The Automation Dashboard gives you a centralised view of all active automations running across your recruitment workflow.
Use it to track how many records have been processed, monitor the impact on users, and manage your automations from one place.
Automations help you save time by automatically triggering actions — such as sending emails or SMS messages — when specific recruitment events occur.
Use the Automation Dashboard
Automation Metrics
At the top of the Automation Dashboard, four metric tiles show performance data for the selected date range.
Metric | What It Shows |
Hours Worked | Hours saved by automations running in the last 7 days. |
Automation | Total number of active automations currently running. |
Records Affected | Total number of automation actions triggered in the last 7 days. |
Users | Total number of users impacted by automations in the last 7 days. |
📌 Note: Hover over the ⓘ icon on any metric tile to see a plain-language description of what that figure represents.
Filter by Date Range
You can adjust the date range to view performance data for a specific period.
Go to Automation, then click the date range dropdown in the top-right corner of the dashboard.
Select one of the preset options: Today, Yesterday, Last 7 days, or Last 30 days, then the dashboard updates automatically.
To set a custom period, select Custom Range, then enter your start date and end date in the fields provided.
Active Automation Cards
Below the metric tiles, the Active Automation section displays a card for each active automation. Each card shows:
The automation name.
The number of Records Processed by that automation.
A summary of the automation's trigger flow — for example, On Placement Start → Send Email → To Candidate.
Click the gear icon on any card to open and edit that automation's settings.
Add an Automation
You can create a new automation using a guided four-step setup: Event, Event Configure, Action, and Action Configure.
Go to Automation, then click Add Automation.
Enter an Automation Name in the field at the top of the form.
Optionally, select an Office from the dropdown to assign the automation to a specific office, or leave it set to Any to apply it across all offices.
Confirm the Active toggle is set to Yes if you want the automation to run immediately after saving.
Follow the four steps below to complete the automation setup.
Step 1 — Select an Event
Select the trigger that will fire this automation. The following event types are available:
Event | When It Fires |
Job Application Status Change | When a job application status changes. |
Placement Start | When a placement starts before or after a configured number of days. |
Placement End | When a placement ends before or after a configured number of days. |
Candidate Event | When a candidate is created, updated, archived, deleted, or their talent pool changes. |
Placement Event | When a placement is created, updated, or assigned to a shift. |
Select the event type that matches your use case, then click Next to continue.
Step 2 — Configure the Event
Depending on the event type you selected, you will be prompted to configure specific conditions.
For example, if you selected Job Application Status Change, you will see an Application Statuses field where you can select one or more statuses that will trigger the automation — such as Application, Shortlisted, Sent, First Interview, Second Interview, or Offered. Click each status to add it as a tag, then click Next to continue.
📌 Note: The configuration options shown in Step 2 will differ depending on the event type selected in Step 1.
Step 3 — Select an Action
Select what the automation should do when the event fires. The following actions are available:
Action | What It Does |
Send Email | Sends an email notification to a specified recipient. |
Send SMS | Sends an SMS notification to a specified recipient. |
Custom Action | Executes or calls an ATS or external API. |
Update Candidate Status | Updates a candidate's status in the system. |
Add to Reconnect Campaign Bucket | Adds candidates to a Reconnect campaign bucket. |
Create Task | Creates a task in the system. |
Select the action you want the automation to perform, then click Next to continue.
Step 4 — Configure the Action
Complete the configuration for your selected action. If you selected Send Email, you will need to:
Select who to send the email to from the Send To dropdown. The available options are: Candidate, Internal Recruiter On Job Order, Report To On Job Order, Owners On Job Order, or Other Contact.
Enter an Email Subject. You can use the Add Placeholder dropdown in the top-right to insert dynamic fields — such as Job Summary, Job Title, Job Type, and more — directly into the subject line.
Write the Email Body using the rich text editor. Use the Placeholder button inside the editor to insert dynamic candidate or job fields into the body of the email.
Click Send Test Email to preview the email before saving.
Click Save to create the automation.
🤓 Tip: Use placeholders like {{botName}} and {{Job Summary}} in your email body to personalise automated messages automatically without editing each one manually.
View Automation Records
Click into any active automation to see a detailed log of every record that has been processed by that automation.
Go to Automation, then click on the name of an automation card in the Active Automation section.
The automation opens and displays a table of processed records with the following columns: ID, Description, Status, Reason, and Created Date.
Use the Status filter to narrow the list. The available status options are:
Status | Meaning |
In Queue | The automation action has been triggered and is waiting to be processed. |
Success | The automation action was completed successfully. |
Failed | The automation action could not be completed. |
Use the Search bar to find a specific record by ID, description, or reason.
Click Export at the bottom of the list to download the record data as an Excel file.
Edit an Automation
You can update the settings of an existing automation at any time.
Go to Automation, then locate the automation you want to edit in the Active Automation section.
Click the gear icon on the automation card.
The automation setup form opens with the current configuration pre-filled across all four steps — Event, Event Configure, Action, and Action Configure.
Navigate through the steps using Next and Previous, update the fields as needed, then click Save to apply your changes.
📌 Note: You can deactivate an automation without deleting it by toggling the Active switch to No at the top of the form, then clicking Save.
🤔 FAQs
Q1: What is the difference between Records Affected and Users on the dashboard?
Answer: Records Affected is the total number of automation actions that were triggered in the selected period. Users is the number of individual candidates or contacts that were impacted by those actions.
Q2: Can I apply more than one status when configuring a Job Application Status Change event?
Answer: Yes. In the Event Configure step, you can select multiple application statuses — such as Application, Shortlisted, and Placement Contract — and the automation will fire whenever any of the selected statuses is applied.
Q3: What happens if an automation action fails?
Answer: The record will appear with a Failed status in the automation's record log. Check the Reason column for details on why it failed, then update the automation settings using the gear icon and click Save to reapply.
Q4: Can I stop an automation without deleting it?
Answer: Yes. Click the gear icon on the automation card, then toggle the Active switch to No and click Save. The automation will remain saved but will not fire until you reactivate it.
Q5: How do I personalise automated emails with candidate or job information?
Answer: Use the Placeholder dropdown in the email body editor or the Add Placeholder option next to the subject line. This lets you insert dynamic fields — such as the candidate's name, job title, or placement details — that are automatically populated when the email is sent.
Q6: What does 'In Queue' mean in the automation record log?
Answer: In Queue means the automation has been triggered by the event and the action is scheduled to run but has not yet been processed. It will update to Success or Failed once the action is completed.