Workflow Automation: Hiring Team Notifications

Automating your hiring process saves time, reduces manual effort, and supports consistent communication throughout the hiring lifecycle. Hiring workflows allow you to automatically send email notifications when a candidate reaches a specific stage—keeping both candidates and hiring team members informed without manual follow-up. This article explains how hiring stage notifications work for hiring team members, how to set them up, and key considerations for managing them effectively.

Note:

This article covers Phase 2 of workflow automation.

• Candidate email notifications are available to all customers. For more information, refer to: Workflow Automation: Hiring Stage Notifications.

In this article:
Hiring Stage - Hiring Team Notification Overview
Setting up Hiring Team Notifications
Remove a Notification
Additional Resources

Hiring Stage - Hiring Team Notification Overview

Feature availability

This is the second of three planned releases focused on expanding automated communication in hiring workflows. 

You can now automate email notifications for hiring team members directly within your hiring workflows. When a candidate moves to a specific workflow stage, emails are sent automatically based on your configured rules—removing the need for recruiters to manually send updates.

With hiring team notifications, you can:

• Choose dynamic recipients, such as the recruiter, hiring manager, or assigned reviewers.
• Choose fixed recipients by searching for users by name or email address. All users appear in the recipient list, regardless of permissions. If a user does not have access to a candidate profile and clicks a link in the email, they are redirected to the dashboard.
• Trigger emails automatically when a candidate reaches a specific workflow stage.

Note:

Select notification stages carefully. If 100 applicants enter a stage individually, the hiring manager will receive 100 emails. If 100 applicants are moved in bulk, the hiring manager will receive only one email.

Comparison table for Candidate vs. Hiring Team notifications

Feature/Action	Candidate Email Notification	Hiring Team Email Notification
Triggered by workflow stage
Email Templates
Delayed send option		Hiring Team Notifications cannot be delayed and will be sent immediately when a candidate is moved to the workflow.
Bulk actions support
Dynamic recipients	N/A	Recruiter, Hiring Manager, Reviewers
Fixed recipients	Candidates	All Users
Feature availability	Available to all customers	Limited Release

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Setting Up Automation

Permissions

To access and create a notification automation, a user must have the HR Admin and Recruiter Permissions.

Setting up Hiring Team Notifications

1. Navigate to Tools > Setup.

   

2. Click Hiring Workflows.

   

3. Click Workflow Setup.

   

4. Identify which workflow stage should have an automated candidate email notification. Click Actions and select Configure email notification from the dropdown under Hiring Team.

    

5. Determine which Dynamic Recipients should receive an email notification. Recruiter, Hiring Manager, and/or Reviewers: The users added who can also evaluate candidates.

    

6. Determine which Fixed Recipients should receive an email notification. These can be searched by name or email address. The dropdown will list all users in the system.

    

7. Review your recipients, and click Save Notification.

    

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Example Email

Below is an example of the email the user will receive.

 

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Remove a Notification

You can remove an existing email notification by navigating to the workflow stage where it was configured. From the Actions menu, click Remove Email Notification to remove notifications associated with that stage.

 

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Additional Resources

Hiring Workflow Automation Settings
Create and Manage Hiring Workflows
Hiring Workflow Automation: Background Check and Assessment Test Supported Providers