Automated HR Candidate Shortlisting and ClickUp Task Creation - n8n Workflow

HR Specialists and Recruiters overwhelmed by manual screening.
Teams using Google Sheets as a primary candidate database.
Organizations seeking robust n8n templates for talent acquisition.
Users looking to implement advanced flow control within their n8n workflow structure.

This comprehensive automation solution, built on the n8n platform, dramatically speeds up the hiring process by eliminating manual candidate progression. The n8n workflow starts by querying a Google Sheet containing evaluated candidate data. It uses an n8n node with conditional logic to filter out only candidates whose scores exceed 70. For every qualified candidate, the system automatically sends a personalized email containing a Calendly scheduling link, ensuring immediate follow-up. Concurrently, it creates a dedicated screening task in ClickUp, ensuring the HR team’s accountability and tracking. This specific n8n workflow exemplifies efficiency in integrating data, communication, and project management tools, offering one of the most useful n8n templates available for HR.

1. The process begins with the Manual Trigger n8n trigger node, executed by an HR administrator ready to move candidates forward after scores have been updated.


2. The Google Sheets n8n node, "Fetch All Candidate Records," retrieves all candidate data (name, score, email) from the designated 'Resume store' sheet.


3. The IF n8n node, "Filter High-Score Candidates," processes each record sequentially. It acts as the core decision gate, allowing only candidates with a Score strictly greater than 70 to proceed down the successful path of this n8n workflow.


4. For successful items, the Gmail n8n node automatically dispatches a congratulatory email, dynamically inserting the candidate's name and providing a link for them to book a 30-minute screening slot via Calendly.


5. Finally, the ClickUp n8n node, "Create Screening Task in ClickUp," registers a new task titled "Screening [Candidate Name] TO BE DONE" within a specified project list, assigning it to the relevant team member for immediate follow-up. This completes the automated progression of the qualified candidate within this robust n8n workflow.

1. Import the n8n template: Copy the provided JSON and import it into your n8n instance.


2. Google Sheets Setup: Connect your Google Sheets account credential. In the 'Fetch All Candidate Records' n8n node, select the spreadsheet containing your candidate data (ensuring it has 'Name', 'Score', and 'receiver_email' columns) and the correct sheet name.


3. Gmail Setup: Connect your Gmail OAuth2 credential to the 'Send Congratulations Email' n8n node. Review and adjust the email subject and body, making sure the embedded Calendly link is correct.


4. ClickUp Setup: Connect your ClickUp API credential. In the 'Create Screening Task in ClickUp' n8n node, update the Team, Space, Folder, and List IDs to match your organization's structure. Also, verify the Assignee ID (currently set to 95074494).


5. Score Adjustment: If necessary, adjust the numerical threshold (currently 70) in the 'Filter High-Score Candidates' n8n node to match your required cutoff score.


6. Execute: Run the n8n workflow manually using the 'When clicking ‘Execute workflow’' n8n trigger.

When clicking ‘Execute workflow’ (Manual Trigger n8n trigger): The starting point for the automation, initiating the batch processing of candidates on demand.
Fetch All Candidate Records (Google Sheets n8n node): Retrieves all rows from the specified spreadsheet ('Resume store', Sheet2), preparing the data for the next step of the n8n workflow.
Filter High-Score Candidates (IF n8n node): Implements conditional logic using the expression Score > 70. Only candidates meeting this threshold proceed to the downstream actions.
Send Congratulations Email (Gmail n8n node): Handles personalized outgoing communication. Uses dynamic expressions for addressing ({{ $json.receiver_email }}) and subject personalization, and includes the critical Calendly scheduling link.

• Create Screening Task in ClickUp (ClickUp n8n node): Automatically manages the internal HR checklist. The task name dynamically includes the candidate's name, and the task is pre-assigned to ensure immediate follow-up by the HR team. This crucial n8n node maintains process accountability.