HR Evaluation and Job Posting Assistant with AI

The problem

Hiring ran on inboxes and spreadsheets. Every application meant opening a CV, reading it against the job post and deciding whether to take it further, by hand, one at a time.

• Slow replies. Strong applicants waited days to hear back, and some accepted other offers in the meantime.
• Generic follow-up. Shortlisted applicants got the same email whatever the role, because writing a personal one each time was not realistic.
• Scheduling back-and-forth. Booking an interview took several emails to find a time.
• Unprepared interviews. Interviewers often went in without questions based on the applicant's CV and answers.
• Scattered records. CVs, answers and decisions lived in different places, so nobody had the full picture.

What I built

An n8n workflow that takes an applicant from the application form to a booked interview, in five stages, each handled by its own AI step.

1. Receive and screen. The application form uploads the CV to Google Drive and logs the applicant in Airtable. The CV text is extracted and an AI agent (Groq) reads it against the matching job posting in Airtable, then marks the applicant as a potential hire or declined. Both outcomes are recorded.
2. Role-specific questionnaire. For shortlisted applicants, AI (OpenAI) writes questions for that role, shown as the next page of the same form. The answers are saved to Airtable.
3. Personal interview invite. AI (Groq) reads the applicant's record and the job posting, writes a personal email and sends it from Gmail.
4. Interview booked. An AI step creates the interview in Google Calendar and records the schedule in Airtable.
5. Screening questions for the interviewer. AI (OpenAI) uses the applicant's CV and answers to prepare screening questions and saves them to the applicant's record.

Safeguards

• Every decision is recorded. Shortlisted and declined applicants are both written to Airtable, so the team can check any decision.
• Judged against the real job. The AI looks up the actual job posting before scoring, so applicants are measured against the role they applied for.
• Fixed-format AI answers. Each AI step must return a set structure, so a vague or broken reply cannot reach a record or an email.

Outcomes

• Every applicant is screened the moment they apply, and every outcome is on record.
• Shortlisted applicants get questions, an invite and an interview without anyone writing an email or checking a calendar.
• Interviewers start each interview with questions prepared for that applicant.
• The hiring team works from one Airtable base instead of an inbox, a Drive folder and a spreadsheet.