Collect job applications, read resumes, score fit, and move each person to the right step. It helps HR teams screen faster, keep records clean, and trigger next actions without manual work.

It starts when a form is submitted. The flow saves the applicant in Airtable, uploads the CV to Google Drive, and extracts the text. OpenAI compares the resume with the job description from Airtable and returns a score and a short reason. A decision step writes Rejected or Potential Hire to Airtable, then creates tailored questionnaires, collects answers with a form, sends a personalized email with SMTP, books a meeting on Google Calendar, and updates the meeting time back in Airtable.

You need Airtable, Google Drive, Google Calendar, OpenAI, and an email server. Set the score threshold, map Airtable fields, choose a Drive folder, and connect your calendar. Most teams cut resume screening from hours to minutes and support more applicants without extra staff.

• Form capture for job applications with required fields and file upload
• Automatic creation of applicant records in Airtable with typecast mapping
• Upload and download CV files in Google Drive and extract text from PDF
• AI scoring that compares resume text with the job description and returns a score and reason
• Conditional routing that marks candidates as Rejected or Potential Hire in Airtable
• Questionnaire generation based on the role and a form endpoint to collect answers
• Personalized email drafting with OpenAI and delivery through SMTP
• Meeting booking on Google Calendar and writing the confirmed time back to Airtable
• Screening questions generation stored in Airtable for phone screens

• Reduce manual resume review from 2 hours per candidate to 10 minutes
• Automate up to 80% of repetitive hiring steps from intake to scheduling
• Improve data accuracy by keeping one source of truth in Airtable
• Handle 5 times more applicants without adding headcount
• Connect Airtable, Google Drive, Google Calendar, email, and OpenAI in one flow
• Provide consistent screening with a clear score and reason

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Airtable, Google Drive, Google Calendar, OpenAI and SMTP. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, create an Airtable API Key credential. Generate the API key from your Airtable account page, name the credential clearly, then select it on each Airtable node.
4. Create Google Drive and Google Calendar OAuth2 credentials in n8n. Double click the Google Drive and Google Calendar nodes, choose Create new credential, and follow the on screen steps. Approve the requested scopes.
5. Create an OpenAI API Key credential. Get the key from your OpenAI dashboard, add it in n8n, and select it on the OpenAI nodes and the AI Agent node.
6. Set up an SMTP credential with your email provider. Enter host, port, username, and password. Test send a message from the Send Email node to confirm delivery.
7. Open the Form Trigger node and confirm the form path, title, and fields. Review the form description so it matches the role you are hiring for.
8. In the first Airtable node, select your base and the Applicants table. Map Name, Email, Phone, CV Link, and Role fields to match your table schema. Enable typecast if using single select fields.
9. In the Google Drive upload node, choose the target folder for CV files. In the download node, ensure the file id references the stored CV link in Airtable.
10. Check the Extract from File node is set to PDF. For non PDF files, add a second path or instruct applicants to upload PDF only.
11. Open the AI Agent node and review the prompt and output parser. In the If node, set the shortlist threshold to your target score such as 0.7.
12. In the questionnaire form node, confirm the webhook URL and test a sample response. Verify the update node writes answers to the correct Airtable table and fields.
13. Review the Personalize email node content. In the Send Email node, set From, Subject, and test with a safe email address before going live.
14. On the Google Calendar node, choose the correct calendar and timezone. Run a test to create a meeting and confirm the meeting time is written back to Airtable.
15. If you see permission errors, recheck OAuth scopes. If AI calls fail, verify the OpenAI key and model name. If emails land in spam, set SPF and DKIM on your domain.