Hiring automation

As a small business owner, the struggle to find time is real…

You are always in a position where there are 1,000 things to do, but you only have the time to do 500 of them.

Luckily, there ARE some actions you can take to reduce the time requirement involved in some of the common tasks you’ll be performing.

Automation isn’t a future concept anymore, it’s here already.

Before you get excited, even with automation, there is still going to have to be some kind of human involvement.

Many processes can be MOSTLY automated, but there are things a human still has to handle, even after the initial setup.

Automation isn’t just spamming out E-Mails and newsletters. There are TONS of things you can do with automation software.

You might be surprised to learn that you can make the employee/contractor hiring process a whole lot easier if you start automating it.

How To Start Automating Your Hiring Process

Before you start automating, there are some basic requirements. Unfortunately, these things don’t happen magically…

But don’t worry, it’s all fairly easy, and once you get everything you need you’ll be ready to start hiring in a more efficient manner.

What You’ll Need


  • A step-by-step list of your hiring process
    To set up automation, you’ll need to have a general idea of ALL of the steps you’re required to go through in order to successfully hire someone. This might feel daunting at first, because of how tedious it is, but it’s easy.

  • Automation software
    Since magic isn’t a thing, you’ll have to use some software to set up and run your automation. A list is provided below.

  • A database for storing the profiles of hiring prospects
    Don’t assume you need to know much about databases to meet this requirement. You don’t. Your automation software can most likely handle this.

  • A way to find prospects
    People aren’t going to know you’re looking for help if you don’t get the word out!

  • A job listing / list of job requirements
    It’s prudent to give prospects a list of job requirements and expectations.

  • A way to vet candidates
    You don’t want to spend time sorting through, and possibly interviewing, people who aren’t fit to do the job you’re trying to hire them for.

  • Someone to interview possible candidates
    Before you hire someone, you’ll want to interview them. Sometimes people look good on paper when they aren’t the right fit for you and your business.

Your Hiring Process

Unfortunately, hiring someone isn’t as simple as just posting a listing and then hiring someone.

There are steps in between, and those steps are what you should be aiming to eliminate with automation.

In order to tell your automation software what you need, you’ll need to have the process broken down into steps.

Here’s a sample of what a basic hiring process might look like:


  • Create a job description and list of job requirements (Manually done)
  • Post job listing on a job site, OR scout for candidates on freelance sites (Manually done)
  • Send candidates a questionnaire to vet them (Automated)
  • Sort candidates based on questionnaire answers (Automated)
  • Review the resumes you receive (Manually done)
  • Send an E-Mail to set up a pre-interview call with qualified candidates (Automated)
  • Schedule pre-interview call (Automated)
  • Track which candidates to schedule for an in-person interview (Partially automated)
  • Conduct an in-person interview (Manually done)
  • Send any employment paperwork and information to new-hires (Mostly Automated)


As you can see, a lot of those tasks can be automated, and the process isn’t very intimidating once you have it listed out.

This process may change depending on your industry, or even the approach you use to finding potential new-hires, but the key takeaway here is that you need to break down your hiring process to find the steps you can automate.

How Automation Works

Now that we have our hiring workflow laid out, you’re probably starting to see how it’s possible to save yourself some time.

But, how does a person actually automate the steps we just laid out?

Automation Tools

(Disclaimer: The Keap links below are affiliate links. Using these links will get you a discount, and we will earn a commission.)

There are many different tools out there that can help you, but our tool of choice is a Customer Relationship Management (CRM) tool named Keap Max Classic. (Previously named Infusionsoft)

We use Infusionsoft because we prefer having an all-in-one tool, rather than subscribing to multiple different tools and having to learn multiple systems.

The only downside to Infusionsoft is it has a fairly steep learning curve, but once you get it down it’s really powerful and lets us basically create all kinds of custom systems to make life easier on us.

I don’t have a lot of experience with other CRM tools, but here are a couple other ones you can check out if you don’t want to use Infusionsoft:


Whichever CRM tool you choose to use, just make sure you’re able to categorize contacts so your automation can target specific subsets of contacts.

Automating Tasks

Teaching in-depth about automation would warrant a training course of it’s own, but here are the basics of it so you can get started.

Despite it being a very deep subject, the basics are fairly easy, especially if you’re a very logical thinker.

Automating tasks with a CRM can be broken down into a short list of underlying principles:


  • You need a task to be done
  • There are tags that you can apply to each contact, which give you information and can be used to indicate that a task needs to be performed on/for the contact
  • There are conditions that have to be met before the task will be done (mostly a sale being made, a tag being applied to a contact, a form being filled out, or a link getting clicked, to name a few.)

Here’s a simple, and fun, example:

Let’s say Elon Musk wants a job with our company (I wish), and so he fills out a job application because you know… Elon Musk totally fills out job applications like the rest of us…

We can tell Infusionsoft to apply an “Application received” tag, and tell it to E-Mail Elon thanking him for submitting the application.

We can also tell Infusionsoft to E-Mail the hiring manager a copy of the Application, and we can potentially only send applications that meet certain criteria in order to limit the workload on our hiring manager.

We can also have our CRM create a task that automatically sends an E-Mail to the local news, informing them of our newest high-profile hire.

That may be a silly example, and it may not sound like a whole lot is going on there, but the key thing to remember about automation is that once you get started with it, you end up automating a lot of the different moving parts in your business.

Want to personalize your marketing E-mails? No problem, automate it.

Want to split up hot leads and send groups of them to each of your sales team? No problem, automate it.

Once you get all the little pieces automated, your time starts getting freed up drastically.

Automating your hiring workflow is just PART of that process.

Where To Find People To Hire

There are many different places to start looking for people who need work, so here’s a quick list of the major ones.

Freelance Sites

Fiverr – (Disclaimer: This is an affiliate link, using it will get you 20% off your first hire, and it earns us a commission.)


Social Media



Job Sites




Zip Recruiter

Hiring Freelance Content Writers

Content marketing is relevant for pretty much every business these days, so hiring content writers deserves a special consideration.

Mostly because the cost of hiring an in-house content creator can often be more expensive than just hiring a writing service to do it for you.

The popularity of blogging has allowed for some really amazing services to pop up that can help with content marketing, without the headache of having to worry about hiring.

If you’re looking to hire content writers, consider one of these services:


  • BuySellText – (Disclaimer: Using this link will earn us a commission.)


Content writing services can provide written content starting around $.02 per word, which is extremely affordable, and the quality is fairly decent.

You’ll probably want to have an editor go over any written content, but that’s just part of the content creation process, and it’s hard to avoid that.

Hiring Automation Help

If you want to start automating your workflow, that’s what we do for a living. We help people automate things.

We even made a Campaign Accelerator Membership program that allows members to download our hiring workflow campaign, and many other useful campaigns.

Hopefully this article gets you to a point where you can start doing it yourself, but if you don’t want to spend the time on it, schedule a Creative Solutions call and we can help.

Have a great day, and let us know if you need anything. Thanks for reading!