How AACFlow automates the full HR lifecycle — from AI resume scoring and interview prep to multi-step onboarding — cutting time-to-hire by 50% while staying GDPR-compliant.
HR teams spend roughly 60% of their time on tasks that do not require human judgment: scheduling interview panels, sending status updates to candidates, creating onboarding checklists, provisioning access to tools, and drafting offer letters. These tasks are not trivial — a missed step in onboarding costs weeks of productivity — but they are systematically automatable. AACFlow gives HR teams the tools to build end-to-end recruitment and onboarding workflows that handle the repetitive work while keeping humans in control of the decisions that matter.
A typical hire involves hundreds of micro-tasks spread across weeks. A recruiter receives 200 applications, spends 40 minutes reviewing each, schedules 20 first-round calls, coordinates 6 panel interviews across 4 time zones, collects interviewer feedback from Slack threads, extends an offer, waits for a signature, then hands off to HR ops for onboarding. At each stage there are emails to send, calendars to coordinate, documents to prepare, and systems to update.
The cost is not just time — it is quality. When coordinators are overwhelmed, top candidates wait too long for responses and accept offers elsewhere. When onboarding is rushed, new hires take weeks longer to become productive. AACFlow HR workflows address both problems.
The first workflow handles the top of the funnel: ingesting applications and surfacing the strongest candidates.
Trigger: A new application arrives in your ATS (Ashby or Greenhouse). AACFlow listens via webhook.
Step 1 — Fetch application details. The Ashby or Greenhouse block fetches the candidate's resume, cover letter, and LinkedIn URL.
Step 2 — AI resume scoring. The Agent block analyzes the resume against the job description. The system prompt instructs the model to score on five dimensions: relevant experience (0–10), skills match (0–10), career trajectory (0–10), communication quality from cover letter (0–10), and potential red flags (0–10 inverse). The agent outputs a structured JSON score.
Step 3 — Conditional routing. A Condition block routes based on the total score. Candidates scoring above 35/50 go to a "shortlist" path; others receive an automated acknowledgment email via Gmail.
Step 4 — Slack notification. For shortlisted candidates, a Slack block posts to the #recruiting channel with a formatted card: candidate name, role, composite score, key strengths (extracted by the AI), and a direct link to the ATS profile.
Step 5 — ATS update. The Ashby/Greenhouse block updates the candidate stage to "Recruiter Review" and adds the AI score as a custom field.
This workflow reduces initial screening time from 40 minutes per candidate to under 2 minutes — and surfaces candidates in a consistent, bias-reduced format that the recruiter can review at a glance.
When a technical or panel interview is scheduled, interviewers often go in underprepared. This workflow ensures every interviewer receives a structured brief 30 minutes before the call.
Trigger: A calendar event matching [Interview] is created in Google Calendar.
Step 1 — Extract interview details. The Function block parses the calendar event: candidate name, role, interview stage, and interviewer list.
Step 2 — Fetch context. In parallel, the workflow fetches:
The candidate's full application and previous interview notes from Ashby/Greenhouse
The job description and role leveling rubric from Notion
The candidate's public LinkedIn profile (via the LinkedIn block or web fetch)
Step 3 — Generate interviewer brief. The Agent block combines all context and generates a structured brief: role context (what this role owns, who they work with, key success metrics), candidate background summary (2–3 paragraphs), suggested questions by interview dimension (technical depth, collaboration style, problem-solving approach), and evaluation scorecard template.
Step 4 — Deliver brief. The Gmail block sends each interviewer a personalized email with the brief as a formatted HTML body. The Slack block also posts a reminder to the #interviews channel 30 minutes before the call.
Interviewers consistently rate their preparation quality higher after this workflow is in place, and post-interview feedback becomes more structured and comparable across candidates.
When a candidate accepts an offer, a complex multi-step process begins that involves IT, HR ops, the hiring manager, and often legal. AACFlow orchestrates the entire sequence.
Trigger: The Ashby/Greenhouse webhook fires when a candidate's stage changes to "Offer Accepted."
Step 1 — IT provisioning request. The Slack block sends a structured message to #it-ops with the new hire's name, start date, role, team, and a checklist of required access (email, GitHub org, Slack workspace, AWS IAM role, 1Password vault). The Human-in-the-Loop block pauses the workflow until an IT ops team member marks provisioning as complete.
Step 2 — Welcome email sequence. The Gmail block sends a sequence of three emails on a schedule:
Day 0 (offer accepted): warm welcome from the hiring manager, links to company handbook and first-day logistics
Day -7 (one week before start): what to bring, parking/remote access details, team Slack channels to join
Day 1 (start date): first-day agenda, 1:1 links, who to meet and when
Step 3 — Notion onboarding document. The Notion block creates a new page in the team's Onboarding database, populated from a template. The template includes 30-60-90 day goals (drafted by the Agent block based on the job description and team context), key stakeholders, resources, and a week-by-week checklist.
Step 4 — 30-60-90 day plan generation. The Agent block uses the role description, team context from Notion, and the hiring manager's notes to generate a personalized 30-60-90 day plan. The hiring manager receives this via Slack for a quick review before it lands in the new hire's Notion page.
Step 5 — Workday update. The Workday block creates the employee record, sets the department and cost center, and triggers payroll enrollment.
The entire pipeline completes within minutes of the offer being accepted — without a single manual task from HR ops.
HR data for applicants is subject to strict regulations. AACFlow's compliance features cover the critical requirements:
Data retention. Configure AACFlow to automatically delete candidate data after your defined retention period (typically 6 months for rejected applicants under GDPR). The workflow sets a deletion date when a candidate is rejected and sends a reminder to HR before deletion executes.
Right to erasure. AACFlow's API allows you to trigger a deletion workflow when a candidate submits an erasure request. The workflow calls the Ashby/Greenhouse API to delete the profile, removes any associated files from your S3 storage, and logs the deletion action with a timestamp for your audit trail.
Consent tracking. AACFlow stores consent metadata (when consent was given, for what purpose, and the source document version) in a dedicated database table, making it auditable on demand.
Data residency. If your organization requires EU data residency, AACFlow can be self-hosted in your own cloud region, ensuring candidate data never leaves your jurisdiction.
AACFlow ships with HR workflow templates for the three workflows described above. You can import them from the template gallery, connect your ATS (Ashby or Greenhouse), Slack, Gmail, Notion, and Workday credentials, and run your first workflow within an afternoon.
The templates are starting points — most teams customize the AI scoring rubric, the email templates, and the Notion onboarding structure to match their culture and role types. AACFlow's visual editor makes those customizations accessible to HR ops teams without engineering support.
Recruitment is a competitive advantage. The teams that respond fastest, prepare interviewers best, and onboard most effectively win the talent they need. AACFlow makes that possible without building custom tooling.
