6 ATS automation templates for compliance & escalation
Automations are great for managing compliance, internal SLAs, and escalations because those situations are often very concrete. When one thing happens, you want something else to happen. Every time.
Once you set them up, well-designed automations will quietly handle these processes in the background. Which saves you time double-checking, remembering, and chasing. And gives you peace of mind that the right actions will happen, every time.
Here are 6 automation templates for compliance, internal SLAs, and escalations.
This page is part of a series. See the full template library here →
Email a team member if a job is still pending approval after 1 week
Description: When a job is created and has not been approved for 1 week, send an email reminder to the approver.
Make it your own: Depending on your team’s preferences, you could
- Assign a task within Pinpoint to the approver instead of sending an email
- Add another action to escalate again if the job still isn’t approved after another period of time
Trigger: Job is created
Condition: Job status equals “pending approval” after delay of 7 days
Action: Send email reminder to team member
Send an EEO survey to manually added applicants
Description: Maybe you collect Equal Employment Opportunity information at the application stage, but what if an applicant is added manually? This automation will send an equality monitoring survey via email to any applicant who is added manually (by a Pinpoint user or an external recruiter).
Make it your own: You could add in conditions, for example if you only want to send the survey to candidates in a certain region.
Trigger: When an application is created manually or by external recruiter.
Conditions: n/a
Action: Send an equality monitoring survey via email to the applicant.
Send an EEO survey to applicants when they reach a certain stage
Description: Or perhaps you send your Equal Employment Opportunity surveys later in the process. This automation will send the survey to candidates when they’re moved into a certain stage, such as an interview or offer.
Make it your own: Choose any stage to send the survey, depending on your internal process. You could also add conditions, for example, to only send the survey to candidates in certain departments or regions.
Trigger: Application moves to stage
Conditions: n/a
Action: Send equality monitoring survey
Send CEST assessment
Description: If you hire a lot of contracters in the UK, you might find it helpful to automate creating tasks within Pinpoint for your team to complete CEST (Check Employment Status for Tax) assessments. For the purposes of this automation, we’ve assumed you’re using a specific stage for CEST assessments.
Make it your own: You could use a tag instead of a stage for candidates who need to be sent a CEST assessment. In that case you would adjust the trigger to match your tag.
Trigger: Application is moved to the CEST assessment stage.
Conditions: n/a
Action: Create a task for the recruitment manager to complete the CEST assessment for the candidate.
Manage candidates inside & outside of IR35
Description: Now let’s assume your team completes the CEST assessment, they’ll tag the candidate as either Inside IR35 or Outside IR35. This advanced automation then handles the steps that follow from each of those.
Make it your own: You could use a similar automation for other types of compliance checks.
Trigger: Application is tagged with Inside IR35 or Outside IR35
Action: Create task for recruitment manager to upload their completed CEST assessment.
Branch: Inside or Outside IR35?
- Inside IR35: Send an email to the candidate, and if they don’t reply after 7 days, create a task for the recruiter to call the candidate.
- Outside IR35: Send an email to the candidate, then move them to the next stage.
Gather insurance and business information
Description: The final step in our mini UK contractor flow here. This advanced automation helps manage the process of collecting business information from candidates outside IR35.
Make it your own: You could use a similar automation for other situations where you need to collect insurance / business details from contractors or other candidates.
Trigger: Application is moved to the Business Information stage.
Branch: Does the applicant have insurance?
- Yes: Create task for recruiter to schedule contracting call.
- No: A second branch. Is the candidate willing to put insurance in place? If yes, create task to schedule contracting call. If no, reject.
