Creating an Automation

Pinpoint's Automation feature allows you to automate complex workflows across regions, roles, and stages, while keeping every candidate experience consistent and personal. You can use automations to move candidates, send messages, update jobs, and more, without manual admin.

In this article, you’ll learn how to create an automation from scratch, including how to set triggers, add logic, and define the actions Pinpoint will take automatically.

It can help to think of your automation in terms of a "When... If... Then..." statement. For example, instead of, "Close a job after 600 applications", rephrase to "When I get an application, if it's the 600th application, then close the job". If you're new to automation, don't worry! We have some helpful templates to get you started.

To get started with automations, go to the Manage Automations page and click "Add New Automation."

From here, you can select the trigger that will start your automation.

In this example, we will work through creating an automation that triggers when a tag is used. Whenever this tag is added we want to send the candidate a rejection email.

A trigger is the event that starts your automation. It’s always based on something happening in Pinpoint, for example:

If you would like more options, select the "Configure Manually" option. We'll use that in this example to create an automation that triggers when a tag is used.
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To configure or edit a trigger, click on the trigger name and fill out the form to the left.

In this case, we will add an activity-based trigger to the application. We can configure the trigger to apply to one tag at this stage by adding a condition. Don't forget to give your automation a clear name so it’s easy to identify later.

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Note: Some triggers are only available on the Advanced Automation plan.

Once your trigger is set, add conditions to make your automation specific. Adding conditional logic allows you to define specific criteria that must be met before actions are taken.

In our example above, we only want to invite candidates to join our talent pool if they can work in the country where the job is located. To do this, we'll add a condition filter to check their answer to our "Right to Work" application question. If they answered yes, we can invite them to join the Talent Pipeline in our rejection email.

By selecting the "Else branch" option we also get the option to define what actions we want to take when the candidate has not answered the Right to Work question, or answered No/False.

We can also use Branching Conditions if we need to define multiple options (for example, we could have different behavior for different countries or departments).

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Note: Some conditions, including Branching Conditions, are only available on the Advanced Automation plan.

Actions are what your automation does once triggered. You can add multiple actions to create more complex workflows. Actions include things like:

To set up an action, click the "Add Action" button in the automation path.

In our example, we'll add a rejection email. We can configure this email to be delayed to send only during office hours or delay it to send at a specific time that suits your hiring process.

After we add all our actions, we can review and publish our automation.
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Note: Some actions are only available on the Advanced Automation plan.

When your automation is complete, click Review and Publish.
You’ll see a summary showing:

Once everything looks correct, click Publish to activate it. Your automation will now run automatically whenever the trigger conditions are met.

Looking for automation inspiration? Read our article with 27 automation ideas to help you get started.

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