Screen CVs for multiple roles with OpenRouter, Google Sheets, Gmail and Calendly

Description

This template automates the complete hiring pipeline for
digital agencies managing applications across multiple job
roles. When a candidate submits a Google Form with their
CV, the system scores it with AI against a role-specific
weighted job profile, lets HR decide in Google Sheets with
a single typed decision, sends a personalized email
automatically, and tracks the Calendly interview booking
in real time — all without leaving the tools you already use.

This template contains 3 linked workflows that must all
be active for the full pipeline to run.

How it works

Workflow 1 — CV Screening Pipeline

Triggers when a new row is added to the Google Form
responses sheet
Extracts the Google Drive file ID from the CV upload
URL, handling all three Drive URL formats automatically
Checks an n8n Data Table to block duplicate
applications by email — stops processing if the
candidate already exists
Routes the candidate to the correct job profile based
on their selected role using a Switch node
Each job profile (Set node) defines: required skills,
nice-to-have skills, minimum years of experience,
seniority thresholds (Junior / Mid / Senior), and
weighted scoring criteria (technical skills weight,
experience weight, nice-to-have weight)
All branches converge into a single Normalize Data
node that cleans Google Form field names into
standardized keys
CV is downloaded from Google Drive and extracted from
PDF to plain text
AI evaluates the CV using a dynamically built prompt
pulling all values from the job profile — no
hardcoded role logic in the AI node
Structured output parser returns: score (out of 10),
seniority level, recommendation (Interview / Maybe /
Reject), matched skills, missing skills,
nice-to-have matched, experience comment, red flags,
and a plain English summary
All results are written back to the same Google Sheet
row matched by the candidate's email address

Workflow 2 — HR Decision Email Sender

Watches the Google Sheet every minute for updates to
the HR_Decision column
An IF node confirms the decision is filled and
Email_Status is not already "Sent" — preventing
duplicate emails if the sheet is updated again
HR types exactly "Send Invite" or "Send Rejection"
in the HR_Decision column to trigger the correct path
Interview invitation email includes a pre-filled
Calendly booking link with the candidate's name and
email already populated as URL parameters
Rejection email delivers a warm, personalized message
referencing the role applied for
After sending, Email_Status is immediately updated
to "Sent" in the sheet

Workflow 3 — Calendly Interview Tracker

Listens for Calendly webhook events in real time:
invitee.created and invitee.canceled
On booking: extracts the interview start time,
formats it to your local timezone, and writes it to
the Interview_Time column matched by email
On cancellation: checks the rescheduled flag — if
true, stops and lets the new invitee.created event
handle the update; if false, writes "Meeting
canceled" to the sheet

How to use

Connect Google Sheets Trigger credential (OAuth2)
and point it to your Form Responses sheet
Connect Google Drive credential (OAuth2) — needs
read access to the folder where Google Forms
stores CV uploads
Connect OpenRouter credential — get a free API key
at openrouter.ai. Default model is set to a free
model for testing. Switch to a stronger model for
production
Connect Gmail credential (OAuth2) for sending
invitation and rejection emails
Connect Calendly credential (OAuth2)
In the Invitation Message node, replace
YOUR_CALENDLY_LINK with your actual Calendly
event URL
Add these columns manually to your Google Form
responses sheet: score, seniority, recommendation,
matched_skills, missing_skills, nice_to_have_matched,
experience_comment, red_flags, summary, HR_Decision,
Email_Status, Interview_Time
Create an n8n Data Table named CV Screening
with a single column: Email (string type)
Customize each Job Profile Set node with your
agency's actual role requirements, skill lists,
and scoring weights
Activate all three workflows

Requirements

Google Sheets** (OAuth2) — application tracking
and HR decision sheet
Google Drive** (OAuth2) — CV file storage and
download
Gmail** (OAuth2) — sending invitation and
rejection emails
OpenRouter** (API key) — AI model access for
CV evaluation
Calendly** (OAuth2) — interview booking and
cancellation tracking
n8n Data Table** — built-in n8n feature,
no external service needed

Notes & customization

To add a new job role:** add the role to your
Google Form dropdown, add a new condition to the
Route by Job Role Switch node, and duplicate any
existing Job Profile Set node with updated values
Scoring weights:** tech_weight, experience_weight,
and nice_to_have_weight in each Job Profile node
must add up to 100
HR_Decision values are case-sensitive:** type
Send Invite or Send Rejection exactly as written
Calendly email matching:** the candidate must
book using the same email they applied with — the
invitation link pre-fills this automatically so
this is handled in normal use
Free model limits:** OpenRouter free models
allow approximately 200 requests per day, which
is sufficient for most agency hiring volumes
📬 Contact Information
For Help and queries, contact

LinkedIn:** Salman Mehboob
Email:**[email protected]