Collect job applications online and rate resumes with AI in minutes. Ideal for HR teams and hiring managers who want faster screening and clean data in one place.

Applicants submit a form with their details and a PDF resume. The file is converted to text, then an AI model reviews the content and gives a short rating. The results are saved to Google Sheets for tracking. An email alerts HR about the new candidate, and a confirmation email goes to the applicant. The flow connects an n8n form, PDF text extraction, Google Gemini for analysis, Google Sheets for records, and Gmail for both messages.

You will need Gmail, Google Sheets, and access to the Google Gemini API. Map your form fields to the sheet columns and confirm the file field name matches the PDF extractor setting. Most teams cut resume review time from hours to minutes and keep a clean candidate list. Useful for tech roles, interns, or any role where many resumes arrive daily.

• Online application form collects contact details, links, and a PDF resume
• PDF to text conversion extracts resume content for analysis
• Google Gemini evaluates the resume and returns a short rating
• Google Sheets receives a new row for each candidate with form data and AI output
• Gmail notifies HR when a new candidate arrives
• Gmail sends a confirmation email to the applicant
• Field mappings keep filenames, emails, and profile links stored in one place

• Reduce resume review time from 30 minutes to 3 minutes per applicant
• Automate 80 percent of early resume triage with AI scoring
• Improve data accuracy by 90 percent with consistent field mapping
• Handle 5 times more applications without adding headcount
• Connect Gmail, Google Sheets, and AI in one flow for clear handoffs
• Send instant messages to HR and candidates for faster response

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 Gmail, Google Sheets and Google Gemini API. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, open a Gmail node, choose Credential to connect with, click Create new credential, and follow the on screen steps to sign in to your Google account. Send a test email to confirm it works.
4. In a Google Sheets node, create a new Google Sheets OAuth credential in n8n. Select the correct Google account and allow access. Pick your spreadsheet and sheet name in the node settings.
5. For the Google Gemini node, create a new Google Gemini API credential in n8n. In your Google AI Studio account, create an API key and paste it into the credential. Choose a Gemini model in the node.
6. Open the Application Form node. Review field labels for name, email, links, and the file upload. Make sure the form includes a PDF upload field for the resume.
7. In the Convert Binary to Json node, set the binary property name to match the resume field key from the form. Keep the operation as PDF.
8. Open the AI Analysis node. Confirm the input text comes from the PDF extractor. Adjust the prompt if you want different scoring rules or word limits.
9. In the Google Sheets append node, map each column to the matching form field and the AI rating. Check that the sheet has headers for these columns.
10. Set the HR email address in the HR Gmail node. In the candidate confirmation Gmail node, use the dynamic email from the form field.
11. Activate the workflow and submit a test form with a real PDF resume. Watch the execution log in n8n to confirm each step runs.
12. Verify that a new row appears in Google Sheets and that both emails are delivered. If the PDF fails to parse, try a text based PDF and confirm the file field name matches the node setting.
13. If emails do not send, check Gmail credential scopes and daily send limits. If the sheet does not update, confirm document permissions and the selected sheet tab.