Automate Candidate Rejections with Google Sheets, GPT-4o-mini, Gmail & ClickUp

Description

This workflow automates the candidate rejection process after interviews. It retrieves interview feedback from Google Sheets, uses AI to structure and score candidate data, applies a scoring threshold, and routes underperforming candidates into a rejection path. The system generates compassionate, professional HTML rejection emails and logs the decision in ClickUp—ensuring candidates receive timely communication while HR teams save time.

What This Template Does
📋 Fetch Interview Feedback from Google Sheets
Pulls structured interview responses from a connected sheet.
🧠 AI-Powered Candidate Profiling
GPT-4o-mini structures raw feedback into candidate profiles with scores and notes.
⚖️ Apply Threshold (≥ 3 = Pass, < 3 = Reject)
Marks candidates who fail to meet the minimum criteria.
🔀 Route Candidates via If Node
Rejects candidates with scores below the threshold. (Accepted path is not implemented in this workflow.)
📩 Generate Rejection Email
AI crafts a professional, empathetic HTML email with personalized feedback.
📨 Send Email via Gmail
Delivers the rejection email directly to the candidate.
🗂 Create ClickUp Task
Logs each rejected candidate into ClickUp for record-keeping and team visibility.

Prerequisites

• Google Sheet with interview feedback data
• n8n instance (cloud or self-hosted)
• Azure OpenAI API key with GPT-4o-mini access
• Gmail API credentials (for sending rejection emails)
• ClickUp API credentials (for rejection tracking)

Step-by-Step Setup

• Connect Google Sheets → Pull raw candidate interview responses.
• AI Processing (LLM Chain) → Structure candidate feedback into JSON profiles with scores.
• Apply Threshold Check (Code Node) → Mark candidates as rejected if their averageScore < 3.
• Route with If Node → Only the rejection path is configured.
• Generate Rejection Email (LLM Chain) → Create respectful, personalized HTML email.
• Format Metadata (Code Node) → Combine email + candidate info.
• Send Email via Gmail → Notify candidates of rejection.
• Create ClickUp Task → Record rejection decision for transparency.

Customization Ideas
🎯 Adjust the rejection threshold (e.g., < 3.5 instead of < 3).
📢 Add recruiter Slack/Teams notifications when a rejection is processed.
📚 Sync rejection emails and candidate profiles into Notion or Airtable for reporting.
💡 Include AI-suggested “areas for improvement” in rejection emails.

Key Benefits
✅ Ensures timely, consistent rejection communication
✅ Saves HR teams hours of manual follow-up
✅ Maintains candidate dignity with professional, empathetic emails
✅ Keeps transparent rejection records in ClickUp
✅ 100% automated and customizable

Perfect For
👥 HR teams managing high-volume hiring rejections
🏢 Companies aiming for consistent candidate communication
🎯 Recruiters who want to provide personalized but automated rejection emails
📊 Organizations that need structured rejection records