Automate Interview Invites and Rejection Emails with Pabbly Connect

Learn how to automate sending interview invites and rejection emails to job applicants using Pabbly Connect, Gmail, Google Sheets, Zoom, and more. Discover hidden automation capabilities within your existing tools. This guide shows you how to connect your essential applications and permanently eliminate redundant manual processes.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To automate sending interview invites and rejection emails, you will first need to set up Pabbly Connect. This platform allows you to connect various applications like Gmail, Google Sheets, and Zoom effortlessly. Start by creating an account on the Pabbly Connect website, where you can access free automation tasks each month.

After signing up, log in to your Pabbly Connect dashboard. Click on the ‘Create Workflow’ button to initiate your automation process. Name your workflow, such as ‘Recruitment Process Automation,’ and click on the ‘Create’ button to proceed. This will lead you to a page where you can set up triggers and actions for your automation.

2. Connecting Google Sheets to Pabbly Connect

The next step involves connecting Google Sheets to Pabbly Connect. This is essential because your job applicant data will be stored in a Google Sheet. In the trigger section, search for ‘Google Sheets’ and select it. Choose the trigger event as ‘New or Updated Spreadsheet Row’ to capture applicant data when added or updated.

• Search for ‘Google Sheets’ in the trigger section.
• Select the trigger event: ‘New or Updated Spreadsheet Row’.
• Copy the webhook URL provided by Pabbly Connect.

After copying the webhook URL, go to your Google Sheet where you have the applicant information. In the Pabbly Connect Webhooks add-on, paste the webhook URL and specify the trigger column (e.g., the column where you mark applicants as suitable or not suitable). This setup ensures that any changes in the Google Sheet will trigger the automation in Pabbly Connect.

3. Sending Interview Invites via Zoom

Once the Google Sheets connection is established, the next step in Pabbly Connect is to send interview invites to suitable candidates. To do this, create a router to manage different paths for suitable and unsuitable candidates. In the router, set up a filter to identify suitable candidates based on the status from the Google Sheet.

For suitable candidates, add an action step by clicking the plus icon and selecting ‘Zoom’ as the application. Choose the action event as ‘Create a Meeting’. Connect your Zoom account and specify the meeting details, such as the meeting topic and time. Use the ‘Date Time Formatter’ feature in Pabbly Connect to schedule the meeting for the next day.

• Add a Zoom action step to create a meeting.
• Use the ‘Date Time Formatter’ to set the meeting time.
• Map the meeting link in the next step to send to the candidate.

After creating the meeting, save the details and move to the next step where you will send an email invitation to the candidate using Gmail. This integration ensures that suitable candidates receive their interview invites seamlessly through Pabbly Connect.

4. Sending Rejection Emails to Unsuitable Candidates

For candidates marked as unsuitable, you will set up a different path in Pabbly Connect. Rename the router path for this condition and set up a filter to identify unsuitable candidates. Similar to the interview invite process, connect Gmail to send rejection emails.

In the Gmail action step, set the action event to ‘Send Email’. Map the recipient’s email using the data retrieved from the Google Sheet. Craft a rejection email template that includes the candidate’s name and department, ensuring a professional tone. This enables you to maintain clear communication with all applicants.

Connect Gmail and set the action to send emails. Map the recipient’s email and personalize the message. Ensure the email subject reflects the rejection status.

This setup allows you to automate the rejection process, ensuring that all candidates receive timely notifications regarding their application status through Pabbly Connect.

5. Conclusion

By leveraging Pabbly Connect, you can streamline the process of sending interview invites and rejection emails to job applicants. This automation not only saves time but also enhances communication with candidates, ensuring they are informed promptly about their application status. With the integration of Google Sheets, Zoom, and Gmail, managing recruitment becomes more efficient.

In summary, utilizing Pabbly Connect for automating recruitment processes allows organizations to enhance their workflow, ensuring that all candidates are treated professionally and efficiently. Start using this automation today to simplify your recruitment process.