Setting up automations in Pinpoint allows your team to enhance communication with candidates by automatically sending custom emails as their application progresses through various stages of your hiring workflow. This guide will walk you through the steps necessary to enable this feature.
⚠️ Note: Automations must be enabled for your account. If you’re unsure whether this feature is available to you, please check with your Customer Success Manager (CSM).
How do I Create a New Automation?
To create a new automation, you will need to access the Automations section from your Pinpoint dashboard and follow these steps:
Access the Automations Section
From your dashboard, navigate to the Automations section and click on Manage Automations to continue.
Create New Automation
Click on New automation, then select Create manually to begin setting up your automation.
After creating your automation, you can proceed to set the trigger and conditions for the automation.
How do I Set the Trigger and Conditions?
Setting up the trigger will help define when your automation should activate:
Trigger type:
Activity basedTrigger target:
ApplicationTrigger action:
UpdatedAdd the condition:
Stageequals [your chosen stage]
After configuring the triggers and conditions, you can move on to the next step of configuring the email action.
How do I Configure the Email Action?
Next, you'll need to configure the email action that will be triggered:
Action type:
Send email (application)
Once you’ve selected the action type, you'll have the following options:
Use an existing email template,
Write a custom email manually
After configuring the email action, you will move to the next step of setting timing and delivery preferences.
How do I Set Timing and Delivery Preferences?
At the bottom of the email setup page, you can configure the timing and delivery preferences:
Whether the email sends immediately or after a delay
Delivery timing preferences (e.g., during business hours, weekdays only, etc.)
Once you set the timing and delivery preferences, you can proceed to explore additional automation configuration options.
What Additional Automation Configuration Options Are Available?
While setting up your email automation, you might need to adjust the following key settings:
🔧 What should this automation do?
Select "Send Email to Applicant" as the action to trigger when the candidate reaches the specified stage of your hiring workflow. This ensures the email is automatically sent without manual intervention.
✉️ What email template should we use for this automation action?
Select the custom email template you defined earlier. If you haven’t created one yet, make sure to do that in the Templates section prior to this step, or choose to write a one-off message instead, though templates ensure consistency and save time.
👤 Which user should we use to populate email template variables?
Select the user you want to pull information from to populate email template variables, like ##{{sender_name}}. For example, if you want emails to appear as though they come from the recruiter managing the role, choose that person’s name in this field.
🏷️ Which tags should be set on this application as part of the automation?
You can apply one or more tags to applications affected by this automation, which helps to track candidate progress. For example, if you’re using this automation to send an assessment, apply a tag like “Assessment Sent”. Tags are drawn from your existing tag library.
⏱️ How long should we wait until triggering the automation?
You can choose to delay the automation to create a more human-like experience. Set a delay in minutes, hours, or days, and restrict the action to specific hours—like during weekday business hours—for optimal delivery.
How do I Save, Review, and Publish the Automation?
Once all fields are filled out and you have reviewed your setup, click Save and then Publish to activate the automation.
Congratulations! You have defined the automation template that will apply to all job roles unless stated otherwise with a condition. When an application is submitted by a candidate meeting the conditions you've set, the automation will trigger and Pinpoint will take the action on your behalf.
What Should I Do If I Need Help?
If you are unsure whether you have access to Automations or need assistance with email templates, please contact your CSM.
FAQs and Troubleshooting
What happens if I don’t see the automation activating?
If you don’t see the automation activating, check if Automations are enabled for your account and verify the conditions set for the automation. Ensure that applications are reaching the specified stage to trigger the automation.
Can I edit an existing automation once it has been published?
Yes, you can edit an existing automation. Navigate back to the Automations section, select the automation you want to edit, make your changes, and then save and publish it again.
How can I test if my automation works?
You can test your automation by simulating an application moving through stages that would activate the automation and then checking if the email is sent as expected.