How to Build My 7-Figure Hiring System In Make.com

what's going on everybody welcome to another video in make. com but for people who want to make real money and today I'm going to be talking about a 7figure hiring system that I use for my own business and that I built out for a variety of seven and eight figure businesses you're going to learn exactly how to build that out in make. com it's extremely simple flow but it does require a few platforms so we're going to talk about the best platforms to use for it and then I'm just going to walk you through step by step both my methodology my mindset and some of the little trip ups that people usually unfortunately suffer as they're attempting to build these out so if that sounds like something you're interested in stay tuned and let's get into the

video okay first things first here is the hiring system that I'm going to build out I've shown this on previous videos um it's extremely straightforward essentially you have a pipeline in a project management system the pipeline that we're using today is called clickup and I've alluded to it in multiple previous videos but it's one of my favorite pipelines simply be or my favorite project management platforms simply because it's so customized able and if you know what you're doing you can do a lot with it and what we have here is we essentially have an appropriately named hiring pipeline where people will come in through our type form that I've set up and posted on a bunch of job websites they'll then put in various Fields like their portfolio the rate that they want the number of hours they can work um and you know a few comments and then um we have a virtual assistant that will go through this usually about once a week or so and then sort out any applicants that they consider are high quality enough to be reviewed by our writing manager and so this is how we do it at our uh content agency obviously if you're doing a different sort of business model like I'm not going to be rebuilding the content agency set of things for this video I'm going to be pretending I'm hiring for a sales role but depending on your business model depending on the specific role that you're hiring your Fields might look a little bit different um but this is just a very effective way that I found to to structure this and so after they're reviewed you see there's little rating tab on the right hand side here the manager will then take a look at this and then if the manager likes what they see what they'll do is they'll request a trial and we'll move them to this stage now this is all managed automatically using automation so we'll send out an email that's templated basically saying hey um thanks so much for sending us your application we love the stuff that we've seen you do all that's left now is for you to write a brief trial article for us we'll make sure that they get paid for this work because I find in my experience it's almost never worth the few dollars that you save um getting people to do free work when you compare to its effect on both your reputation and the quality that you get after they finish the trial they go to review trial and this is a stage where you know somebody on the team can look over and make sure this trial article is representative of the quality of work that we'd like to see out of them and finally we have like an onboarding stage and then a hired stage not going to touch too much on these just because of how customized this typically is but yeah this is how we hire for our seven figure agency and how we run through hundreds of applicants usually per week when the system is up and running we haven't hired in a little while which is why we have so many of these and we haven't really needed to do anything with the system in a bit but yeah that's more or less what we're going to be building out so I'm going to showe to do it in clickup I'll show you how to build out the form and type form I'll show you how to set up the make flow so that we can dump new leads into new applicant and then I'll also um run through a few automations to like automatically move them to the successful stage um assuming that you know their rating is above a four and we'll template out a quick little email to send them and so on and so forth this video will differ from previous ones in so far that we're not just building out one flow we're building up many because I like to torture myself and make these videos long uh so we're probably going to build up two or three make scenarios maybe four depending on uh on whether or not we have enough time but any who um I love building these sorts of systems out because they can have such an outsized impact on the businesses that I do this

for and yeah it's just uh it's really fun so first things first we have to do is obviously log into all of our make accounts uh we have to jump into type form because we're going to start logically with the beginning which is the form and then we'll work our way through click up and then you know connect it all with make so I'm logged in type form here I have a pretty big agency account so I have you know no limits or restrictions with the number of form submissions I can receive um I mean if you guys are wanting to do more than 100 submissions a month I think you guys are going to have to pay like $50 a month or something like that $59 a month what I'm going to do here is I'm just going to click add workspace and then I'm going to write um test build and that way I'm just going to keep everything organized on my side make has been running into this issue recently where sometimes the access is denied on the US server so I am for my account sometimes I have to log in twice sort of annoying but uh it's no big deal you can also just keep on trying and eventually get in okay great and then yeah I'm also going to build out a new space here on clickup just to house this I'll call this test build we'll go next no description um let's make this dark like my soul well have it be shared with one second copy workspace and then no task statuses no nothing I'll just keep going um I don't need any click apps here but whatever I'll just keep them and then we'll do list space cool that looks good I'm going to click create and then it's going to go through and then make this and then this is the list that we're going to use as our hiring pipeline so let me just rename this call this hiring pipeline um example just to disambiguate between the other one and then great yeah we should have everything that we need now I always

