Template
Recruiting process automation template
This template screens applicants in a chat, builds a pack for each one who remains, and holds the advert, the shortlist and the offer for a named person to approve.
Last reviewed 7 October 2026
Status
Starting point
The status rests on the chatflow hr-screener-dublin-warehouse, which covers the screening chat for one warehouse role in Dublin. The advert, shortlist, interview and offer steps are not in any template and are yours to build.
The library has a template, chatflow, MCP server or governed template that covers part of the job. You assemble the rest in Studio.
The job
What this template does
Recruiting is a chain of small decisions between two people. The recruiter moves applicants along, and the hiring manager decides who is interviewed and who gets an offer. Much of the time goes on repeated work: asking the same eligibility questions, sorting replies and chasing a manager for an answer.
By hand it goes wrong quietly. Screening questions drift between recruiters, notes sit in personal inboxes and an offer goes out before anyone has written down who agreed to it. This flow fixes the questions per role, keeps every answer against the applicant and pauses before each step that affects a person. It does not pick people: a model asks, extracts and drafts, and a named person decides.
Workflow
The workflow, step by step
Steps marked as approval gates pause the run until a named person approves. Nothing after a gate runs before that decision, and the decision is recorded.
- 01
Open the role
The hiring manager completes a form for the role: title, site, pay, start date, the must-have criteria and who decides. Studio stores it as the role record, so the screening chat, the advert and the interview questions all use the same facts. The next step receives the record. - 02
Approve the advert
An agent drafts the advert from the role record, using the job ad prompt as a base. The run then pauses for the hiring manager, who edits and approves the wording. Nothing is posted until they do. The next step receives the approved text.Approval gate: a named person approves before the next step runs. - 03
Screen applicants in chat
Each applicant is invited into the screening chat. The shipped chatflow gives a role overview, then asks yes or no on location, pay rate, lifting experience and start date, and tags the outcomes. As shipped, a no on any of the four ends the chat with a polite message. Decide whether that suits your policy before you reuse it. - 04
Prepare the shortlist pack
For each applicant who finished the chat, an agent builds a pack: the answers and tags, the CV text, and interview questions drawn from the role’s must-have criteria. Packs are listed in the order applicants applied. The agent does not score or rank anyone. The reviewer receives the packs with every tag visible. - 05
Decide who is interviewed
The run pauses for the recruiter or hiring manager named on the role record. They read each pack and mark it interview, hold or decline. Decline messages are written as drafts and sent only after this decision. The next step receives the interview list.Approval gate: a named person approves before the next step runs. - 06
Approve the offer and hand over
For the chosen applicant, the run pauses again for the offer approver. You assign a different person from the recruiter, because the platform does not enforce separation of duties. After approval the workflow drafts the offer letter for a person to send and, when the applicant accepts, creates the new-hire record in your HR system.Approval gate: a named person approves before the next step runs.
Controls
What it can do, cannot do, needs approval for, and records
Can
- Ask each applicant the screening questions in chat and extract yes or no answers
- Tag applicants with the outcome of each answer
- Draft the advert and interview questions from the role record
- Assemble a pack for each applicant who finishes the chat
Cannot
- Score or rank applicants, or decide who is interviewed
- Make a hiring decision
- Make or send an offer
- Ask about anything you did not put in the question list
Requires approval
- Advert wording, before it is posted
- The interview list, by the recruiter or hiring manager
- Every offer, by a named person other than the recruiter
- Each decline message, until you decide otherwise
Records
- The role record and the advert as approved
- Each applicant’s answers and tags
- The pack as the reviewer saw it
- Every decision, who took it and when
Honest labels
What the library holds for this job
| Asset | Type | Covers | Role in this flow |
|---|---|---|---|
| HR Screener - Dublin Warehouse Position | Chatflow template | Part of the job | Runs the screening chat for one warehouse role: a role overview, then yes or no on location, pay rate, lifting experience and start date, with tags for the outcomes. |
| Job Ad Snippet | Prompt | Used inside the flow | A starting prompt for the advert draft in step two. |
| Generate Interview Questions | Prompt | Used inside the flow | A starting prompt for the interview questions added to each pack. |
| Workable | Integration | Used inside the flow | Where roles and applicants live if Workable is your applicant tracking system. |
Connections
Integrations this flow uses
- Workable: Holds roles and applicants if you use it as your applicant tracking system.
- BambooHr: Receives the new-hire record once an offer is accepted.
- LinkedIn: A channel for the approved advert, where your account and the integration allow posting.
The full list of tools Studio connects to is on the integrations page.
Before you start
What you supply, and what this page does not cover
- You supply the role criteria, the screening questions, the pay and location facts and the names of the people who approve.
- The chatflow is written for one warehouse role in Dublin, with the rate, location and start window in its text. Copy it and change every question before using it for another role.
- Rules on automated screening and on keeping applicant data differ by country. Take advice for where you hire. This page is not legal advice.
- Studio does not assess candidates, test questions for bias or rank people. Any fairness check on your questions is yours to design.
Common questions
- Does the template reject applicants automatically?
- The shipped chatflow ends the conversation with a polite message when an applicant answers no to location, pay, lifting or start date, and it tags them. That is a screening rule rather than a hiring decision, but the applicant sees the same result. You can change it to pass those applicants to a recruiter instead.
- Can it rank CVs or score applicants?
- Not as a built feature, and this template does not do it. Packs are listed in the order applicants applied. Ranking people with a model raises bias and legal questions that depend on your jurisdiction. If you add scoring, keep the criteria in writing and put a named person’s approval after it.
- What does the screening chat need from me?
- It takes the applicant’s name, the position title and the company name as context, with defaults for hourly rate, currency, start window and location. The questions and extraction prompts live inside the chatflow, where you can edit them.
- Who approves an offer?
- A named person you assign at the offer step. Separation of duties, such as the approver differing from the recruiter, is not enforced by the platform. You enforce it by choosing different people for each gate. The run records who decided and when.