Automated Workflow - Stage Change Automations

TL;DR: One of the most powerful features of GoodTime Autopilot is its ability to support workflow automation. Because of GoodTime Autopilots integration with your ATS we can supercharge the automation of your recruiting processes by allowing for ATS-triggered workflow automation.

ATS triggered Workflow Automation:
Imagine whenever you move a candidate from the 'Application Review' to the 'Recruiter Screen' stage in your ATS GoodTime automatically send an email/text message direct to the candidate thanking them for their application and asking them to click on a link to automatically book their 30-minute recruiter screen.  Having simply moved a candidate forward to the next stage of the recruiting pipeline in your ATS you have just triggered the candidate to book time directly in your calendar for a recruiter screen...  without any additional clicks!   No need to imagine any more as the above example is completely possible thanks to GoodTime Autopilots automated workflows. 🤖

The following video provides a demo of these new features. Also listed below are summaries of the workflow automation actions available to users of GoodTime's Agentic Plan:

1) New Automated Workflow Builder (Revamped UX + More Power)

A redesigned Workflow Automations experience with a new look and feel and significantly expanded capability. Historically, workflow automations were limited (e.g., one workflow per stage, one action per workflow). The new builder removes those constraints, allowing multiple workflows per stage and multiple actions per workflow, with a consistent editing experience whether you manage workflows inside Job Pipeline or the Automations area.

This was built to let teams automate more of the hiring workflow end-to-end without relying on manual coordinator effort. It supports more sophisticated, real-world processes (where multiple things should happen at once or different actions should occur depending on outcomes), while keeping configuration accessible to ops teams.

2) Conditional Logic in Automations (IF/THEN style rules)

A major expansion in workflow power is the introduction of conditional logic. Instead of workflows firing “for everyone,” you can now define rules that determine when actions should execute (e.g., only if interview feedback meets certain thresholds). For example, an automation can trigger only when “all scorecards are ≥ Yes,” or handle different paths for candidates marked “Not recommended” vs. “Review.”

This was built to help teams standardize decision-making and speed up workflows while still respecting nuance. Conditional logic reduces manual sorting, helps hiring teams move quickly on strong candidates, and creates more consistent handling of edge cases—especially valuable when your pipeline is high volume or when consistency is required across many teams.

3) New Automation Trigger: “All Scorecards Complete”

GoodTime introduced a new automation trigger that fires when all scorecards are completed for a candidate at a given stage. This enables downstream automation the moment hiring feedback is fully captured—without waiting on a coordinator to check completeness or chase interviewers manually.

This was built to tighten feedback loops and reduce time-to-decision. The practical value is faster candidate movement, fewer stalled candidates, and less operational overhead for TA teams—especially in fast-moving hiring environments where delays can cost you top talent.

4) New Automation Actions: Candidate Recommendation Buckets, Move Stage, Cancel Roundups

The webinar highlighted multiple new workflow actions, including the ability to set candidate recommendation (Recommended / Review / Not Recommended), automatically move a candidate to the next stage based on feedback, and even cancel roundups when they’re no longer needed. The “recommendation buckets” also show clearly within Job Pipeline, helping teams quickly visualize who is strong, who needs review, and who should be dispositioned.

These actions were built to reduce coordination work and improve interviewer time efficiency. For example, canceling roundups prevents unnecessary meetings when the team already has enough signal, while recommendation bucketing helps hiring managers quickly focus attention where it matters. Together, these actions help teams move faster, reduce wasted effort, and keep the pipeline flowing.

Workflow Automation Setup:

You can configure GoodTime to automatically invite candidates to interview when we see they are moved to the next stage within your ATS.

• Allows Recruiters to manage their candiate pipeline and have GoodTime automatically reach out to candidates for availability/auto schedule without manual intervention when they are moved to the next stage in the ATS

• Optional settings include:

  • Business hour limitations (e.g., Mon–Fri, 9am–5pm)

  • Delays before advancing (e.g., wait 24 hours after application)

NOTE: Greenhouse only

When Workflow Automation is Triggered:

GoodTime’s AI can take action when a candidate reaches a certain pipeline stage:

• Send a message (via email or text) to collect availability or schedule interviews.

  • NOTE: Use of GoodTime's Texting feature does require additional setup and verification of US regulatory requirements

• Use custom templates for outreach.

• Optionally include fallback rules (e.g., if a candidate opts out of texting, send an email instead).

• Business hours and scheduling delays can be configured.