like to start at the top of any flow at the very beginning um usually I'll have some kind of ideas as I'm developing a type form or something like that and so if I were to try and start at the end or at the middle um I basically have to go back and then update my type form to have the fields that I want to have in that middle part um so I'd just always encourage you guys like if you're starting with form as a trigger um just you know fill out the form first make sure that that's everything that you want so in typ form the way that you do that is you click create new form and then I'm going to create mine um as like a basic form so I'm going to have mine be um I'm not going to use AI to fill it in or anything like that and we're going to be a little bit laggy just because I'm on shitty hotel internet today um but on that note Toronto has been lovely what a beautiful city if you guys haven't been I would highly recommend it okay we're going to call this type form um let's do hiring form um for the purposes of this example Let's Pretend We're hiring for a salesperson so we'll just say sales hiring form and then I'm going to click continue okay not a big fan of like the default images and stuff like that so I'm just going to remove them that looks good and what we're going to do is we're going to ask a couple of very simple questions and I'm going to leave it at two or three because I don't want the type form part to be a really big chunk of this video um and then if you guys wanted to you know add specific questions that are more relevant to your job post or something like that then feel free you can have like a resume field you could have like CVS you could have people write you letters all that stuff uh but in my case what I'm going to do is I'm going to start off with a contact info and then I'll say first let's get your contact information say details we'll use this to notify you of an interview first name we want last name we want phone number we want email we want company we don't really need this odds are if they're applying for a position they probably don't own a company or anything like that I will make all these fields required because they're going to be necessary for the rest of the flow well not all of them but um I just want people to get in the habit of hey are you applying for a job with us well then if so you do need to provide your first last name phone number all that

stuff um what I usually like to do for sales and some people are going to disagree with me on this but I uh I like to have people record a quick one minute video just explaining their job history like over the video as opposed to you know in a resum or a CV if you think about it the vast majority of sales positions most of the work that A salesperson is going to be doing is probably going to be either over video over a call or maybe in person and so just seeing how they um operate uh you know in real life like while conversing is really important so I'll say attach a one minute loom video explaining who you are your job history and why you want to work here uh Let's do let's just do that Loom is a oneclick video share platform you can sign up here if you can't install loom for whatever reason you can also add a Google Drive link to a video recorded by other means guidelines keep the video between one and two minutes and make sure to listen to it before make sure it's shared you submit cool um so I really like doing that uh for sales positions so obviously this can't be a multiple choice so what I'm going to do is I'm going to look for a website or a link field There You Go website link here I'm going to make this question required as well and then I'm also going to just look up Loom so that if anybody is unfamiliar with this uh it's just a very quick and easy way oops let's do this just that it's a quick and easy way to sort of have like transparency that this is a tool that we're going to be using and uh you know if you don't know anything about it click here to find out oh sorry you can sign up it's free and you can sign up here okay awesome yeah that looks good um what other questions do we want um let's have one final question we'll just be yes or no and I'm going to pretend that I'm hiring for a high ticket sales position and let's just frontload this here first have you ever sold a product worth more than $5,000 let's do this and we're going to frame this is like a high ticket sort of um sales pitch so I'm going to make this required as well and the idea is you know we want people that have experience selling High ticket items usually High ticket items uh force you to sell in a slightly different way than low ticket items at the end of this we will have a little um thank you screen we'll say thanks for submitting your application I always like to provide a time because I like to be respectful of other people so um we'll review this and get back to you within 48 hours if you're not accepted you'll receive an email notification and we'll say publish okay really simple form problem solved so just going to pop this puppy open make sure that it is everything that I want good um I don't like the power by type form in the bottom right hand corner I forget how to remove that though which is sort of Annoying It's probably in settings typ form randing there we go yeah I can turn that off auto sa progress that's good letters on answers that's good yeah sure whatever now there a couple different ways that you can do this logic um you know like if somebody puts a no and if that's a deal breaker for you could just not forward the responses directly from type form um I'm not going to do that I'm just going to keep everybody's information in my type form in my head it's like well if you've already filled out the form and you've already expressed interest we might as well have your information right not because I'm going to resell their data on freaking I don't know to like um Chinese spyware or