How Fillout Automates Job Applications with Workflows

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Processing job applications is one of the most common tasks for businesses across industries. It involves multiple steps, from creating an application form to reviewing resumes, shortlisting candidates, evaluating take-home submissions, and selecting the best fit for the role. These processes can take weeks or even months, especially with a high volume of applications and a busy hiring team.

To help make things easier for our team we have automated our hiring process in Fillout. Here’s how it looks like: 📄 Applicants fill out our job application form

✍️ Promising applicants complete a take-home assignment

🔍 Hiring team reviews assignment submissions

🗓️ Approved candidates receive a scheduling link for an initial interview

✅ Candidates who pass the initial interview get another link for the final interview

Here’s a step-by-step guide on how to build one:

Create a hiring form

Our form’s first page contains an overview of Fillout and why people should join our team. We then collect personal details, like name, email, and resume, followed by questions to understand their interest in the role, such as “What got you interested in Fillout?” To learn more about how we built our form, check out this guide.

Email promising candidates the take-home assignment

In our form’s Integrate section, we created an approval workflow that triggers when this form is submitted.

Each application triggers a notification in our Slack channel, where the hiring team reviews the applicant’s profile and decides whether to move them to the next step.

Those who are approved will be sent a custom email with details to the take-home assignment, while those who are rejected will be sent a different email informing them of their status.

Review assignment submissions

We created another short form for applicants to submit their assignment. The approval workflow of this form is similar to the one above, with our hiring team receiving an automated Slack notification each time a submission is made.

Rejected applicants are sent an email informing that they will not proceed to the next step, whereas those who are approved, are sent an email with a link to schedule their interview.

Schedule initial interviews

The Scheduling link redirects to a separate form where candidates can choose a suitable time. We’ve also set the availability based on the dedicated hours of the interviewer for this task. Both candidates and the interviewer receive a reminder 30 minutes before the event via email.

Schedule final interviews

The interviewer takes notes and adds them to the Results page of the form. Candidates who pass receive another Scheduling link for the final interview. After this round, we choose the best fit and share the good news with them via email.