Every 15 minutes
Screen CVs from email into an Airtable candidate list
Application emails become Airtable records with the candidate's details and a score for the role.
- Runs
- Every 15 minutes
- Apps
- Airtable, Gmail
- AI
- Yes, uses the built-in AI allowance
- Access
- Gmail gmail.readonly; Airtable write
Send this to your assistant
Create a ClickRuntime automation: when an application email with a CV arrives, pull out the candidate's details, score them for the role and add them to my Candidates table in Airtable.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A café group is hiring three shift managers and asks people to email their CV. The owner's inbox fills with applications mixed in with supplier emails, and tracking who has been contacted means scrolling and flagging.
Turning each application into a row with name, contact details, experience and a score gives the owner a sortable shortlist and a place to track every candidate's progress.
What you get out of it
A shortlist you can sort
Scores and key details in columns let you see the strongest applicants first instead of reading in arrival order.
Track every candidate's status
Add a status column for contacted, interviewed or offered, so nobody is forgotten or contacted twice.
Applications out of your inbox
Hiring no longer competes with day-to-day email, and everything for the role sits in one table.
Easy to share with interviewers
Anyone helping with interviews can see the table without needing access to your email.
How it works
What happens, step by step
Every few minutes ClickRuntime checks your Gmail for new application emails with a CV attached.
It skips any email it has already added.
AI reads the CV, pulls out the candidate's details and scores them against the role you described.
A new record with the details and score is added to your Candidates table in Airtable.
Before it runs live
- Connect Airtable
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
What you get
Build your own
Need it to work differently?
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
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Airtable and Gmail steps into one automation
Under the hood
The code that runs this automation
from googleapiclient.discovery import build
from google.oauth2.credentials import Credentials
from clickruntime import on_trigger, credentials, state, ai, report_fetched, http
ROLE = "Shift manager: 2+ years in hospitality, team leadership, weekend availability."
SCHEMA = {"type": "object", "properties": {k: {"type": "string"} for k in ["Name", "Email", "Phone", "Experience", "Score"]}}
@on_trigger
def run(event):
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users()
seen = state.get("seen") or []
msgs = [m for m in gmail.messages().list(userId="me", q="label:applications has:attachment newer_than:2d").execute().get("messages", [])
if m["id"] not in seen]
report_fetched(len(msgs))
if not msgs:
return {"summary": "No new applications"}
records = []
for m in msgs:
msg = gmail.messages().get(userId="me", id=m["id"]).execute()
part = next(p for p in msg["payload"]["parts"] if p.get("filename"))
cv = gmail.messages().attachments().get(userId="me", messageId=m["id"], id=part["body"]["attachmentId"]).execute()["data"]
r = ai.generate(f"Role: {ROLE}\nEmail: {msg['snippet']}\nCV (base64 text): {cv[:6000]}\nExtract fields and Score 1-10.", json_schema=SCHEMA, max_output_tokens=200)
records.append({"fields": r.json})
seen.append(m["id"])
http.post("https://api.airtable.com/v0/appXXXXXXXX/Candidates", headers={"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"},
json={"records": records[:10]})
state.set("seen", seen[-500:])
return {"added": len(records)}FAQ
Common questions
How does it tell an application from other email?
Which details are extracted?
Does it reply to the candidate?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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