anything like that but just because uh you know if I ever change my mind in the future if I'm ever looking for low ticket sales people now at least I have list of people that uh that I can probably start with before having to do this whole thing over again but any now that we have the type form up I'm going to go in and I'm going to create a make module and just test this so I'm going to say new type form entry new sales hiring form type form entry and what do we want this to do we want to add this to click up so first things first is I'm going to click on this button I'll type form and then what I want to do is I want to watch responses uh and then I want it to be instant and acid now M has like a little uh configuation between um acid and instant acid um I don't remember to be completely honest and I've never really thought about this or used it generally speaking if there are two equivalent modules and once says instant just use the instant one uh that basically means there's like a web hook trigger going on underneath the hood and it'll run automatically if we were to just choose the acid one then instead of it being this web hook kind of lightning Dash uh thing over here it would be a timer and it was basically just pull every 10 or 15 minutes obviously it's not very operationally efficient we want to minimize op usage however possible without it being like the center of our Lives of course um but the fact that it runs instantly is also important because we want to make sure that we just get their information whenever they put it in I'm going to call this sales hiring form submission and then in the form ID you see I can just already select sales hiring form type form's nice that way and that it just um sorts by uh by newly created and then I'll press enter okay now if you watch my previous videos um you'll know that I have a special two-step sort of type form design pattern it's pretty simple basically we want to get the response in one step and then we want to wait a second or two and then uh retrieve all of our responses in like a sending order of submission or descending order of submission ascending order of submission um so that we could like then map the answers and separate the trigger from um the usage of that information and I'll talk about that in a sec after I sit my extremely way too hot coffee so I get for hotel coffee makers uh let's go to sleep here well just do like a two-c delay for the purposes of this demonstration and then I want to list all of the responses uh what I'm going to do is select the sales hiring form and then I only want to select one and then I'm just going to Auto onine okay so the reason I do this is because I want to be able to test this form whenever the hell I want I uh I don't want to have to run a new type form submission every time that I want to test I want to be able to just get the last submission and then just like click a button and just have that be used assuming that you know the last time I filled a those with the information that I wanted um this saves a boatload of time during maintenance and testing uh and it's essentially like I refer to it as separating from um the usage of the variable I'm sure there's a fancier and more programming sounding way that I could have pitched that but that's just what I do um so this one is watching the responses as you see down here and then this one is listening the responses and what I'm going to do now is I'm actually just going to run this and then I'm going to fill out the form for the first and hopefully the last time with my information so that's my name this is apparently my phone number and then this is my email address I've sold a product worth more than $5,000 and then let's just pretend that I have a loom video sure that's my video okay great I'm going to click submit it's thanking me for submitting my application we'll review this get back in 48 hours let me just make sure that all that's spelled right yes it is um okay and then if you see back here now we have those little Cloud dot things next to the modules that means that we retrieved it this is what a type form I just realized I was really zoomed out hopefully you guys could still see that this is what a type form submission looks like um we have a bunch of different fields here there's definition which use answers um there are ending that just reference a specific ending screen there's an event so they have like IDs for the events themselves and then there are mappable answers and you're going to use mappable answers 99% of the time you see here that that's my first name my last name the phone number I put in the email address the true or false for the product over 5,000 and then the loom video link now you'll then see that we waited for a couple seconds and then we went back and we actually just queried type form again to retrieve the mapable answers here and the reason why is we're going to be using this module's mapable answers not so that at any time if I want to get that form that I just submitted I just drag this over here and then click run once and then it pulls it and so now we can just test nonstop extremely quickly and finish out the rest of our flow basically in like two seconds so uh okay great so now that we have the typ form responses let's just go through here and look at the fields we're obviously going to need the first name last phone number going to need an email uh we're going to have a true or false here and then we're going to have a loom video link that sounds pretty simple to build out and click up so why don't we do that what I always like to

