Automations react to changes. A candidate moves to a new stage, a search changes status, a deal is won, and the automation runs its steps: it creates a task, adds a note, or emails someone.
This guide starts with how automations work and two common examples, then covers the safeguards for bulk changes and for changes made through the API, MCP or Zapier.
Every automation has two parts:
Each time the trigger happens, Stardex starts a run for that candidate, search or deal and works through the steps one by one. You can see every run, and what each step did, in the automation's Runs tab.
During the Beta, only organization admins can create or change automations. Everyone else can see them, read-only.
| Trigger | Runs when | You can narrow it to |
|---|---|---|
| Candidate stage changed | A candidate moves to a stage on a search | One or more stages, or All rejection stages (including ones you add later) |
| Search status changed | A search moves to a new status | One status |
| New search created | A new search is created | Searches for one client |
| Deal status moved | A deal moves to a new status | One status |
Coming soon: Candidate added to a search, New applicant, Client contact status changed, and On a schedule.
| Step | What it does |
|---|---|
| Send email | Emails the candidate, the search owners, the client contacts, or the teammates and addresses you pick. Emails to candidates and client contacts are sent from a connected mailbox, so replies come back to that inbox. |
| Add note | Adds a note to the candidate. Candidate triggers only. |
| Create task | Creates a task for a teammate, the search owner or the deal owner, linked to the candidate, search or deal. |
| Delay | Waits minutes, hours or days before the next step. It can't be the last step. |
Coming soon: Agent, Slack message, and Enroll in campaign.
Emails, notes and tasks can include details from the record that started the run, such as the candidate's name, the search name or the stage. Click Insert data in a step to add one. Each trigger only offers the details it has: a "New search created" automation has no candidate, so it can't use the candidate's name.
Send a polite note two days after a candidate is rejected, from your own mailbox.