Workflow Builder (Coming Soon)
Today, building a multi-step recruitment journey means configuring campaigns, analysis, scheduling, and automation rules separately. The Workflow Builder brings all of this together — you design a complete candidate journey in one place, with branching logic that responds to what candidates say and do. Define the journey once, and it runs automatically for every candidate.
What is the Workflow Builder?
The Workflow Builder is a visual automation tool where you design multi-step recruitment journeys on a single canvas.
- Define a trigger (e.g., candidate applies via your ATS) and connect steps that the candidate flows through: outreach conversations, screening questions, CV analysis, interview scheduling, document collection, ATS updates
- Branch based on outcomes — if a candidate says "not interested," take one path; if they pass screening, take another
- Define once, run automatically — every candidate that matches the trigger follows the journey without manual intervention
- Iterate safely — edit a draft anytime, publish a new version without disrupting candidates already in-flight
- Available via both the Popp UI (drag-and-drop builder) and the API (programmatic workflow management)
Workflows replace the need to manually coordinate separate campaigns, automation rules, and integrations — everything lives in one place.
How Workflows Work
Every workflow follows the same lifecycle: Trigger → Nodes → Routing → Completion. An event starts the workflow, the candidate flows through a sequence of nodes, each node's outcome determines the next step via routing, and the candidate eventually reaches the end of their path.
Key Concepts
| Concept | Description |
|---|---|
| Workflow | The automation blueprint — your complete candidate journey |
| Version | An immutable published snapshot of a workflow (safe iteration) |
| Run | A single candidate's execution through a workflow version |
| Node | One step in the workflow (e.g., send outreach, analyse CV, schedule) |
| Routing | Outcome-based branching that determines which node executes next |
Node Types
Nodes are the building blocks of a workflow. Each node type performs a specific action and produces outcomes that can be used for routing.
| Category | Node Type | What It Does |
|---|---|---|
| Outreach | Screening Outreach | Start a conversation with screening questions |
| Scheduling Outreach | Book a meeting with the candidate | |
| Sourcing Outreach | Cold outreach expecting yes/no interest | |
| Engagement Outreach | Re-engage or nurture candidates | |
| Notification | Send a one-way message (no reply expected) | |
| Processing | Analyze | AI-powered CV/profile analysis |
| Control Flow | Condition | Branch based on data (answers, scores, context) |
| Integration | Update ATS | Sync status back to your ATS |
| Webhook | Call your endpoint with workflow data | |
| Notify | Internal team notification |
Each node produces routing events based on its outcome — for example, an outreach node might produce "interested," "not interested," or "no response." You connect these outcomes to the next node in the journey to build branching logic.
Coming Soon: Document Validation
Popp already runs document checks automatically when candidates share files during conversations — including four-corners verification, name matching, document type classification, and real-document detection.
What's coming with the Workflow Builder is the ability to surface these results and add conditional checks that feed directly into your workflow logic.
Two Tiers of Checks
| Tier | Description |
|---|---|
| Always Checks | Run on every document automatically (e.g., four-corners, real-doc verification) |
| Conditional Checks | Configured per workflow and feed into Condition nodes for branching |
Example Conditional Checks
- Expiry detection — is the document still valid?
- Address matching — does the candidate's address match across documents?
- Trust-specific training cert validation — does the certificate match the hiring trust's accepted list?
- DBS conviction check — flag documents that require agency review
Document Validation Condition Node
A dedicated Condition node for document validation results, enabling branches like:
- Valid → continue the workflow
- Expired → notify candidate to resubmit
- Expiring within X months → flag for review
- Conviction found → route to agency review queue
Example: Healthcare Staffing Compliance
Here's how a healthcare recruitment agency might use the Workflow Builder to automate candidate onboarding with compliance checks:
In this workflow:
- A new applicant in the ATS triggers the workflow automatically
- The AI agent reaches out with screening questions to gauge interest and availability
- Interested candidates have their CV analysed against the role requirements
- Candidates scoring 70 or above are asked to submit compliance documents — DBS checks, training certificates, right-to-work proof
- Document validation checks run automatically, with results feeding into a Condition node
- Valid documents lead to interview scheduling and ATS updates; expired or flagged documents route to the appropriate follow-up
Each step runs automatically. The agency only needs to intervene when documents are flagged for review.
What's Next
We're actively building these capabilities. If you have a specific validation check or workflow pattern you need, let us know.
In the meantime, explore the building blocks that the Workflow Builder brings together:
- Campaigns — outreach configuration
- Conversations — candidate interactions
- Scheduling — automated meeting booking
- Webhooks — real-time event notifications
- Documents — document collection and processing
Updated 3 days ago