CRM Automations - Managing Rules

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Reduce your daily manual workload with automations. Various triggers, filters and actions can make your life easier. Set up your own rules directly in our CRM system.


In this article, we explain how CRM rules/automations work and how you can  create and manage them.

There is also a webinar recording at the bottom of the page which gives amazing insights and best practice examples. Jump to the webinar here.


This function only concerns users of our Candidate Relationship module. Automations can also only be created and managed by users with Admin or Super Recruiter rights. 


Automations now cover the entire application lifecycle, starting with the conditions for creating a talent profile and data protection consent, to filling out a form and changes to the talent profile and application status, which are necessary for completing the hiring process.
Actions are now available for both application and candidate status changes; and a talent profile can now be given multiple tags and assigned to multiple talent pools - and automatically sent a request for data protection consent when a certain condition is met.



What is an automation and where can I manage it in the system?

Automations make your daily work as a recruiter easier by reducing your manual workflows. This way, you can save a lot of time that you would normally need for dealing with them manually. 

To set up new rules or manage existing rules, click on: 

Settings ⚙️ > Automation > Manage rules > Create rule


Triggers (Conditions)

To determine which actions are to be performed by the system automatically, you first need to select a trigger (condition). 

There are certain changes to talent profiles that the system can track and trigger a follow-up action. 

Triggers (Conditions) that can be selected in our CRM system: 

  1. A talent profile is created 
  2. Data protection consent is given for the first time
  3. The following Talent Status is set 
  4. Application Status is change to
  5. A Talent Form was completed
  6. Date field 

Example Triggers (Conditions):

1 - Talent profile created: 
You can select the trigger "If a talent profile is created". This can be a very general indicator, so  in Point 2 (Filter) you also need to specify which talent profiles (candidates) are affected by this automation, by defining the characteristics that this candidate has to have for the action to be triggered.

The second step (filtering) is obligatory for this trigger.

2 - Data protection consent is given for the first time:

Due to GDPR provisions, you are restricted in what actions you can perform without having the candidate's explicit consent. In some cases, this may make the first trigger of our automations (When a talent profile is created) impractical. 
We also offer a second trigger " Ifconsent is given for the 1st time", with which you can create considerably more effective rules.

Also for this Trigger, the second step (filtering) is obligatory. 

3 - Candidate status:
You can also set up an automation rule to be triggered if there is a change to the candidate's status.
By selecting "If the following candidate status is set" as a trigger in step one, you must also specify which Talent Status you require. You can do this in the dropdown menu (below, right) under > "Select Talent Status". The talent statuses you have created are available for selection here.

4 - Applicant status:

You can also create an automation rule that is triggered when an application status is changed.
By selecting "When the application status is changed to" as a trigger in Step 1, you must also state which application status you require. You can do this from the dropdown list that appears directly below > "Select application status". 
Here you can choose between the 3 classic statuses, or others that you have added. 

    • Open 
    • Hired 
    • Rejection 


5 - Talent Form:
An additional trigger that you can select to create an automation rule is when a candidate completes a form.
You need to select the trigger "When Talent Form has been completed" and then specify the desired form from the dropdown menu > "Select form".

💡This is a great feature when working with event registration forms for profile update forms. 


6 - Date field:

The date field will help you to automate a task based on a standard or custom date field in your talent profile. 

After selecting the date field as trigger, your are asked to select one of the date fields you have set up as a talent field.

You can choose via a checkbox if this automation should be triggered every year.

The last step is to define WHEN the action should be triggered. You have multiple options to choose from. 



Use Filters to determine which candidates are affected by the triggers. For this, you can select any of your talent fields and statuses

You can select multiple filters in order to narrow down the target audience even further.

Filters are optional. Except for the trigger option "Talent profile created" and "Consent is given for the 1st time" where a filter is obligatory. 



The work that our system does for you can be selected in step three (Actions). 

  • Add the talent to a pool and, in the second step, specify which talent pool this is. 

  • or sent a notification to a recruiter about a change made to the talent profile. Here again, in the next step, you can specify which recruiter is to be informed. 
  • Do you wish to contact specific candidates and send a TalentCampaign? Firstly, select one of the Talent Campaigns you have previously created, which is to be sent to candidates.
⚠️ The use of automation in sending Talent Campaigns may affect a large number of talent profiles in the system.

One proven method is always to select the right filters in order to limit the recipients to those you really want to reach.

A good example:
> We use filters to limit the number of recipients


A risky example:
> We don't set any filters so that this campaign can reach a large number of candidates.

  • Use automation to change the status of candidates who meet certain criteria (trigger, filter). You decide on the new talent status that must be used in the following dropdown list. 

  • Tag many talent profiles(candidates) at once with specific tags to make them easier to find in the overview at a later stage and also to determine the target audience for campaigns. Select the appropriate tag from the existing ones, or create your own new tag for this automation (depending on the Tag Management settings). 


What is there to consider? Possible constraints

⚠️ You need to activate the rule by turning on the toggle switch, either in the final step of rule creation or in the table where all rules are listed.



⚠️ Talent profiles that already meet the criteria for automation at the time of activation will not be included in this. Talent profiles are only included following a change that triggers an automation. 

⚠️ Automations are executed in the system with a slight time delay.

⛔️ Please be aware of which automations have been activated and whether different rules may cancel each other out


Automate the first request of GDPR consent

When creating a new automation rule, you can select the filter: "send consent e-mail" when the trigger "a talent is created" has been chosen. 

This option significantly reduces the time spent on manually sending consent requests to talents, especially in the use-case of Talents’ import but it also only works with talents that have an e-mail address stored in their Talent profile. 

Add time span option to status change trigger

If a specific status had no changes in a certain period of time, a time-span option can trigger a status update or an automated E-Mail. Can be used to notify a recruiter to take action on a talent after the status hasn't been updated or to send to a rejection E-Mail to a talent after some time. 

For example: If a talents application has been rejected you can now add a timed trigger where the rejection E-Mail will go after a specific amount of time, instead of an instead trigger, where the E-Mail would be send after changing the status. 


Automations in the CRM - Go with the flow 

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