CASE STUDY 03 / RECRUITMENT OPERATIONS
HR recruitmentAutomation.
Structure application evidence and coordinate interview scheduling, with explicit review criteria, audit records, and human hiring decisions.
System overview
Inspect the workflowsApplications move through structured evidence collection, human review, and coordinated scheduling, with explicit criteria and a traceable record.
Application received
Collect application attachments and job definitions, with intake state recorded for subsequent processing.
Evidence structured
Extract candidate evidence with AI assistance and score it against versioned, approved job criteria.
Human shortlists
People decide who advances. Structured evidence supports review, with hiring decisions retained by staff.
Interview booked
Validate the selected slot, reserve it atomically, and coordinate calendar creation with recovery paths.
Deterministic scoring · audit history
- Explicit criteria
- Versioned job definitions and deterministic scoring keep the screening rules inspectable.
- Booking consistency
- Atomic reservations and compensation paths handle partial calendar or booking failures.
- Audit & operations
- Scheduling audit records, reporting verification, and health checks support operational review.
THE CHALLENGE
The operational challenge.
Recruitment spans attachments, job criteria, reviewer decisions, and calendar availability. Those steps need consistent state and a record of who decided what.
THE SOLUTION
The system design.
This demonstration uses AI to extract candidate evidence, deterministic rules to score it against approved job definitions, and human review to decide who advances. Scheduling includes explicit reservation and recovery logic.
DESIGNING THE SYSTEM
Key engineering decisions.
Separate evidence from judgment.
AI assists with evidence extraction. Versioned job definitions and weighted scoring keep criteria explicit, while people retain shortlist and rejection decisions.
Treat booking as a transaction.
Confirmation pages use GET; booking actions use POST. Atomic reservations, deterministic calendar identifiers, and compensation paths handle partial failures.
Leave a traceable record.
An append-only audit records scheduling actions. Protected schedule management uses basic authentication and an allowlist, with reporting verification.
SYSTEM ARCHITECTURE
Integrations and recovery paths.
The overview above shows the main path. Explore the architecture for the integrations, decision points, and recovery paths behind it.
INSIDE THE SYSTEM
Explore the actual workflows.
Inspect the intake paths, integrations, review steps, and recovery routines behind this system. Open any screenshot to read the original n8n canvas.
Setup & intake
Database setup
Manual setupManual setup canvas for the HR tables, scheduling records, constraints, audit history, and supporting database functions.
Job-description ingestion
Loads job-definition inputs, checks ingestion state, and records structured criteria for subsequent screening.
Resume intake & screening
Connects application intake, attachment handling, evidence extraction, structured screening, and reviewer communication.
Human review & scheduling
Interview scheduling
Shows booking validation, atomic slot reservation, calendar creation, and compensation paths for incomplete bookings.
Interview schedule management
Coordinates schedule-management requests, availability, reservations, cancellation, and calendar state.
Reporting & operations
Reporting dashboard synchronization
Synchronizes application and interview-slot records to Google Sheets and verifies the resulting dashboard state.
Monitoring & operations
Connects failure handling and scheduled health checks to operational alerts and notification-state updates.
WORKFLOW OUTPUTS · REDACTED SAMPLES
From candidate evidence to interview scheduling.
Sample reports, review controls, and interview messages show the outputs of the recruitment portfolio system. Previews focus on the relevant content; the original screenshots remain available for inspection.
Scores and recommendations are advisory examples, not verified candidate qualifications or hiring outcomes. These screenshots do not establish assessment accuracy or a complete execution history.
Candidate assessment summary
The sample report summarizes résumé evidence and presents an advisory score and shortlist recommendation for a reviewer.
Weighted criteria and evidence
The breakdown connects weighted criteria and ratings to supporting résumé statements, so the reviewer can inspect the basis of the recommendation.
Human decision controls
The review interface keeps the final decision with HR and provides Reject and Shortlist actions. The screenshot does not show a completed decision.
Interview scheduling invitation
The invitation offers three interview slots in Philippine Time, with a selection action for each option.
Calendar interview confirmation
The calendar invitation presents the confirmed interview time, Google Meet access, and RSVP controls. This is a confirmation example rather than the available-slot invitation above.
EVIDENCE & OUTCOMES
What the evidence shows.
The PDF reports controlled tests rejecting unauthorized requests and retaining create/cancel audit records. Reporting tests synchronized 17 application rows and 16 slot rows; four issues exercised alert cooldown.
Seven documented workflows and 195 nodes in an independent portfolio demonstration, including one manual database setup workflow.
Limitations and next steps.
This is not a production HR platform. Production identity controls, retention rules, invitation tokens, a delivery outbox, and load/security testing remain on the roadmap.
Technology stack.
- n8n
- PostgreSQL
- Google Drive
- Gmail
- Google Calendar
- AI extraction
Source: owner-supplied case study and diagrams. Scope and test results are reported in the document, not independently audited.