Setting up automations on stages and jobs

Relevant for: Recruiters

How do I automate steps in my hiring process?

Open the job, go to its 'Evaluation process' tab, and click 'Add activities' on a stage. Add steps such as 'Email candidate' or 'Schedule interview', then click 'Activate'. The steps run whenever an application enters that stage.

In Leapsome, stage automations are called activities. They take repetitive work off your plate, keep response times short, and make sure every candidate goes through the same process. You set them per job and per stage, so each job can have its own setup. To save time, set defaults on an evaluation process, or copy the setup from a similar job.

Table of Contents:

• How do I set up activities on a job?
• Which steps can I automate?
• How do I set default activities for an evaluation process?
• How do I copy activities from another job?
• What should I keep in mind about activities?
• Who can set up activities?

How do I set up activities on a job?

1. Go to 'Recruiting' > 'Jobs', open the job, and go to its 'Evaluation process' tab. The job must be saved and have an evaluation process.
2. You see the stages by stage group, with the activities already set up. The 'Archived (any reason)' row covers every archived application, whatever the reason.
3. Click 'Add activities' on a stage. The editor shows the trigger at the top, e.g., "Immediately when moved to" the stage.
4. Click 'Add step' and choose a step. Steps are grouped under 'Recruiting' and 'General', and you can search for a step. To add a step that runs after another one, click 'Add sequential step'.
5. Set up each step and click 'Activate'. When you edit existing activities, click 'Update'.
6. Click 'All stages' to go back to the overview.

To edit activities, move a step to another stage, or delete activities, use the menu on the stage row.

Note: Activities only run on published jobs. On a draft job, they're saved and start once you publish the job.

Which steps can I automate?

• 'Schedule interview': Create a scheduling task for the hiring team, let the candidate book their own slot from the interviewers' calendars, or ask the candidate for their availability. To learn more, see Scheduling interviews.
• 'Request feedback': Ask hiring team members to fill in a feedback form, with or without an interview. To learn more, see Creating and managing feedback forms.
• 'Email candidate': Send an email from 'Leapsome notifications' or a connected mailbox. Use variables such as the candidate's name, the job title, or the interview scheduling link. To learn more, see Emailing candidates.
• 'Auto-reject application': Reject the application with a chosen reason when all conditions match, e.g., on location, salary expectation, start date, source, tags, or recruiting fields.
• 'Send notification': Notify hiring team roles or specific people by email, in-app, Slack, or Microsoft Teams.
• 'Update application fields': Change field values on the application automatically.
• 'Task': Assign a task to someone.

Note: An 'Auto-reject application' step without conditions rejects every application that enters the stage.

How do I set default activities for an evaluation process?

1. Go to 'Settings' > 'Recruiting' > 'Evaluation processes' and open a process.
2. Click 'Add activities' on a stage and set up the steps.
3. Click 'Save'.

New jobs that use the process get a copy of these activities, which you can still edit on each job. Defaults are only copied to stages that don't have activities yet. Later changes to the defaults don't change existing jobs.

To learn more, see Setting up evaluation processes and interview templates.

How do I copy activities from another job?

1. On the job's 'Evaluation process' tab, click the copy icon next to the description ('Copy full activity setup from existing job').
2. In 'Copy activities from another job', search for the job you want to copy from. Each job shows its number of steps and its status. Jobs that use the same evaluation process are marked 'Same evaluation process'.
3. Check the preview. For each stage, it shows whether steps are copied, added to existing activities, or skipped.
4. Click 'Copy activities'. Leapsome confirms the result and lists any stages that need your attention.

Please note:

• Copying never replaces existing activities. It adds to them.
• If both jobs use the same evaluation process, stages are matched one to one. Otherwise, they're matched by name. Steps without a matching stage are skipped. 'Archived' always matches 'Archived'.
• When you duplicate a job, its activities are copied too.

What should I keep in mind about activities?

• Steps run immediately when an application enters the stage. You can only add a delay on the 'Hired' and 'Archived' stages.
• A saved activity is always active. To turn it off, delete it.
• A step is skipped if, before it runs, the application was archived, left the stage, or re-entered it, or if the candidate was anonymized.
• An 'Email candidate' step that includes the scheduling link needs an earlier 'Schedule interview' step that lets the candidate book a slot or share their availability.
• If you change a job's evaluation process, activities on stages that the new process doesn't have are hidden. They come back if you switch back.
• Steps that ran appear in the candidate's 'Activity', e.g., "Email sent to candidate automatically" by activity 'Email candidate'.
• Recruiting activities don't appear in the general 'Workflows' list.

Who can set up activities?

• Setting up activities on a job requires permission to manage recruiting automations, which admins have by default, and permission to manage the job.
• Copying activities requires permission to manage both jobs. You can only copy from jobs you can manage.
• Setting defaults on an evaluation process requires the 'Manage ATS templates' permission.
• A step that sends from a colleague's mailbox requires permission to send on behalf of that account. When you copy activities, these senders are only kept if you have that permission.
• Hiring team roles in a step are based on the application's job when the step runs. Activities on confidential jobs follow the job's access rules.

For details, see Hiring team roles and permissions.