Recruiting
Automations
Automations are the rules that turn RouteFlex from a passive board into an active recruiter. They watch your applicants and fire actions (send an email, change a stage, order a background check, post to Slack) the moment your conditions are met, so the routine work happens without you in the loop.
The three parts of an automation
Every automation is built from three pieces:
A trigger says when. Examples: when an applicant submits the form, when a stage changes, when a column value updates, when a calendar time arrives, when an inbound email lands.
Filters say which. Optional. Examples: only run for applicants in this stage, only run if their FADV result is "Eligible," only run between 9am and 5pm.
Actions say what. One or more. Examples: send an email, send an SMS, move to a stage, set a column value, post to Slack, order a background check, ask RouteFlex AI to score the applicant.
Screenshot
The automation editor with the trigger, filters, and actions sections expanded.
Where automations live
Open the Automations tab on any job to see the automations attached to that job, or the company-wide Automations link in the sidebar to see everything across every job. A new automation defaults to job-scope; switch it to company-scope from the settings panel if you want it to apply regardless of which job triggered the event.
Disabled by default
Every automation lands in the disabled state when it's first created (or when it's copied in from a template). That's intentional: an automation that sends emails or moves applicants shouldn't fire until you've reviewed it. Flip the toggle at the top of the editor to enable it.
A few common patterns
The templates we ship come with most of these out of the box. Worth knowing what they do so you can edit with confidence.
Welcome on apply. Trigger: application submitted. Action: send a welcome email that sets expectations for what happens next.
Auto-screen new applicants. Trigger: stage changed to "Background check." Actions: submit FADV order, change a status column to "Pending."
Nudge no-shows. Trigger: time-based (24 hours after a column was set). Filter: applicant is still in "Phone screen" stage. Action: send a follow-up SMS.
AI triage of inbound replies. Trigger: candidate replied to an email. Action: ask RouteFlex AI to draft a response based on your knowledge base.
Reading the run history
Every automation has a Runs tab that shows what fired, when, for which applicant, and what the result was. If something didn't happen that you expected, this is the first place to look. Failed runs include the error so you can fix the underlying issue (usually a missing email connection or a column reference that pointed at a deleted column).
When you're stuck
The most common automation problem is a trigger that never fires. Check three things, in order: (1) is the automation enabled? (2) does the trigger match the event you think it matches? (open the Runs tab and see what's there) (3) are your filters cutting off all the matches? Temporarily remove a filter to confirm.