Automate HR candidate shortlisting with Sheets, Gmail, ClickUp & Calendly
Description This n8n workflow automates the candidate shortlisting process by integrating Google Sheets, Gmail, ClickUp, and Calendly. It fetches candidate records, filters high-scoring profiles, sends personalized advancement emails, and creates screening tasks for your HR team—all with a single manual trigger. 🚀 What It Does Fetch All Candidate Records - Retrieves complete candidate data (names, scores, contact info, summaries) from the ‘Resume store’ Google Sheet (Sheet2). - Efficiently loads
At a glance
Automate HR candidate shortlisting with Sheets, Gmail, ClickUp & Calendly is a ready-made n8n workflow you import as a workflow JSON file — no build required. It connects Gmail, Google Sheets, Calendly, ClickUp. It's free to download. Follow the 5-step import below to go live in minutes.
- Platform
- n8n
- Connects
- Gmail, Google Sheets, Calendly, ClickUp
- Modules
- 5
- Price
- Free
- Version
- v1.0

About this workflow
Description This n8n workflow automates the candidate shortlisting process by integrating Google Sheets, Gmail, ClickUp, and Calendly. It fetches candidate records, filters high-scoring profiles, sends personalized advancement emails, and creates screening tasks for your HR team—all with a single manual trigger. 🚀 What It Does Fetch All Candidate Records - Retrieves complete candidate data (names, scores, contact info, summaries) from the ‘Resume store’ Google Sheet (Sheet2). - Efficiently loads all rows for batch analysis. Filter High-Score Candidates - Applies a threshold filter (default: score > 70) to identify strong-fit candidates. - Only qualified profiles advance; threshold is customizable per role. Send Congratulations Email - Sends personalized emails to qualified candidates using Gmail. - Includes a dynamic Calendly scheduling link for interview booking. - Maintains a positive candidate experience with professional messaging. Create Screening Task in ClickUp - Automatically generates screening tasks for each qualified candidate in ClickUp. - Assigns tasks to a designated team member and organizes them in specified project folders. - Ensures accountability and seamless follow-up. 📈 Key Benefits - Speed: Instantly advances qualified candidates—no manual sorting. - Consistency: Standardized criteria and communications for every role. - Organization: Auto-creates ClickUp tasks so nothing slips through. - Experience: Timely, professional communication enhances candidate journey. - Efficiency: Reduces HR workload and error risk. ⚙️ Customization & Integration - Score Threshold: Set to 70 by default; adjust for different roles or seniority. - Email Template: Editable subject, body, and CTA (Calendly link). - ClickUp Integration: Uses configurable Team, Space, Folder, List, and Assignee IDs. - Systems Supported: Google Sheets (data), Gmail (email), ClickUp (tasks), Calendly (scheduling). - 🔧 Setup Requirements - n8n instance (self-hosted or cloud). - Google Sheets access for ‘Resume store’ (Sheet2). - Gmail credentials for candidate notifications. - ClickUp API token and IDs for task creation. - Calendly link for interview scheduling. 👥 Target Audience - HR teams, recruiters, staffing agencies. - Operations managing high-volume candidate pipelines. - Startups/SMBs seeking standardized hiring automation. 🛠️ Maintenance Tips - Update email templates seasonally. - Review scoring thresholds monthly. - Monitor ClickUp task completion rates. - Ensure Calendly links remain active. 📋 Step-by-Step Usage - Connect Google Sheets, Gmail, and ClickUp credentials in n8n. - Import the workflow; configure threshold, email, and ClickUp settings. - Edit the email node with your Calendly link and branding. - Trigger “Execute workflow” after new candidate scores are added. - Review logs and results for successful candidate progression.
How to import this n8n workflow
- 1
Download the workflow JSON file after purchase.
- 2
Open n8n → click the menu → Import from File.
- 3
Select the downloaded JSON and import.
- 4
Set up credentials for each node that requires them.
- 5
Click Execute Workflow to test, then activate.
Setup guide
Setup guide included
Purchase to unlock the full step-by-step guide
Related N8n workflows
Add or update records in Airtable from newly created, updated or cancelled events in Calendly
Add new Feedly entries as rows in Google Sheets
Retrieve all tasks from a list in ClickUp and send it via Slack
Add new rows to a Google Sheets spreadsheet from new form submissions in Swipe Pages
Send Burst SMS messages from Google Sheets rows
Create Sendcloud labels from Google Sheets
Automatically delete spam emails in Gmail on schedule
Generate ad image variations using GPT-4, Dumpling AI & Google Drive
Reviews
No reviews yet
Be the first to buy and share your experience.
Leave a review
Sign in to share your experience with this workflow.
Create a free account to purchase workflows.
- JSON blueprint — instant download
- Setup guide PDF included
- 5 downloads · valid 30 days
- Works with n8n
Need help setting this up?
Book a 3-hour live setup session with an Agility consultant.
- Configure live on Google Meet / Zoom
- Free follow-up if workflow has defects
- Platform expert assigned to you