AI-Powered Candidate Screening and Evaluation Workflow using OpenAI and Airtable

Who is this for?

This workflow is ideal for:

• HR professionals and recruiters who want to automate and enhance the hiring process
• Organizations seeking AI-driven, consistent, and data-backed candidate evaluations
• Hiring managers using Airtable as their recruitment database

What problem is this workflow solving?

Screening candidates manually is time-consuming, inconsistent, and difficult to scale. This workflow solves that by:

• Automating resume intake and AI evaluation
• Matching candidates to job postings dynamically
• Generating standardized suitability reports
• Notifying HR only when candidates meet the criteria
• Storing all applications in a structured Airtable database

What this workflow does

This workflow builds an end-to-end AI-powered hiring pipeline using Airtable, OpenAI, and Google Drive. Here's how it works:

1. Accept candidate applications via a public web form, including resume upload (PDF only)

2. Extract text from uploaded resumes for processing

3. Store resumes in Google Drive and generate shareable links

4. Match the application to a job posting stored in Airtable

5. Use AI to evaluate candidates (via OpenAI GPT-4) against job descriptions and requirements

6. Generate suitability results including:

   • Match percentage
   • Screening status: Suitable, Not Suitable, Under Review
   • Detailed notes

7. Combine AI output and files into one data object

8. Create a new candidate record in Airtable with all application data

9. Automatically notify HR via Gmail if a candidate is marked “Suitable”

Setup

1. View & Copy the Airtable base here:
   👉 Candidate Screening – Airtable Base Template
2. Set up Google Drive folder
3. Connect your OpenAI API key for the AI agent model
4. Connect your Gmail account for email notifications
5. Deploy the public-facing form to start receiving applications
6. Test the workflow using a sample job and resume

How to customize this workflow to your needs

• Expand file support: Allow DOC or DOCX uploads by adding format conversion nodes
• Add multi-recipient email alerts: Extend Gmail node for multiple HR recipients
• Handle “Under Review” differently: Add additional logic to notify or flag these candidates
• Send rejection emails automatically: Extend the IF branch for “Not Suitable” candidates
• Schedule interviews: Integrate with Google Calendar or Calendly APIs
• Add Slack notifications: Send alerts to team channels for real-time updates