triggers on the target stage. This prevents infinite loops.
• Delayed triggers: Triggers with a delay are scheduled as background jobs. The email or move will happen at the specified time, even if you close the browser.
• Email templates: The email content comes from your saved email templates. Make sure the template contains the right information before setting up the trigger.

Frequently Asked Questions

Q: Can I have multiple triggers on the same stage? Yes! You can add multiple triggers with different actions, recipients, timings, or conditions.

Q: What happens if the vacancy owner has no email? If the selected recipient doesn't have an email address, the trigger will fail silently and be logged as an error.

Q: Can I see which triggers have fired? Currently, trigger execution is tracked internally. A trigger execution history dashboard is planned for a future release.

Q: Can I trigger on events other than stage entry? Currently, triggers only fire when a candidate enters a stage. Support for additional events (interview scheduled, application received, etc.) is planned.