Overview
This guide walks you through setting up two workflows that keep your recruiting running while you're away for the holidays:
Welcome Response (Beginner) — Automatically acknowledges every new applicant
Auto-Advance to Video Interview (Advanced) — Moves qualified candidates forward and alerts you via text
Total setup time: About 15 minutes
Before You Start
Make sure you have:
Access to your IdealTraits dashboard
Your holiday dates (when you're leaving, when you're back)
Your phone number for internal SMS alerts (for the advanced workflow)
Prefer a Video Walkthrough? We've got you.
Part 1: Welcome Response ("The Welcome Elf")
Setup time: ~5 minutes
This workflow sends a friendly email and SMS to every new applicant, letting them know you received their application and when they'll hear back.
Step 1: Create the Workflow
Log into your IdealTraits dashboard
Navigate to the Settings Gear in the top right corner
Click Automated Workflows
Click + Add New
Name it: "Holiday Welcome" (or your preferred name)
Step 2: Set Your Trigger
Under "Trigger," select: New Candidate Applies
No filters or delays needed — this applies to all new applicants
Step 3: Add Your Actions
Action 1: Send Email
Click Add Action and select Send Email
Click Select Email
Click + Add Template
Name it: "Holiday Welcome" (or your preferred name)
Build and Save your email template.
NOTE: Use the "Insert Variable" option in the email builder for candidate customization.
Email Subject:
Thanks for applying, here's what to expect
Email body:
Hi [First Name],
Thank you for applying for [Position Variable] at [Company Name].
Our team is currently out of the office for the holidays. We'll be back on [Return Date] and will review your application as soon as we return.
Here's what to expect:
- We'll review your application within [X] business days of our return
- Qualified candidates will receive an assessment invitation
- You'll hear from us either way
Questions? Reply to this email anytime, we'll respond when we're back.
We appreciate your interest and wish you a wonderful holiday season.
Best,
[Your Name / Company Name]
Action 2: Add Tag
Click Add Action and select Add a Tag
Create a New Tag: Holiday Applicant
This tag lets you filter and prioritize these candidates when you return.
Action 3: Delay
Click Add Delay
Select: 3 hours
This gives candidates time to read the email before receiving an SMS.
Action 4: Send SMS
Click Add Action and select Send SMS Text Message
Message:
Hi [Candidate First Name], thanks for applying to [Company Name]. Our team is on holiday break, but we received your application. We'll be in touch after [Return Date]. Happy holidays!
Step 4: Review and Activate
Review all four actions in order
Click Activate Workflow
Your Welcome Response workflow is now live
Part 2: Auto-Advance to Video Interview ("The Talent Spotter Elf")
Setup time: ~10 minutes
This workflow automatically reviews completed assessments, filters for candidates who match your personality criteria, and advances them to video interview — all at once. You'll receive a text message when it happens.
Step 1: Create the Workflow
You're automatically redirected to Automated Workflows
Click + Add New
Name it: "Auto-Advance to Video" (or your preferred name)
Step 2: Set Your Trigger
Under "Trigger," select: Assessment is Completed
Step 3: Add Your Filter
Click Add Filter
Select: Personality Result
Choose the personality outcomes that match your ideal candidate profile
Tip: Select the personality traits that indicate a strong fit for the roles you're hiring for. If you're unsure which to select, start with your top 2-3 preferred personality types.
Step 4: Add Your Actions
All of the following actions will fire at once when a candidate matches your criteria.
Action 1: Change Stage
Click Add Action and select Change Stage
Select stage: Video Interview
Action 2: Send Video Interview Invite
Click Add Action and select Send Video Interview
Select the appropriate video interview template for the role.
Action 3: Send Email
Click Add Action
Click Select Email
Click + Add Template
Name it: "Auto-Advance to Video" (or your preferred name)
Build and Save your email template.
REMINDER: Use the "Insert Variable" option in the email builder for candidate customization.
Subject line:
Great news, you're moving forward
Email body:
Hi [Candidate First Name Variable],
Great news! Based on your assessment results for [Position Name], we'd like to move forward with the next step in our process.
You'll receive a separate email with an invitation to complete a brief video interview. This can be done from any device, at any time that works for you.
A few tips:
- Find a quiet, well-lit space
- The interview takes about [X] minutes
- You can re-record your answers if needed
We're excited to learn more about you.
Best,
[Your Name / Company Name]
Action 4: Add Star Ranking
Click Add Action and select Add a Star Ranking
Select: 5 stars
Action 5: Add Tag
Click Add Action and select Add Tag
Tag name: Auto-Advanced
This tag helps you track which candidates were automatically moved forward.
Action 6: Send Internal SMS
Click Add Action and select Send Internal SMS Text Message
Recipient: Select yourself (or your recruiting team lead)
Message:
Auto-advanced: [Candidate First Name] [Candidate Last Name] for [Position Name] passed personality criteria. Video invite sent. Review when you're back.
Step 5: Review and Activate
Review your trigger, filter, and all six actions
Click Activate Workflow
Your Auto-Advance workflow is now live
What to Do When You Return
Day 1 Back: Quick Wins
Check your "Holiday Applicant" tag
Go to Candidates
Filter by tag: "Holiday Applicant"
This shows everyone who applied while you were away
Check your "Auto-Advanced" tag
Filter by tag: "Auto-Advanced"
These are candidates who matched your criteria and already received video interview invites
Review 5-star candidates first
Sort by star rating
Your highest-priority candidates are already marked
Day 1 Back: Review Video Interviews
Some of your auto-advanced candidates may have already completed their video interviews. Filter your Candidate List by Video Interview Status - Complete for completed interviews ready for review.
First Week Back: Adjust Your Workflows
Update the Welcome Response workflow
Remove the holiday messaging
Replace with your standard welcome message
Or deactivate if you prefer manual outreach
Keep or modify the Auto-Advance workflow
If it worked well, keep it running year-round
Adjust personality filters based on what you observed
Frequently Asked Questions
Q: What if I want different messages for different positions?
A: You can create multiple workflows with Position filters. Create one Welcome Response workflow per position (or position type) with customized messaging.
Q: Can I test the workflow before activating it?
A: You can review all actions before activating. For a full test, create a test candidate record and run them through the process.
Q: What if a candidate doesn't match the personality filter?
A: They simply won't trigger the Auto-Advance workflow. They'll still receive the Welcome Response (from workflow 1), and you can review them manually when you return.
Q: Will I get a text for every candidate?
A: Only for candidates who complete an assessment AND match your personality filter. This keeps alerts meaningful, not overwhelming.
Q: What if I need to make changes while I'm away?
A: You can access your IdealTraits dashboard from any device. Workflows can be edited or deactivated at any time.
Q: How do I deactivate the workflows after the holidays?
A: Go to Workflows, find the workflow, and click Archive. You can reactivate it anytime.
Need Help?
If you run into any issues or have questions:
Live chat: Click the chat bubble in the bottom right corner of your dashboard
Email: support@idealtraits.com
Hours: 8:30 AM - 5:30 PM EST, Monday - Friday
We're happy to walk you through setup or answer any questions before you head out for the holidays.