Automate event workflows
Overview
Manual workflows slow down high-volume recruiting. When recruiters must individually send emails, request decisions, or advance candidates after each interaction, delays accumulate and candidates fall through the gaps. Workflow automation eliminates these repetitive tasks by executing predefined actions the moment a trigger condition is met, so every candidate moves through a consistent process regardless of recruiter bandwidth on the day.
Prerequisites
Before setting up workflow automation for events, confirm the following:
- Event stages are defined in Admin Console under Product Setup > Talent Acquisition > Event Recruiting. Automation rules reference these stages directly.
- If your automation includes email actions, communication templates must be created in advance under Account > Communication Templates.
Set up a workflow automation rule
Step 1: Navigate to Workflow Automation
- Sign into your Eightfold account.
- Navigate to Briefcase icon and go to Automation Center.
- Click on Create Workflow.
- Select Event.
Step 2: Create a new rule
In the Scope section, define which events this rule governs. Use one or more of the following filters to scope the rule:
| Filter | Description |
| Event list | Specific events (search and select) |
| Event type | Workflow types (e.g., Open, Invite Only, Campus Scheduling) |
| Event category | Categories configured for your tenant |
| Event format | In Person, Virtual, Virtual And In Person |
| Event status | Happening, Upcoming, Past, Archived, Cancelled |
| Event date | Start or end date range |
| Event group | Events in a given Event Group |
| Event creator | Events created by specific users |
| Internal/External published status | Publishing status |
| Registration status | Registration open/closed |
| Schedule created status | Whether scheduling is set up |
| Custom fields | Tenant-specific event fields |
Note: Rules scoped to broad filters, such as all events of a given type, apply to every matching event including future ones. Review your scope carefully before saving.
Step 3: Select a trigger
Select the trigger that matches the point in your workflow where the automated action should begin. Available event triggers include:
| Trigger | Description |
| When candidate registers for event | Right after registration is confirmed |
| When new candidate is added to event | When a candidate is manually added to the event |
| When candidate RSVPs to event | When the candidate responds to the invitation |
| When candidate's event stage changes | Each time the candidate moves to a new stage in the event workflow |
| When decision is submitted for candidate | When a Decision Maker submits their assessment |
| When feedback is submitted for candidate | When an interviewer submits feedback |
| When request is sent for event scheduling | When a scheduling request is sent to the candidate |
| When candidate selects a slot for event scheduling | When the candidate picks a time slot (e.g., Pending Interviewer Confirmation) |
| When candidate is marked attended for event | When the candidate is marked as attended |
| When candidate is rejected for event | When the candidate is rejected from the event |
| When new form submission happens | When a new submission is created on a form |
| When form submission status changes | When the status of a form submission changes |
Step 4: Add conditions (optional)
Conditions refine when the rule fires. Without conditions, the trigger alone initiates every matching action. Add conditions to narrow execution:
- Select Add Condition.
- Choose a condition type. Examples include:
- Feedback response — restricts the action to a specific decision outcome (for example, positive responses only).
- Current stage — restricts the action to candidates in a specific workflow stage.
- Set the condition value.
- Add additional conditions as needed. All conditions must be met for the action to execute.
Step 5: Configure the automated action
Define what the system does when the trigger and conditions are satisfied. Available actions include:
- Stage advance — moves the candidate to a specified next stage automatically.
- Send an email — dispatches a configured communication template to a candidate, interviewer, or Decision Maker.
- Share submitted feedback — sends an email notification containing a link to the candidate's consolidated feedback.
- Request decision from Decision Maker — triggers a decision request to the assigned Decision Maker for the candidate.
To configure an action:
- Select Add Action.
- Choose the action type from the following list.
| Action | Description |
| Stage advance | Move the candidate to a specified stage |
| Send email | Send an email using a template (candidate, team member, Decision Maker) |
| Send SMS | Send an SMS to the candidate |
| Share feedback | Send an email with a link to the candidate’s consolidated feedback |
| Request decision | Send a decision request to the assigned Decision Maker |
| Add tag | Add a tag to the candidate profile |
| Add to event | Add the candidate to another event |
| Reject | Reject the candidate with a rejection reason |
| Request feedback | Request feedback from an interviewer |
| Schedule interview | Schedule a meeting using a scheduling template |
- Complete the action configuration:
- For Send an email: select the communication template and specify the recipient (candidate, team member, or Decision Maker).
- For Stage advance: select the destination stage.
- For Request decision: confirm the Decision Feedback Form to use.
- Add additional actions if your rule requires multiple sequential responses to the same trigger.
Step 6: Name and activate the rule
- Enter a descriptive name for the rule.
- Review all rule components: scope, trigger, conditions, and actions.
- Set the rule status to Active.
- Select Save.
Expected outcome
After saving, the rule appears in the Workflow Automation Center with an Active status. From this point, the system evaluates every qualifying candidate action against the rule's scope, trigger and conditions. When a match occurs, the configured actions execute automatically without recruiter intervention.
Example: Automating the Decision-to-Shortlisted transition
The following scenario demonstrates a complete rule configuration for a campus scheduling event.
Scope: Campus Scheduling event type \ Trigger: When a decision is submitted \ Condition: Feedback response is positive \ Action: Advance candidate stage to "Shortlisted for Offer"
When a Decision Maker submits a positive assessment for any candidate in a Campus Scheduling event, the system automatically moves that candidate to the "Shortlisted for Offer" stage in the Event. Recruiters receive a notification and can proceed with next steps without manually reviewing each submitted decision.
Troubleshooting
Emails are not sending despite a Send Email action. Verify that the communication template selected in the action exists and is active under Account > Communication Templates. If the template was deleted or deactivated after the rule was created, the action will fail silently.
The Decision Maker is not receiving a request. Confirm that a Decision Maker is assigned to the event team or to the specific schedule or panel within the event. If no Decision Maker is assigned at the schedule level, the system defaults to the Decision Maker in the event team. If neither is configured, the action cannot execute.