do is just add a record um what I usually do is I make the record the name of uh like the first name and the last name and I'll actually store separately just because I don't like having to worry about like random associated with uh if you guys have seen previous videos I have to like split Tex and then get it it's better just have like a single source of Truth so I'm going to hide the columns that I don't want I don't need a due date I will keep an assign um because the assign is going to be the person that's like responsible for dealing with this record and we're just going to autoassign them to be me but you can imagine how you know if you have like a virtual assistant or somebody that you want to manage these sorts of hires then you can stick them over there and then I'm going to get to work adding Fields so the first field I'm going to add is going to be called um stage and I'm going to add a few stages one I'll do intake another one I'll add is called reviewed a third one that I'll add is let's pretend I'm doing a two-stage interview so we'll do interview one and we'll do interview to yeah that uh that looks good and then obviously we'll have like hired or something just to give us a way to look at all the people that we've hired or have not hired as a result of us um on that note we should probably have another field that's like not or past or something I'm just adding random colors here because I don't like my drop downs not to be pretty let's just call this no fit make this ugly and gray awesome so I've added it now and I'm going to move the stage over here to the left just because I think that's the most important field realistically uh and then I want a few other pieces of information right so let's go back to our scenario and let's see what they are so first name last name phone number email those are simple so I'll have a text field it'll be short text not long text and then I'll call it first name I'll add another field oh this may be interfering with some other fields I have um elsewhere so let me see if I could hide this maybe there's contact there is a people field oh but that selects people in our workspace um let's just call this first you guys should call this first name but I just have a bunch of what are called like space Fields uh or board fields or just click up wide Fields called first name that I've used in previous automations so I can't use the term first name um so I'm just going to go first and then we'll call it that and then I'll have another one and I'll call it last then we'll do another one called email and we'll just call this candidate email probably won't conflict yeah there you go it doesn't uh we'll go phone number I'll go candidate phone I'll say um we can do a drop down with two options yes or no uh single select and I'm going to call this High ticket experience the question mark I'll just say yes or no and then I'm going to have a final field here which is a website field and I'll say loom video keep in mind this isn't it's not always going to be a loom video as we talked about before um but some the vast majority of people will probably use Loom because you know if you're putting that as like a platform that you guys use in the company odds are um this is a pretty long field so I just want to be able to show everything here let's just do sold High ticket that way we can shorten it and have everything just in one view which I find important right we have the first name last name here we have the stage we have an assign then we have first name last name again candidate email phone number sold High ticket loom video what else might we need should probably have like a date updated or something that's usually good to have so I'll write date and then and click of different options that you can pick from there's date created date updated y yada um let's do created actually instead of updated and then this is pretty important so let's put it right next the stage okay that looks good it's a shame we can't fit all of this in one screen perfectly but we can get pretty close which I like um the last thing I'm going to do is I'm going to group this by the stage field that I just created so I'll click group and then I'll go down to stage and what this is going to do is just going to replace that 2D with the stage there and so intake or reviewed or whatever and the reason why is because if I had multiple fields or multiple entries um I can then just very visually see the hierarchy of okay this person's in intake this person's in reviewed that sort of thing uh which is pretty simple so yeah okay great so everything seems to work okay what I'm going to do is delete everything now and I'm going to try and set up the integration to automatically create these using the input that I'm getting from this type

form so I'm going click this add button then go to click up there should be um a module here called create a task or get a task you create a task and then going to go and select the appropriate board and space super annoying and click up unfortunately um folder if you don't have a folder to house your list and click up so as you see in some spaces here I have like a top level folder like this one called CRM in this one I just have like a list called hiring pipeline example if you don't have that then it'll just call it a folder list that was pretty confusing when I first started I like what the hell does that mean okay great and now we can select um the information that we want to specifically put in so if you want to make this a subtask for instance so if you wanted to make this like nested within another task you'd choose a parent task ID we don't want to do that we just want to the first name last name all that stuff and see how these two modules aren't connected and so this is actually the beginning of my flow I do that intentionally just so that I can only access information from this uh module just so that I never get confused or anything now unfortunately it's sort of annoying and hard to see um but the contact information question in type form doesn't actually have like the question written up here um it just has like a long unique identifier and so you sort of have to like look and squint and really pay attention here to what the previous answer was in my case I know my first name is Nick so that was the question last name surve so on and so forth so what I'll do here is I'm going to go Nick space survive it's good what I want the content field is like the body of a record so if I create a new one here and then I click on it you'll see that there's this whole description field in here where you can write whatever the hell you want that's the content field we're not going to use the content field at all so I'm not going to worry about that I'm going to make myself the assign no tags no status no priority no due date what we're going to want to do now