Toggl Hire's automation feature is designed to take the manual work off your plate—while still keeping the process personal and candidate-friendly. With automations, you can automatically move candidates between stages, invite them to tests, or send emails—all based on their actions or performance.
What Are Automations?
Automations are rules you can set up in your hiring pipeline that automatically trigger an action when specific conditions are met. These rules apply directly to individual stages, so you always know exactly when and where something will happen.
Automations can help you:
Move candidates based on test scores
Automatically invite candidates to assessments
Send emails when a candidate enters a stage
Reject candidates below a score threshold (optionally with a rejection email)
Each automation is triggered only once per candidate per stage, so you stay in control of your pipeline without worrying about repetitive actions.
Available Automation Types
Here’s a list of automations you can set up depending on the pipeline stage type:
Stage Type | Automation name | Automation meaning |
Applied | Move candidate to another stage | Automatically move candidates to the next stage as soon as they apply. |
Skills Test | Invite to test | Instantly send candidates a test invitation email when they enter this stage. |
Skills Test | Move High Score Candidates | If a candidate scores above a certain percentage, move them to the next stage. |
Skills Test | Reject low score email | If a candidate scores below a set threshold, mark them as rejected and send a rejection email. |
Skills Test | Reject candidates | Automatically reject candidates who score below a certain percentage, no email sent. |
Any | Email candidates | Send a customized email to candidates when they arrive at this stage. |
⚠️Note: You can combine automations across stages to create more complex flows (e.g., applied → invite to test), but each automation is standalone.
How Score-Based Automations Work
Some automations like “Move High Score Candidates” and “Reject candidates” are based on a candidate’s test score. Here's how they work:
Only available for Skills Tests: This is the only test type with automatic scoring. Open-ended tests like Video Interviews and Homework Assignments don’t support score-based automations.
Based on close-ended questions only: The automation is triggered using the auto-graded score, which includes only close-ended questions.
Manual evaluation doesn’t re-trigger automation: If you manually score open-ended questions later, that updated score won’t affect or trigger any automations. Automations run once, based on the auto-score at the time it's generated.
This helps ensure that automations stay predictable and don’t behave unexpectedly as you review candidates.
How to Set Up an Automation
Open the job in Toggl Hire.
Click the lightning icon next to the name of the stage you want to automate.
Choose “Set up automation” from the stage options.
Select the type of automation available for that stage.
Configure the details:
Score thresholds (if applicable)
Email templates (for email automations, see below for more details)
Destination stage for moving candidates
Save your automation. It will now trigger automatically for candidates entering or interacting with that stage.
⚠️ Note: Each automation triggers once per candidate, and automations don’t support "next stage" logic. You’ll need to manually select which stage candidates should move to.
⚠️ Note: CSV import to a pipeline stage with an automation does not trigger the automation.
Choosing the Right Email Template
When setting up automations that send emails, Toggl Hire will filter the available templates to help you choose the right one.
Rejection automations → Only show templates of type
Candidate rejectionTest invitations → Show templates of type
Test invitationOther email automations → Show templates of type
Email candidate
This filtering ensures you're always using the most relevant email content for your automation.
Can I Undo an Email Automation?
Yes, when you manually move candidates (for example, in bulk) into a stage that has an email automation, you’ll get a short window and have about 10 seconds to cancel the automation before it sends. This gives you an extra layer of control and helps prevent mistakes.
This undo option only appears for manual stage moves where an email is set to be triggered. It won’t appear for automatic triggers.
Example Use Cases
Here’s how you might set up automations for a smooth, efficient hiring flow:
After applying → Move candidate to the “Skills Test” stage
Skills Test stage → If score >79%, move to Interview stage; if < 50%, mark as rejected and send a rejection email
Interview stage → When a candidate is moved to this stage, send an email with scheduling instructions for an interview
👉 Check out our Automation Best Practices Guide for real-world use cases, tips, and setup examples.
Confidence + Control
We’ve designed Toggl Hire automations to be:
Simple to set up
Reliable—each automation is tied to a specific stage and only runs once per candidate
Modular—build complex workflows by combining individual automations
Still Have Questions?
If you need help setting up automations or aren’t sure how to structure your pipeline, reach out to our support team at support@hire.toggl.com.