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Personalize Candidate Feedback with GPT-4o, Google Sheets & Gmail for HR Teams

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Created by: Rahul Joshi || rahul08

Rahul Joshi

Last update

Last update 21 hours ago

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Description

This workflow automates personalized candidate communication for both shortlisted and rejected applicants. It fetches candidate details, processes resumes, checks for errors, and uses GPT-4o to generate professional HTML emails. Shortlisted candidates receive congratulatory onboarding plans, while rejected candidates receive polite rejections with learning resources.

What This Template Does (Step-by-Step)

  • ⚡ Manual Trigger – Starts the workflow execution.
  • 📑 Candidate Data Fetch (Google Sheets) – Pulls structured candidate data (name, email, resume link, skills, job info, status).
  • 📥 Resume Downloader (Google Drive) – Downloads candidate resumes from sheet links.
  • ✅ Resume File Check (If Condition) – Ensures the resume file is valid before proceeding.
  • ⚠️ Error Logging (Google Sheets) – Records failed or missing resumes in a dedicated sheet for audit.
  • 📄 PDF → Text Extractor – Extracts raw resume text for deeper AI analysis.
  • 🧩 Candidate Data Builder (Code Node) – Combines Google Sheets data with extracted resume text into a single enriched JSON object.
  • 🎯 Shortlisted vs Rejected (If Condition) – Splits candidates into two flows based on their status field.

Shortlisted Path

🎉 Congrats + Onboarding Plan (LLM Chain) – GPT-4o generates a congratulatory HTML email including:

  • Identified skill gaps
  • Recommended online courses (Coursera/Udemy/LinkedIn Learning)
  • Next onboarding steps
    📧 Candidate Mailer – Shortlisted (Gmail) – Sends the onboarding email directly to the candidate.

Rejected Path

🙏 Polite Rejection + Learning Plan (LLM Chain) – GPT-4o generates a professional rejection email including:

  • Empathetic rejection message
  • Constructive feedback on skill gaps
  • Learning resources to improve for future opportunities
    📧 Candidate Mailer – Rejected (Gmail) – Sends the polite rejection + learning plan to the candidate.

Prerequisites

  • Google Sheets (candidate database + error log)
  • Google Drive (resume storage)
  • Gmail API (for sending candidate emails)
  • Azure OpenAI (GPT-4o-mini model access)

Key Benefits

✅ Automates candidate communication (both shortlisted & rejected)
✅ Delivers professional, HTML-ready emails
✅ Enhances candidate experience with personalized learning plans
✅ Prevents silent rejections by providing constructive resources
✅ Improves employer branding with empathetic communication
✅ Error resilience via logging and validation steps

Perfect For

  • Recruitment teams managing high candidate volume
  • Companies looking to humanize rejections
  • HR departments that want automated but personalized communication
  • Organizations investing in candidate experience & employer brand