is fill out these custom Fields so custom field last here candidate phone I think the formatting is going to be the same but if not this will be a good opportunity for me to show you how to parse phone numbers but it looks like there is a country code sort of mandatory by type form so probably not going to need to worry about that the stage that I'm going to stick them in is called intake first name is going to be Nick sold High ticket this is interesting and this is something that you know you can get in the habit of learning um of doing if you use clickup okay so basically in clickup you can either have um in this drop down that we've created you can either have a yes or you can have a no right now the issue is there's no way for us to map this uh you see that when we select yes then we try and map we have this long super crazy unique identifier because every time you create a new drop down item in Click up it will like in the back and they you know system um their programmers have set it up in such a way where like every one of these stages or drop down items is assigned this crazy long ID um and so at first glance it seems sort of Annoying It's like well how the hell can you do it well it's actually pretty easy if you go to yes and then you click map you see that string if you go to no and you click map you see another string and so what we can do is we can actually use um switch modules in make to get the input and then depending on the input have one of these be the output so what do I mean by this um I'm just really lazy so I'm going to try and I'm going to store the no ID up here and then this will be my yes ID and make him in a right switch the way that the switch module works if this is the first time that you're looking at it is essentially we will evaluate the first value called the expression against a list of values returning the result corresponding to the matching value what that means basically is if you look closely this B is the one value called the expression so this is the real value that's coming in from whatever your data source is this is the thing that you know we're we're pulling and so in my case that would be the true or the false and we add this semicolon here and then if you guys see if you guys look closely the next um after the semicolon the next option is your value one and then your Result One what you're basically saying is if the value is equal to the expression then I want you to Output the result so in this case if a was equal to B the output of the switch module would be one now if you look at the next option it says a semicolon 1 and then it's a semicolon B sem equalent 2 what that means is this is your second value with the second result and now this is saying if B if the value two is equal to B which is the expression then I want you to Output two and if you look down underneath the switch statement uh in the example there there's a little equal sign and it says two the reason why it's outputting two is because the input is B and then the value that it's selecting uh result is two and so it just matches those two and then it outputs whatever like the next result is um right next to Value so if that sounds sort of weird don't worry it took me probably like five minutes of just staring at it and kind of squinting and what the is going on uh but it is eventually one of the most useful modules that you will learn in make specifically because it gets you away from having to use routers and routers is really annoying because routers aren't very maintainable you can imagine how we could just use a router here and we could say well if the answer to this is yes then I want you to go down one route and then put yes if the answer to this is no then I want you to go down this other route and then press no but now all of a sudden we have two modules and that's two things that we need to keep track of next time we maintain it and I mean some of these systems are going to work so long for you guys that you're not going to touch this for like two years but then you're going to have to make a change and go back and just reread and relearn everything that you built two years ago switch statements are just a much easier and simpler way to do that because you don't have all those routes you only have to ever have to change things once so what does this look like in practice for us we have switch our expression one or our first expression coming in is going to be either a true or a false because that's how tip form is going to form out there this and then what we want to happen is basically we're saying if we if the input is true then we want to Output this long string which will help us select the drop down item if the input is false then we want to grab this no field paste that and then output that okay so I know this can seem sort of annoying um but you know in order to test this actually I'm just going to go through and then create a new module let me just put the rest of these fields in so I know that sounds sort of annoying but let's just do set um multiple variables and let me just really quickly show you what this means we're just going to paste all this information in and then I'm going to run this have you ever sold a product worth more than $5,000 this should be a true or false yes okay great so have you ever sold a product worth more than $5,000 you see the output is this long string when I said true now let's run this again and then let's say no now you see it this long string which was corresponding to the no dropdown item in uh in clickup and so what's going to happen is this module will output that and then click up we'll see that and then it'll use that to say oh they want like the no dropdown item and then that's how we're going to select the no hope that makes sense just make sure to map on here uh and then you'll have that field open and accessible to you okay great now that we're done with

