AI-Powered Candidate Screening and Evaluation Workflow using OpenAI and Airtable

Who is this for?

This workflow is ideal for:

HR professionals* and recruiters* who want to automate and enhance the hiring process Organizations** seeking AI-driven, consistent, and data-backed candidate evaluations Hiring managers** using Airtable as their recruitment database

What problem is this workflow solving?

Screening candidates manually is time-consuming, inconsistent, and difficult to scale. This workflow solves that by:

Automating resume intake and AI evaluation** Matching candidates to job postings dynamically** Generating standardized suitability reports** Notifying HR only when candidates meet the criteria** Storing all applications in a structured Airtable database**

What this workflow does

This workflow builds an end-to-end AI-powered hiring pipeline using Airtable, OpenAI, and Google Drive. Here's how it works:

Accept candidate applications via a public web form, including resume upload (PDF only) Extract text from uploaded resumes for processing Store resumes in Google Drive and generate shareable links Match the application to a job posting stored in Airtable Use AI to evaluate candidates (via OpenAI GPT-4) against job descriptions and requirements Generate suitability results including:

Match percentage Screening status: Suitable, Not Suitable, Under Review Detailed notes Combine AI output and files into one data object Create a new candidate record in Airtable with all application data Automatically notify HR via Gmail if a candidate is marked “Suitable”

Setup

View & Copy the Airtable base here:
👉 Candidate Screening – Airtable Base Template
Set up Google Drive folder Connect your OpenAI API key for the AI agent model Connect your Gmail account for email notifications Deploy the public-facing form to start receiving applications Test the workflow using a sample job and resume

How to customize this workflow to your needs

Expand file support**: Allow DOC or DOCX uploads by adding format conversion nodes Add multi-recipient email alerts**: Extend Gmail node for multiple HR recipients Handle “Under Review” differently**: Add additional logic to notify or flag these candidates Send rejection emails automatically**: Extend the IF branch for “Not Suitable” candidates Schedule interviews**: Integrate with Google Calendar or Calendly APIs Add Slack notifications**: Send alerts to team channels for real-time updates