What are automated stage actions?

Automated stage actions are predefined tasks or messages triggered by a candidate's progress through various stages of the recruitment process. These actions automate routine tasks, ensuring timely and consistent communication with candidates. For example, an automated stage action can be configured to send a 'Thank you' message when a candidate applies.

You can add automated stage action in the project view under every stage:

Stage Action types

There are nine stage actions: Message, Video interview, Move to stage, Video message, Ping user, Auto-add tags AI, Check references, Schedule interview and Run screener. Integration actions (Send webhook, Send to Refensa, Send to Fortcheck) are also listed and are greyed out when the integration is not in use.

Message

Message is a simple email that you want to send out automatically, for example, to candidates who have reached the submission stage, informing them that their application is being processed:

Under Deliver via you can send the message as an Email or as an SMS. To enable SMS, contact your customer success representative.

Video interview

Video interview is used when the hiring process involves asynchronous video interviews. This invites candidates to record video responses to specific questions presented by the recruiter:

Move to stage

Move to stage functionality automates the candidate movement in the hiring process. For example, when candidates have sent their asynchronous video interview answers, they are automatically moved to the stage:

Video message

Video message is used when you want to send a message to someone in a video format. It could be a personalized message or a company announcement.

Ping user

Ping user is a stage action that, for example, alerts key individuals, like hiring managers, about noteworthy candidates worth checking out. Read more here.

Auto-add tags AI

Auto-add tags AI is an automated stage action for assigning tags to candidate profiles.

This automation streamlines the process of categorizing and organizing candidate data, saving time and effort for recruiters and hiring managers. For auto AI tagging to function effectively in Teamdash, recruiters need to create the tags beforehand. Read more about Tags.

First, choose the Tag type (Candidate tag or Project-based tag). Then pick the tag under Tags to add and, if needed, describe in the "Add the tag if..." field when the AI should add it, e.g. "the candidate has at least 1 year of customer support experience". You can add several tags to one action.

Check references

Check references is an automated action for collecting references from referees. The automatic action is triggered after a candidate has submitted referees.

With Reference type you can send the request to all referees or only to Personal, Professional or Academic referees. The message is sent as the user chosen under Send as.

Schedule interview

You can schedule an interview automatically with candidates who have progressed to the interview stage, using the "Any time when available" scheduling type.

Schedule interview is set up in five steps: 1. Trigger, 2. Participants, 3. Select a time, 4. Message details, 5. Calendar invite details. When the action runs, the candidate gets a link to choose an interview time. Teamdash uses your calendar integration to see when the participants are busy, so candidates can only choose times when all the recruiters are free.

Types of triggers

In each automated stage action, you have the option to select a trigger. A trigger is a condition that activates the automatic stage action.

Automatic - after reference received. The action runs after a referee has submitted their reference. For automatic triggers you can set a delay in Minutes, Hours, Days or Weekdays. For the form trigger you can choose the Form type (All forms, Application forms, Additional information forms, cNPS survey forms or Candidate pre-boarding forms) and, optionally, one Specific form.

Button in stage - The action will be executed only when you click the button that appears in the stage header. It's a semi-automated action, where the counting of new applicants is done by the software, but the user must launch the activity.

Automatic - after time in the stage. This action will be automatically executed when the candidate has been in the stage for the selected time.

Automatic - after receiving video interview responses. The action will be automatically executed after receiving a video interview response. It will be delayed for a selected time.

Automatic - after a candidate has submitted referees. This action will be automatically executed after receiving candidate referees. It will be delayed for a selected time.

Automatic - after a candidate has submitted a form. This action will automatically execute after a candidate has submitted a form. The specific form that triggers the action can be pre-defined. Read more about sending out forms to candidates HERE.

Automatic - after candidate accepts interview invite. This action will automatically execute once the candidate has confirmed their interview time. This allows you to send automatic reminder messages with the Send message action to candidates who are still in the initial stage. In addition, you will visually have a better overview of who has received the invite and who has confirmed their interview time.

Automatic - specific time in the future. You can choose the date & time from the calendar view when you want the automatic action to be executed.

Only run if

Only run if is a feature that you can apply to ensure that automated actions are executed only for specific candidates who meet certain criteria. In Teamdash we use the tagging system.

Only run if offers three conditions: Has candidate tag, Has project-based tag and Has dropout reason(s). Click Add condition again to combine several conditions.

Editing and deleting

First, access the stage options and click on Manage stage actions:

From there, you'll be directed to the actions view, where you can easily edit or delete automated stage actions as needed:

FAQ

I added an automated action but nothing happened.

It might be that the trigger saved under the action was “Button in stage”. This is automatic in a way that Teamdash will keep track of candidates who have already received the letter and who have not, but you will have to push the button to launch the email.

I selected candidates by hand but the letter went out to all new candidates. Why did this happen?

The automated stage actions count candidates independently. The selection of candidates by hand enables you to do activities manually as well. The automated actions do not recognize manually selected candidates.

You can always check the number of candidates targeted with an automated action from the number in brackets.