Automate HR Candidate Shortlisting with Sheets, Gmail, ClickUp & Calendly

Description

📝 Description
This n8n workflow automates the candidate shortlisting process by integrating Google Sheets, Gmail, ClickUp, and Calendly. It fetches candidate records, filters high-scoring profiles, sends personalized advancement emails, and creates screening tasks for your HR team—all with a single manual trigger.

🚀 What It Does

Fetch All Candidate Records
Retrieves complete candidate data (names, scores, contact info, summaries) from the ‘Resume store’ Google Sheet (Sheet2).
Efficiently loads all rows for batch analysis.

Filter High-Score Candidates
Applies a threshold filter (default: score > 70) to identify strong-fit candidates.
Only qualified profiles advance; threshold is customizable per role.

Send Congratulations Email
Sends personalized emails to qualified candidates using Gmail.
Includes a dynamic Calendly scheduling link for interview booking.
Maintains a positive candidate experience with professional messaging.

Create Screening Task in ClickUp
Automatically generates screening tasks for each qualified candidate in ClickUp.
Assigns tasks to a designated team member and organizes them in specified project folders.
Ensures accountability and seamless follow-up.

📈 Key Benefits
Speed: Instantly advances qualified candidates—no manual sorting.
Consistency: Standardized criteria and communications for every role.
Organization: Auto-creates ClickUp tasks so nothing slips through.
Experience: Timely, professional communication enhances candidate journey.
Efficiency: Reduces HR workload and error risk.

⚙️ Customization & Integration
Score Threshold: Set to 70 by default; adjust for different roles or seniority.
Email Template: Editable subject, body, and CTA (Calendly link).
ClickUp Integration: Uses configurable Team, Space, Folder, List, and Assignee IDs.
Systems Supported: Google Sheets (data), Gmail (email), ClickUp (tasks), Calendly (scheduling).
🔧 Setup Requirements
n8n instance (self-hosted or cloud).
Google Sheets access for ‘Resume store’ (Sheet2).
Gmail credentials for candidate notifications.
ClickUp API token and IDs for task creation.
Calendly link for interview scheduling.

👥 Target Audience
HR teams, recruiters, staffing agencies.
Operations managing high-volume candidate pipelines.
Startups/SMBs seeking standardized hiring automation.

🛠️ Maintenance Tips
Update email templates seasonally.
Review scoring thresholds monthly.
Monitor ClickUp task completion rates.
Ensure Calendly links remain active.

📋 Step-by-Step Usage
Connect Google Sheets, Gmail, and ClickUp credentials in n8n.
Import the workflow; configure threshold, email, and ClickUp settings.
Edit the email node with your Calendly link and branding.
Trigger “Execute workflow” after new candidate scores are added.
Review logs and results for successful candidate progression.