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AI HR Recruitment Assistant: Streamline Hiring with n8n & OpenAI

Version: 1.0.0 | Last Updated: 2025-05-16

Integrates with:

OpenAI Airtable Google Drive Google Calendar Email (SMTP)

Overview

Unlock a Smarter Hiring Process with this AI Agent

This n8n workflow acts as an intelligent HR assistant, designed to automate and optimize key stages of your recruitment pipeline. It handles applicant data entry, leverages OpenAI for CV scoring against job descriptions, dynamically generates relevant interview questions, personalizes email communications, and even helps schedule initial screening calls. This AI-driven automation empowers your HR team to focus on high-value interactions by taking over repetitive and time-consuming tasks.

Key Features & Benefits

  • AI-Powered CV Scoring: Automatically evaluates resumes against job requirements using an OpenAI-powered Langchain Agent, providing a qualification score (0-1) and concise feedback. The job description is dynamically pulled from Airtable for accurate comparison.
  • Dynamic Questionnaire Generation: Leverages OpenAI (GPT-4o-mini) to create insightful interview questions based on the job description and the candidate's CV, ensuring relevant and targeted screening.
  • Personalized Candidate Communication: Employs OpenAI (GPT-4o) to draft personalized emails to shortlisted candidates, highlighting their strengths and inviting them for a call, enhancing candidate engagement.
  • Automated Data Management: Seamlessly integrates with Airtable for comprehensive applicant tracking (storing candidate details, CV links, scores, questionnaire responses, and interview stages) and Google Drive for secure CV storage.
  • Intelligent Interview Scheduling: Uses OpenAI (GPT-4o) in conjunction with the Google Calendar tool to check interviewer availability, suggest meeting slots, and book interviews, updating Airtable with the scheduled time.
  • AI-Generated Screening Questions: Further assists the interviewer by generating specific screening questions for the phone interview based on the JD, CV, and initial questionnaire responses, all stored in Airtable.
  • End-to-End Process Automation: Captures applications via an n8n form, uploads CVs, updates an applicant tracking system (Airtable), performs AI-driven evaluation, manages candidate communication, and schedules interviews, streamlining the entire initial recruitment phase.

Use Cases

  • Automate initial CV screening and shortlisting for high-volume job applications in SaaS and e-commerce companies.
  • Enable solopreneurs and small businesses to manage hiring efficiently without a dedicated HR department.
  • Standardize the CV evaluation process using AI for consistency and to reduce bias.
  • Significantly reduce time-to-hire by quickly identifying, evaluating, and engaging top candidates.
  • Streamline communication and scheduling with potential hires for an improved candidate experience.
  • Provide hiring managers with AI-generated, context-aware screening questions for more effective interviews.

Prerequisites

  • An n8n instance (Cloud or self-hosted).
  • OpenAI API Key with access to models like GPT-4o or GPT-4o-mini.
  • Airtable account and API Key. It's recommended to use or replicate the 'Simple applicant tracker' base structure with 'Applicants' and 'Positions' tables.
  • Google Drive credentials (OAuth2 for file upload/download).
  • Google Calendar credentials (OAuth2 for meeting scheduling).
  • SMTP credentials for sending emails (e.g., via Gmail, SendGrid, etc.).

Setup Instructions

  1. Download the n8n workflow JSON file.
  2. Import the workflow into your n8n instance.
  3. Configure Form Trigger: In the 'On form submission' node, update the formDescription with your specific job description. Customize formTitle and other form fields as needed.
  4. Set Up Credentials: Authenticate all required services by configuring credentials for:
    • Google Drive: In 'Upload CV to google drive' and 'download CV' nodes.
    • Airtable: In all Airtable nodes (e.g., 'Airtable', 'Airtable1', 'Rejected', 'Potential Hire', 'update questionnaires', 'update phone meeting time', 'screening questions') and Airtable Tool nodes (e.g., 'Airtable1' connected to 'AI Agent', 'Airtable2' connected to 'generate questionnaires'). Ensure Base ID and Table IDs match your Airtable setup.
    • OpenAI: In 'OpenAI Chat Model', 'generate questionnaires', 'Personalize email', 'Book Meeting', and 'Screening Questions' nodes. Select your preferred model.
    • Google Calendar: In the 'Google Calendar' tool node.
    • SMTP: In the 'Send Email' node.
  5. Customize AI Prompts: Review and tailor the prompts within the following OpenAI/Langchain nodes to match your company's tone and specific requirements:
    • 'AI Agent' (for CV scoring criteria).
    • 'generate questionnaires' (for the style and focus of initial questions).
    • 'Personalize email' (for email tone and content).
    • 'Book Meeting' (for scheduling preferences).
    • 'Screening Questions' (for phone interview question focus).
  6. Airtable Configuration: Ensure your Airtable base (e.g., 'Simple applicant tracker') has the necessary tables ('Applicants', 'Positions') and fields as referenced in the workflow's Airtable nodes. Pay attention to field names for 'CV Link', 'JD CV score', 'CV Score Notes', 'Stage', 'Questonnaires and responses', 'Phone interview', 'Phne interview screening questions', etc.
  7. Adjust Logic: Modify the scoring threshold in the 'shortlisted?' (IF node) if the default (score >= 0.7) doesn't suit your needs.
  8. Test Thoroughly: Run the workflow with a test application to ensure all integrations and AI steps function correctly.
  9. Activate the workflow.

Tags:

AI AgentHR AutomationOpenAIRecruitmentAirtableGoogle DriveProductivityAI-driven automationHiring

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