all this why don't we actually go ahead and test this module uh what are we expecting to do well I filled out a form with Nick my first name last name my information all that stuff and what I want to happen is I want there to be a new record in here at the end of this called mixar um that's you know Group by stage and that has all that stuff um correctly filled in so I'm going to click run once it's going to grab the record and then you can see it's already done um doing what it needs to do in clickup and you'll see that it added all that information successfully the cool part about this is again anytime I want to retest this all I do is I run this again so I'm going to do this and it's going to put the same record in so now I have two Nicks arrives easy peasy lemon squeezy right and so anytime I want to like screw with any of the functionality or whatever this is how I do it um one thing that I've realized that I put in my actual system but I didn't put in this system is a rating um system I like to have like some type of star rating field thing um you don't need this of course uh if you aren't hiring too many people but in my case I was hiring like what 100 people a day or going through like 50 to 100 people a day at one point so it was important for me just to be able to rate people on a scale from uh four to five or whatever so if you wanted to do that you would put in this rating field and then you could Define the number of um stars that you know you want to rate people by you can even Define the emojis that you want maybe I want it to be like a thumbs up field um and then you can just have that as like part of your flow I'm not going to do that for Simplicity because I don't want to make this video too long but suffice to say that's that let's pretend we had one nixar here in reviewed and then now I can just reuse this module just to create a bunch more nixes so I'm just going to create two more I'm going to add this next arrive to interview one and then I'll add this next drive to interview two okay great and now I think you can start to see how a pipeline is forming here um you know from a bird's eye view we have one person in intake one person reviewed one person interview one person interview two gets a lot simpler sort of as you're navigating through the process uh what you can also do is had some type of standard operating procedure where if a person is um I don't know if you know in order for a person to move from review to interview one maybe the manager has to jump in here and then leave a comment saying I really liked Nick's application his videos were awesome and he has a ton of experience selling High ticket stuff maybe that just becomes part of your standard operating procedure for like accountability purposes within the company you know if like the CEO or something ever wants to look into hiring well now they have like a backlog of comments and rationale as to why uh a manager did or did not hire somebody so it's pretty nice um but where do we go from here well ideally what we want to do is we want to automate this we want this to be like a really simple straightforward automated process um and the way that you do that is use clickup as like the single source of Truth this is the only place that anybody ever needs to log on and then what you do is um you use web hooks to uh create actions from triggers like when somebody makes it to interview stage one or interview stage two and so what I'm going to do here is I'm going to have two uh stages I'll have or two automations I'll have one for interview stage one and then another two that send an email out to the candidate email listed here essentially just saying hey you know congratulations you made an interview stage one we'd love to book a call with you here's a link to a calendar please book sometime in the next week and then assuming that it's a fit uh we can move forward to interiew stage two and then finally you know give you guys the job

so that's what that process is going to look like obviously we built out these flows multiple times at this point so that's not going to be super difficult or anything for now I'm just going to move this back and then I'm going to save the flow and then I'll turn this on uh again now this is basically watching responses as they come in and then we're using this as the data source so that's number one number two we're going to call um clickup stage equals let's do interviewing one send email inviting candidate to interview and you can imagine how um you can build out this flow for like a recruitment company pretty easily and recruitment companies manage this sort of thing all the time now if you guys remember from a previous video I love you using web hooks for this I don't actually like using built-in um clickup modules or anything like that I basically just love using web hooks because it just gives me so much more freedom over every aspect of the process so what I'm going to do is I'm going to go through click up and then in the top right hand corner I'm going to click automations and then I'm going click add an Automation and then what I want as a trigger is when a custom field changes right here and the field that I'm looking at specifically is called stage and when it changes to interview one what I want to do is as a trigger I want to go down and then I want to call a web hook and then I need to get my web hook URL so I'll say hiring sales hiring stage equals interview one that'll be the name of my web hook then I'll copy this address to my clipboard paste this here now every time the stage changes interview one I'm going to be sending a request and so I want to test this first I'm just click run and then I'm going to change this Nix let's just change this name before it kill ah actually no I'm not going to change this name okay let's just delete this nixar first so we don't have like a million ones in interview one and then why don't we change this to interview one see what happens so I just changed it to interview one uh you'll see that clickup is really fast with this so I've already received the web hook and let's take a look at this payload it's huge there's the ID there's the name of the record the status um I go to in a custom Fields you'll see every field that I have is also listed here you will notice though that it's a little Annoying In so far that um uh this stuff is like if I wanted to access a specific field I couldn't do it simply I'd have to like go into an array indexing thing and then I'd have to or I'd have to like try and map um the custom field