# Automate applicant tracking with OpenAI and Google Sheets: n8n workflow

> Started by someone submitting a form, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-applicant-tracking-with-openai-and-google-sheets (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Hiring](https://millionrounds.com/workflows?category=Hiring#library)

# Automate applicant tracking with OpenAI and Google Sheets

Started by someone submitting a form, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 11 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-applicant-tracking-with-openai-and-google-sheets)

**11 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 1 Logic 4 Service 5

The steps in the order they run, from what starts it.

- 1 **1. Applicant Submits Form** Form trigger *Starts it*
- 2 **Code** Code *Logic*
- 3 **2. Extract Text from PDF CV** Extract From File *Service*
- 4 **3. Analyze & Structure CV with AI** Open Ai *Model*
- 5 **4. Parse AI Output** Code *Logic*
- 6 **5. Check for Duplicate Applicant** Google Sheets *Service*
- 7 **6. If Applicant is New...** If *Logic*
- 8 **No Operation, do nothing** No Op *Logic*
- 9 **7. Save Applicant Data to Google Sheets** Google Sheets *Service*
- 10 **8a. Send Confirmation Email to Applicant** Gmail *Service*
- 11 **8b. Send Notification Email to Recruiter** Gmail *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 11, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 11 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 11 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-applicant-tracking-with-openai-and-google-sheets)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also hiring, with the same services where possible, closest in size first.

- [**AI-powered CV extractor: Google Drive to Sheet with OpenAI** 11 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/ai-powered-cv-extractor-google-drive-to-sheet-with-openai)
- [**AI-powered Candidate Screening & Interview Scheduling** 11 steps · calls a model · Email, Google Calendar](https://millionrounds.com/workflow/ai-powered-candidate-screening-and-interview-scheduling)
- [**Automate CV screening and applicant scoring** 11 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/automate-cv-screening-and-applicant-scoring)
- [**Automated resume screening & ranking with Llama** 11 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/automated-resume-screening-and-ranking-with-llama)
- [**HR agent and recruiter with Gemini and Gmail** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/hr-agent-and-recruiter-with-gemini-and-gmail)
- [**Monitor marketing job boards with Bright Data and OpenAI** 11 steps · calls a model · Gmail](https://millionrounds.com/workflow/monitor-marketing-job-boards-with-bright-data-and-openai)