Automatic stage actions

Automate candidate communication and movement in the recruitment pipeline

Jaanika Luik avatar
Written by Jaanika Luik
Updated over a week ago

What are automatic stage actions?

Automatic 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 automatic stage action can be configured to send a 'Thank you' message when a candidate applies.

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

State Action types

There are six automatic stage actions you can set for every stage:

  • 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:

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

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

  • Auto-add tags AI is an automatic 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.

Types of triggers

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

  • Button in stage - The action will be executed only when you click the button that appears in the stage header. It's a semi-automatic 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 - 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 automatic actions are executed only for specific candidates who meet certain criteria. In Teamdash we use the tagging system.

Editing and deleting

First, access the stage options by clicking on the three dots menu:

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

FAQ

I added an automatic 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 automatic 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.

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