with the ID equals to this and so what I usually like to do in stages in setups like this is I like to get the ID from the web hook and then I like to go back and then call click up again and this is just another simple two-step design pattern where um you'll just essentially just always have easily accessible and easily maintainable info so I'm just going to test this again by moving the first record back to reviewed and then I'll move it back to interview one um sometimes clickup doesn't get this instantly uh because it's a little bit laggy but it looks like it did in this case and you'll see how we received the ID and then in the second module we fed the ID into the clickup get a task module and now if we go down to custom Fields you have basically a very easily accessible named list with stage first name first okay it looks like I have two Fields called first which is sort of weird but just ignore that um candidate email candidate phone sold High ticket all that stuff so that's that now what

are we going to do with this well what we want is when the state changes we want to get all the contact information here and then we want to send out an email and we want the email to include uh link to the calendar so let's just do send an email we're going to send it from is just info it's always good to get in the habit of doing the email address we are going to send from or to is going to be the candidate email here and then it's going to be congratulations we'd like to host to have you for an interview and let's do congratulations first name really give them that nice automated sexy experience you know and little stuff like this um will really impress a lot of hires because most companies have just the most atro I hiring practices ever our team loved your video and the rest of your application we'd love to extend an invitation to learn a little more about you over a call if this is still something you're interested in please book a meeting with our manager let's just say Nick using this link um I'm just going to grab like a random cal. com link here and then since this is HTML I can use tags one tag that I'm going to use is the a tag which is a link tag and I basically you paste in a link here and then whatever you do after this closing tag is like the text that will be highlighted with the link um so let's do okay that's that looks pretty good to me um we don't need any attachments or anything like that we're not going to save the message after sending what I'm going to do is I'm just going to test this

this puppy so let me save this I'm going to click run and then what I'm going to do is pretend that I loved Nick's application so much that I am now extending him an interview request so I just moved into interview one we got the web hook we got the clickup information and then it says here we sent the email which is nice I'm going to go and log on to my email which is somewhere here and just see if I got it yes looks like it congratulations Nick we'd like to have you for an Nick our team loved your video and the rest of your application we'd love to extend invitation to learn a little bit more about you over a call if this still something you're interested in please book a meeting with our manager Nick using this link here's a link we look forward to meeting you let us know if you have any questions thanks best wishes the one second copy team quite nice quite sexy um and now we have at least some automated way of contacting a client simply by changing you know a stage from uh one to another now one thing that I like to do here and one thing that this is like the most nerdiest and like the best practices that I'll ever do um I like to add an update to a task every time I send an email to some um I think it's called a task comment here yeah so the reason why is I just want the hiring manager to see that there was some history of communication between our company and the prospect effect so that again if there's ever like any accountability issues or we need to like look back in time and see what's going on uh we'll just see like a like an update having been added to that record and so what I'm going to do is I'm going to go grab the task ID now a good design pattern to get in the habit of doing is always use the same trigger for our uh same module if you're using IDs or mapping anything like that um just tends to help and then what I'm going to do is I'm just going to paste in the um body of the message the same thing that I pasted in here so sort of annoying but I basically have to just copy and paste this again and you can get around copying and pasting the exact same message by um we could have like another module here and we could call it email we'll just say and we'll just call this email HTML and maybe I could just paste all this stuff in here um this around basically if you ever find yourself reusing the same um the same variable over and over again it's better just to pull from a module that's what I'm going to do here then the task commment I'm going to post just going to be the same HTML and that way if I ever want to change the next two modules I all I do is I change this so I'm going to save that and then we'll test this one final time uh for sanity so move this back to reviewed now this is here and then I'll go to interview one this is waiting just uh received it okay great we got the task okay great we set the email body here okay great looks like we sent an email awesome and then we posted a task comment awesome if we go over here now and we click on the body of this you'll see that uh it's pasted in the email uh clickup and Gmail both have slightly different email formatting rules so this HTML is actually being displayed directly in the message obviously we could fix that if we wanted we could just replace all BRS with new lines or something like that I'm not going to worry too much about it uh basically this is like now the single source of Truth saying we sent them this exact email and anybody that looks at this later will know that they've you know received that request now we can add a couple of other automations here we could for instance have something that scans through all open tasks once a day and it could check to see how long they've