Automation System Architecture
Hiring & Recruitment Automation - Recruitment Operations Architecture
Designed a recruitment operations automation architecture using GoHighLevel as the CRM and applicant pipeline system, with Make.com and Zapier as orchestration engines. Connected application intake, candidate scoring, communication workflows, hiring team tasks, and onboarding processes into a unified automated recruitment system.
Automation Engineer / Recruitment & Onboarding Workflow Architect
Business summary
- Designed an end-to-end recruitment automation system for managing candidate intake, evaluation, communication, and onboarding.
- Eliminated repetitive manual hiring tasks across applications, candidate routing, and team coordination.
- Improved recruitment response times through automated communication and workflow triggers.
- Reduced operational risk with structured pipelines, automated handoffs, and edge-case handling.
What I built
Designed and built an end-to-end hiring and recruitment automation system for an agency using GoHighLevel, Make.com, and Zapier. Architected the workflow in Miro before implementation, defining the complete candidate lifecycle from application submission to onboarding. Integrated JotForm application forms with GoHighLevel pipelines to automatically capture applicants, score candidates, apply tags, and move them through recruitment stages. Built Make.com and Zapier automations to handle workflow logic, including automated email and SMS communication, candidate routing based on role and qualification, Todoist task creation for hiring teams, and Discord access provisioning with role assignment for accepted hires. Created a fully automated recruitment workflow where applications, interviews, internal tasks, and onboarding steps operate seamlessly across multiple platforms.
Unified recruitment operations into a scalable automation system that manages candidate workflows, communication, and onboarding with minimal manual intervention.
Architecture
A simple operating path with explicit ownership.
Challenges
- Designing a complete candidate lifecycle workflow across multiple systems
- Maintaining accurate candidate status synchronization between platforms
- Automating personalized communication without losing workflow control
- Routing applicants based on role requirements and qualification criteria
- Handling recruitment edge cases and failed automation events
Results
- Automated candidate intake, scoring, routing, and onboarding workflows
- Reduced manual recruitment operations across applications and communications
- Improved hiring team response time through automated task creation and notifications
- Centralized applicant tracking and recruitment visibility in GoHighLevel
- Created a scalable hiring automation framework for agency growth
Tech Stack
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