The moment it happens

Get an email when an offer is made or someone is hired

You're told as soon as an offer is created in Ashby or a candidate is marked hired.

Runs: The moment it happens
Apps: Ashby
AI: Not needed
Access: offers read (confidential if needed)

Send this to your assistant

Create a ClickRuntime automation: email me when an offer is created in Ashby or a candidate is hired, with the candidate's name, the job and the hiring manager.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

In a hiring process, the two moments that matter most to people outside recruiting are the offer and the hire. Finance needs to budget the salary, IT needs to order a laptop, the office manager needs a desk, and the team lead wants to plan the first week. If the recruiter has to remember to tell each of them, somebody is always missed, and a new engineer arrives on Monday to find no account and no equipment.

When an offer is created or a candidate is marked as hired in Ashby, Ashby notifies ClickRuntime, and ClickRuntime puts the candidate's name, the job, the offer or hire details it receives and a link to the record into one email, and sends it to the people you list, as soon as the status changes.

People operations teams of a few people, who coordinate onboarding across several departments, will find the most value in it.

What you get out of it

Equipment and accounts are ready on day one
IT hears about a hire the moment it is recorded, which leaves days instead of hours to order hardware and create logins. New starters spend their first morning working, not waiting for a laptop.
Finance sees commitments as they are made
An offer email tells finance a new salary may be coming. Headcount forecasts and cash planning use up-to-date numbers instead of a list assembled at month end from recruiter memory.
Hiring managers stop chasing status
A manager who wonders whether the offer went out can check their inbox instead of messaging the recruiter. That removes a whole category of interruptions during busy hiring weeks. The answer is already in the inbox.
Handoffs do not rely on one person
If the recruiter is ill or on holiday, the notifications still reach everyone on the list. Onboarding does not stall because one person was the only link between hiring and the rest.
A dated trail for audits and reviews
Each email records when an offer was created and when a hire was confirmed. When someone asks how long offers took to close, the timestamps give a straight answer. That evidence helps HR when processes are reviewed.

How it works

What happens, step by step

When an offer is created in Ashby, or a candidate is marked as hired, Ashby tells ClickRuntime straight away.
ClickRuntime picks out the candidate, the job and the hiring manager.
You get an email saying what happened and to whom.

Before it runs live

Connect Ashby
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get an email when an offer is made or someone is hiredjust nowSucceeded

Email · Offer created: Kai TurnerOffer created: Kai Turner Job: Staff Platform Engineer Hiring manager: Robin Hale

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Ashby steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

offer_and_hire_notifications.pyexample

from clickruntime import on_event, credentials, http, notify

def ashby(endpoint, body):
    resp = http.post(f"https://api.ashbyhq.com/{endpoint}", auth=(credentials.secret("ASHBY_API_KEY"), ""), json=body)
    resp.raise_for_status()
    return resp.json()["results"]

@on_event
def handle(event):
    payload = event.json or {}
    action = payload.get("action")
    if action not in ("offerCreate", "candidateHire"):
        return {"sent": False}
    data = payload["data"]
    app_id = data["offer"]["applicationId"] if action == "offerCreate" else data["application"]["id"]
    app = ashby("application.info", {"applicationId": app_id})
    manager = next((m["firstName"] + " " + m["lastName"] for m in app.get("hiringTeam", [])
                    if m.get("role") == "Hiring Manager"), "not set")
    what = "Offer created" if action == "offerCreate" else "Hired"
    notify.email_me(f"{what}: {app['candidate']['name']}",
                    f"{what}: {app['candidate']['name']}\nJob: {app['job']['title']}\nHiring manager: {manager}")
    return {"sent": True, "action": action}

FAQ

Common questions

What details are in the email?

It includes the candidate's name, the job, whether it is an offer or a hire and a link to the Ashby record. Compensation figures and other sensitive terms depend on what Ashby includes in the event, and you can choose to leave them out entirely.

Who should receive these emails?

Anyone who has to act on a hire: IT, finance, the office manager and the team lead are the usual list. Because the recipients are set in the flow, you can send offers to finance only and hires to IT and facilities.

Does an offer being created mean it was accepted?

No. Ashby creates the offer first and records acceptance later, so the two events are separate. Offer notices tell you a number is on the table, and hire notices tell you the candidate has been marked as hired, so people act at the right time.

What permissions does it need?

offers read (confidential if needed). Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens