Automate Candidate Screening with LlamaIndex & GPT-4o-mini for Personalized Email Responses

This n8n workflow — HRMate — streamlines your entire recruitment process by automatically parsing incoming job applications, evaluating candidate fit using AI, and sending personalized acceptance or rejection emails — all without manual intervention.

It triggers on every new email application, extracts candidate info and attachments (PDF resumes), leverages** LlamaIndex AI** for content parsing, then scores candidates against job requirements via OpenAI. Finally, it sends tailored emails and updates candidate status automatically.

💡 Why Use HRMate Fix?

• Save hours of manual CV screening and email replies
• Never ghost applicants again — automatic, polite rejections with AI-generated growth suggestions
• Increase hiring accuracy with AI-assisted candidate scoring
• Centralize communication with auto-acceptance invites including calendly scheduling links
• Fully customizable and scalable for multiple job openings

⚡ Who Is This For?

• HR teams overwhelmed with incoming applications
• Small businesses wanting professional recruitment automation
• Recruiters seeking data-driven candidate assessments
• Companies aiming to improve applicant experience and speed

❓ What Problem Does It Solve?

Screening candidates manually is slow, inconsistent, and often leads to candidates being ignored (ghosted). HRMate Fix automates parsing, evaluation, and personalized email communication, drastically reducing workload and improving candidate engagement.

🔧 What This Workflow Does

• ⏱ Trigger: On every new incoming email application via Gmail Trigger (polls every minute)

• 📎 Attachment Check: Detects and uploads PDF resumes to LlamaIndex AI for parsing

• 🔍 Parsing: Waits and retrieves clean markdown text of candidate documents

• 🤖 AI Evaluation: Matches candidate profile against job criteria using GPT-4o-mini, scoring fit from 1 to 100

• 💌 Email Communication:

  • If score ≥ 80 → sends acceptance email with calendly interview scheduling link
  • If score < 80 → sends rejection email with professional, motivational feedback generated by AI

• 🗂 Status Update: Marks candidate as accepted/rejected and optionally updates Google Sheets

🔐 Setup Instructions

1. Import .json workflow into n8n

2. Add credentials:

   • Gmail OAuth2 (trigger & email sending)
   • LlamaIndex API key (for PDF parsing)
   • OpenAI API key (GPT-4o-mini model for evaluation)

3. Customize job criteria in "Set Job Criteria Text" node

4. Update email templates and calendly links as needed

5. Test workflow with real incoming applications

🧩 Pre-Requirements

• n8n instance (self-hosted or cloud)
• Gmail account with API credentials
• LlamaIndex API access
• OpenAI API key
• Google Sheets (optional, for status tracking)

🛠️ Customize It Further

• Add new job positions by replicating job criteria and subject filters
• Modify evaluation criteria or prompts in OpenAI node
• Integrate Slack or other notification nodes
• Adjust email content and branding for acceptance/rejection messages

🧠 Nodes Used

• Gmail Trigger
• HTTP Request (LlamaIndex API)
• Wait node (poll parsing status)
• Code node (markdown cleaning)
• OpenAI GPT-4o-mini node (candidate evaluation)
• IF nodes (conditional email flow)
• Gmail node (send acceptance/rejection emails)
• Set nodes (data preparation & status marking)
• Google Sheets (optional update)
• Sticky Notes for documentation

📞 Support

Created by Khmuhtadin Automation Studio
Website: khmuhtadin.com