Automation rules
A rule is 'when this happens → optionally only if → do this.' Pick a trigger (a candidate applies, or an application changes stage, or it sits idle), narrow it with conditions, and choose actions. Rules fire once per matching event.
1. Pick a trigger
The event that starts the rule: an application is received, an application changes stage, or an application sits idle in a stage for N days. The trigger decides which conditions and actions are available.
2. Add conditions (optional)
Narrow when the rule runs — e.g. only when it moves to 'Interview', only for a specific job, or only after N days idle. With no conditions, the rule runs on every matching trigger. All conditions must be true (AND).
3. Choose actions
What the rule does: email the candidate, send a re-engagement email, post an internal inbox update, add a tag, notify a teammate, or assign the application to a teammate. You can stack several actions on one rule.
Test before you trust it
Use 'Test against recent moves' on a stage-change rule to dry-run it over your last 50 stage changes and see exactly which applications it would have matched — no emails sent.
The default rule
Every account starts with a built-in 'notify candidate on stage change' rule (posts an inbox update, then emails the candidate). It runs on all plans and can be paused, but not deleted.
- Rules fire once per matching event, deduped so a candidate isn't emailed twice for the same move.
- Auto-advancing or auto-rejecting a candidate (move-stage actions) is intentionally not offered yet — it's the riskiest action and is held until proven.
- Custom rules require the Scale plan; the default rule works on every plan.
- Owners and admins manage rules; recruiters don't see this tab.