Screen CVs for multiple roles with OpenRouter, Google Sheets, Gmail and Calendly Workflow Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows. Supports knowledge capture and document intelligence use cases.

This template automates the complete hiring pipeline for digital agencies managing applications across multiple job roles. When a candidate submits a Google Form with their CV, the system scores it with AI against a role-specific weighted job profile, lets HR decide in Google Sheets with a single typed decision, sends a personalized email automatically, and tracks the Calendly interview booking in real time — all without leaving the tools you already use. This template contains 3 linked workflows that must all be active for the full pipeline to run. How it works Workflow 1 — CV Screening Pipeline Triggers when a new row is added to the Google Form responses sheet Extracts the Google Drive file ID from the CV upload URL, handling all three Drive URL formats automatically Checks an AlekSystem Data Table to block duplicate applications by email — stops processing if the candidate already exists Routes the candidate to the correct job profile based on their selected role using a Switch node Each job profile (Set node) defines: required skills, nice-to-have skills, minimum years of experience, seniority thresholds (Junior / Mid / Senior), and weighted scoring criteria (technical skills weight, experience weight, nice-to-have weight) All branches converge into a single Normalize Data node that cleans Google Form field names into standardized keys CV is downloaded from Google Drive and extracted from PDF to plain text AI evaluates the CV using a dynamically built prompt pulling all values from the job profile — no hardcoded role logic in the AI node Structured output parser returns: score (out of 10), seniority level, recommendation (Interview / Maybe / Reject), matched skills, missing skills, nice-to-have matched, experience comment, red flags, and a plain English summary All results are written back to the same Google Sheet row matched by the candidate's email address Workflow 2 — HR Decision Email Sender Watches the Google Sheet every minute for updates to the HR_Decision column An IF node confirms the decision is filled and Email_Status is not already "Sent" — preventing duplicate emails if the sheet is updated again HR types exactly "Send Invite" or "Send Rejection" in the HR_Decision column to trigger the correct path Interview invitation email includes a pre-filled Calendly booking link with the candidate's name and email already populated as URL parameters Rejection email delivers a warm, personalized message referencing the role applied for After sending, Email_Status is immediately updated to "Sent" in the sheet Workflow 3 — Calendly Interview Tracker Listens for Calendly webhook events in real time: invitee.created and invitee.canceled On booking: extracts the interview start time, formats it to your local timezone, and writes it to the Interview_Time column matched by email On cancellation: checks the rescheduled flag — if true, stops and lets the new invitee.created event handle the update; if false, writes "Meeting canceled" to the sheet How to use Connect Google Sheets Trigger credential (OAuth2) and point it to your Form Responses sheet Connect Google Drive credential (OAuth2) — needs read access to the folder where Google Forms stores CV uploads Connect OpenRouter credential — get a free API key at openrouter.ai. Default model is set to a free model for testing. Switch to a stronger model for production Connect Gmail credential (OAuth2) for sending invitation and rejection emails Connect Calendly credential (OAuth2) In the Invitation Message node, replace YOUR_CALENDLY_LINK with your actual Calendly event URL Add these columns manually to your Google Form responses sheet: score, seniority, recommendation, matched_skills, missing_skills, nice_to_have_matched, experience_comment, red_flags, summary, HR_Decision, Email_Status, Interview_Time Create an AlekSystem Data Table named CV Screening with a single column: Email (string type) Customize each Job Profile Set node with your agency's actual role requirements, skill lists, and scoring weights Activate all three workflows Requirements Google Sheets** (OAuth2) — application tracking and HR decision sheet Google Drive** (OAuth2) — CV file storage and download Gmail** (OAuth2) — sending invitation and rejection emails OpenRouter** (API key) — AI model access for CV evaluation Calendly** (OAuth2) — interview booking and cancellation tracking AlekSystem Data Table** — built-in AlekSystem feature, no external service needed Notes & customization To add a new job role:** add the role to your Google Form dropdown, add a new condition to the Route by Job Role Switch node, and duplicate any existing Job Profile Set node with updated values Scoring weights:** tech_weight, experience_weight, and nice_to_have_weight in each Job Profile node must add up to 100 HR_Decision values are case-sensitive:** type Send Invite or Send Rejection exactly as written Calendly email matching:** the candidate must book using the same email they applied with — the invitation link pre-fills this automatically so this is handled in normal use Free model limits:** OpenRouter free models allow approximately 200 requests per day, which is sufficient for most agency hiring volumes 📬 Contact Information For Help and queries, contact LinkedIn:** Salman Mehboob Email:**salmanmehboob1947@gmail.com

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