been in interview one for um so you could have like another stage here called like date move to stage and then you could use a clickup automation that looks to see what was the date that they were initially moved to interview one let's say it's February the 24th and then what you calculate the distance between February the 24th and the current day and you could say okay this person's been in the stage for8 days now but they're still an interview when they haven't really moved forward with the process what you can do is every day scan through all of your open applicants here automatically maybe using 10 Ops a day or something totally worth it and then if that value is greater than 10 send a follow-up email being like hey just double checking it to see if you're still interested in this if not we're going to resend our invitation you can do something like that extremely easily uh but I'm not going to get into that because I think that's sort of just like same level stuff that you guys already understand instinctively okay great so that's

interview one now what we're going to do is I'm just going to copy this exact same flow so just copy all those modules do this for clickup stage interviewing three um and the really cool part about make. com is you can just copy all the modules open up a new one and then paste them in and so um I think send email inviting to interview stage I think I wrote my title as something like this what you will have to do is you'll have to create a new web hook so we'll do um we'll do interview two here now I'm going to go back here and then create that same automation just by duplicating it in the current location and then instead of stage or interview one we'll do interview2 and then the address that we're going to use for this is here this is about how fast I'd develop it in real life if I were you know not just showing you all so um we'll give that a try the hook already has a scenario assigned oh I must be using the same web hook what don't we say uh it might be one of these other web hooks actually now that I'm thinking about it let me just make sure that we can run this I'm going to go back to interview one chug this out to interview to see what happens awesome we received the payload that looks good now what we're going to do is get the payload ID again set the email HTML um I just make sure that everything's good here yeah should be fine hi blank thanks so much for the great interview our team it was great getting to know you let's do we'd like to invite you in for our final interview assuming after this assuming you're accepted you'll receive a job offer and be invited to work directly with us please book using this link maybe now we're meeting with the CEO so we'll say Peter's calendar we look forward to learning more about you let us know if you have any questions thanks awesome that looks good um and then because we use the same email HTML here we should get to go so I'm going to rock this back to interview one you'll see nothing has changed here because this is only monitoring interview 2 uh now we're going to go and pull the interview 2 HTML and we should have now both like an updated log of all the comms oops wrong one of both of these yep and we also if I check my email now we'll have both emails sent so again the first one that we sent was this up here and the second one that we sent is this down here you can see how you can build out you know arbitrarily complex and automated flows using a method like this which is cool um of course you do the same thing with the hiring package you could set a web hook here uh when somebody's hired you could automatically send them over all the stuff that they need in order to be hired so maybe you could send over like a job offer an agreement automatically whether they have to sign and send back to you could do all sorts of things but from a bird's eye view this is more or less what it looks like um one final thing that I'm just going to touch on and I'm not going to build is a lot of people um that watch one of my previous videos are probably wondering can you update the stage or status of the client of the candidate using like a cal. com uh booking Trigger or can you like get a web Hook when somebody books using that calendar link and use that to update or add a comment or something you totally can um cal. com and cley and all these services offer web hooks that allow you to add another module sorry to add another scenario and then um use that scenario to automatically update this to maybe like maybe it's like interview one meeting request sent interview one meeting booked or something right they're slightly different um semantically but yeah you can make it essentially as complex as you want I'll be honest though um usually this is worth at least like a few minutes of somebody's day and so I don't always want to automate the hell out of everything too much because sometimes it doesn't really have functional utility if you consider the bottom line impact that a good hire can have on your company versus a bad hire you it's usually in the realm of like $50 to $100,000 a year uh and so to me when I think about Roi $50 to $100,000 a year is worth having somebody spend at least a few minutes just doing some of the stuff manually just in case there are any errors with the automation or anything like that so always keep that in mind that is it for our video on setting up a hiring pipeline again this is the exact same sort of hiring pipeline that I use at my 7 figure agency and a ton of the companies that I work with now use at theirs this is how you can process between 50 to 100 applicants per day um and you know automate all the mundane routine boring like sending out emails updating requests logging information and that sort of thing hope you guys like the video if you guys have any comments you'd like to leave feel free to do so down below everyone helps like subscribe and let me know what else you'd like to see in the rest of the course because we're actually starting to come up to the end of it um we still have like three or four left I think but we're actually working our way through which has been quite surprising any who thanks so much for watching have a great rest the day byebye