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Resume Screening & Candidate Routing with GPT-4o-mini, Jotform, and Google Sheets

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Created by: Jitesh Dugar || jiteshdugar

Jitesh Dugar

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Last update 16 hours ago

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Revolutionize your recruitment process with intelligent AI-driven candidate screening that evaluates resumes, scores applicants, and automatically routes them based on fit - saving 10-15 hours per week on initial screening.

🎯 What This Workflow Does

Transforms your hiring pipeline from manual resume review to intelligent automation:

  1. 📝 Captures Applications - JotForm intake with resume upload
  2. 🤖 AI Resume Analysis - OpenAI parses skills, experience, education, and red flags
  3. 🎯 Intelligent Scoring - Evaluates candidates against job requirements with structured scoring (0-100)
  4. 🚦 Smart Routing - Automatically routes based on AI recommendation:
    • Strong Yes (85-100): Instant Slack alert → Interview invitation
    • Maybe/Yes (60-84): Manager review → Approval workflow
    • No (<60): Polite rejection email
  5. 📊 Analytics Tracking - All data logged to Google Sheets for hiring insights

✨ Key Features

  • AI Resume Parsing: Extracts structured data from any resume format
  • Intelligent Scoring System: Multi-dimensional evaluation (skills match, experience quality, cultural fit)
  • Structured Output: Consistent JSON schema ensures reliable data for decision-making
  • Automated Communication: Personalized emails for every candidate outcome
  • Human-in-the-Loop: Manager approval for borderline candidates
  • Comprehensive Analytics: Track conversion rates, average scores, and hiring metrics
  • Customizable Job Requirements: Easy prompt editing to match any role

💼 Perfect For

  • Startups & Scale-ups: Processing 50+ applications per week
  • HR Teams: Wanting to reduce time-to-hire by 40-60%
  • Technical Recruiters: Screening engineering, product, or design roles
  • Growing Companies: Scaling hiring without scaling headcount

🔧 What You'll Need

Required Integrations

  • JotForm - Application intake form (free tier works)
    Create your form for free on JotForm using this link
  • OpenAI API - GPT-4o-mini for cost-effective AI analysis (~$0.15 per candidate)
  • Gmail - Automated candidate communication
  • Google Sheets - Hiring database and analytics

Optional Integrations

  • Slack - Instant alerts for hot candidates
  • Linear/Asana - Task creation for interview scheduling
  • Calendar APIs - Automated interview booking

🚀 Quick Start

  1. Import Template - Copy JSON and import into n8n
  2. Create JotForm - Use provided field structure (name, email, resume upload, etc.)
  3. Add API Keys - OpenAI, JotForm, Gmail, Google Sheets
  4. Customize Job Requirements - Edit AI screening prompt with your role details
  5. Personalize Emails - Update templates with your company branding
  6. Test & Deploy - Submit test application and verify all nodes

🎨 Customization Options

  • Adjust Scoring Thresholds: Change routing logic based on your needs
  • Multiple Positions: Clone workflow for different roles with unique requirements
  • Add Technical Assessments: Integrate HackerRank, CodeSignal, or custom tests
  • Interview Scheduling: Connect Calendly or Google Calendar for auto-booking
  • ATS Integration: Push data to Lever, Greenhouse, or BambooHR
  • Diversity Tracking: Add demographic fields and analytics
  • Reference Checking: Automate reference request emails

📈 Expected Results

  • 90% reduction in manual resume review time
  • 24-hour response time to all candidates
  • Zero missed applications - every candidate gets feedback
  • Data-driven hiring - track what works with comprehensive analytics
  • Better candidate experience - fast, professional communication
  • Consistent evaluation - eliminate unconscious bias with structured AI scoring

🏆 Use Cases

Technology Companies

Screen 100+ engineering applications per week, identify top 10% instantly, schedule interviews same-day.

Agencies & Consultancies

Evaluate consultant candidates across multiple skill dimensions, route to appropriate practice areas.

High-Volume Hiring

Process retail, customer service, or sales applications at scale with consistent quality.

Remote-First Teams

Evaluate global candidates 24/7, respond instantly regardless of timezone.

💡 Pro Tips

  • Train Your AI: After 50+ applications, refine prompts based on false positives/negatives
  • A/B Test Thresholds: Experiment with score cutoffs to optimize for your needs
  • Build Talent Pipeline: Keep "maybe" candidates in CRM for future roles
  • Track Source Effectiveness: Add UTM parameters to measure which job boards deliver best candidates
  • Continuous Improvement: Weekly review of AI assessments to calibrate accuracy

🎓 Learning Resources

This workflow demonstrates:

  • AI Agents with structured output
  • Multi-stage conditional routing
  • Human-in-the-loop automation
  • Binary data processing (resume files)
  • Email automation with HTML templates
  • Real-time notifications
  • Analytics and data logging

Perfect for learning advanced n8n automation patterns!

Ready to transform your hiring process? Import this template and start screening candidates intelligently in under 30 minutes.

Questions or customization needs? The workflow includes detailed sticky notes explaining each section.