Keep Ashby stages current after confirmed next steps
When a sent message clearly confirms a hiring milestone, update the application stage so the pipeline reflects the decision already made.
Trigger
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Action
Change Application Stage
Move an application to a different interview stage in the hiring pipeline. Use this to: - Advance candidates to the next interview stage (e.g., from "Application Review" to "First Round") - Move candidates to any stage within their job's interview plan (forward or backward) - Archive applications by moving to an Archived stage (requires archiveReasonId) - Move to Offer or Hired stages when progressing candidates Important: The interview stage must belong to the same interview plan as the application's job. Use LIST_INTERVIEW_STAGES with the application's job interview plan ID to get valid stage options.
Why this helps
Hiring stages become unreliable when confirmed decisions in email are not reflected promptly in the ATS.
- Keep application stages aligned with confirmed recruiting decisions.
- Reduce manual pipeline updates after candidate communication.
- Avoid changing a stage based on tentative language.
Setup
Build it in a few focused steps.
- 1Connect Gmail and Ashby once in the Notis portal.
- 2Create an automation from Automations, New Automation, and give it a name.
- 3Describe in one instruction the exact confirmed milestone and matching Ashby stage that should be applied.
- 4Pick Email Sent as the trigger and choose where run reports should go.
- 5Test with one real sent message and verify the application stage.
Questions about this workflow
Can it infer any stage from an email?
Set explicit milestones and stage names in your instruction. Ask Notis to skip messages that are tentative or unclear.
What if a candidate has multiple applications?
Tell Notis how to identify the relevant job and application. If it cannot distinguish them, it should report the ambiguity.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Ashby. A trigger fires from one place; an action lands in another.
Gmail triggers
Ashby actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add Candidate to Project
Add a candidate to a project in Ashby. Projects are sourcing initiatives or recruiting campaigns used to organize and track candidate pipelines. Use this to associate candidates with specific sourcing efforts. Common use cases: - Adding sourced candidates to recruiting campaigns - Organizing candidates by sourcing channel or initiative - Tracking candidates in specific hiring projects Requires candidatesWrite permission. Returns the updated candidate object on success, or error details if the candidate or project is not found.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Add Candidate Tag
Add a tag to a candidate in Ashby. Use this to categorize and organize candidates with existing tags from the system. This action allows you to apply labels/tags to candidates for filtering, searching, and organizational purposes. Tags must already exist in the system - use LIST_CANDIDATE_TAGS to view available tags or CREATE_CANDIDATE_TAG to create new ones. The response includes the full updated candidate object when successful, showing the newly added tag in the candidate's tags array. If a candidate already has the tag, the operation will still succeed idempotently.
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
Add Hiring Team Member
Add an Ashby user to a hiring team at the application, job, or opening level. Use this when you need to assign a team member to participate in the hiring process with a specific role. Requires the organizationWrite permission.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Add User to Interviewer Pool
Add a user to an interviewer pool. Use this to assign interviewers to interview pools for scheduling and coordination. Requires the hiringProcessMetadataWrite permission.
Add Opening Job
Adds a job to an opening (job requisition) in Ashby ATS. An opening represents a position to be filled, while a job defines the role details. This action associates an existing job with an existing opening, allowing multiple jobs to be linked to a single opening. Use this when you need to add job definitions to an opening or when creating multi-role requisitions. Requires the jobsWrite permission. On success, returns the updated opening with the job added to its jobIds array. On failure, returns error details with specific error codes.
Add Opening Location
Tool to add a location to an opening (job requisition). Use when you need to associate a location with an existing opening. Requires the jobsWrite permission.
Anonymize Candidate
Anonymize a candidate by removing personally identifiable information. Use this when you need to permanently anonymize a candidate's data. This action cannot be reversed and requires all of the candidate's applications to be in the archived or hired state.
Approve Offer
Approve an offer or a specific approval step within an offer's approval process. This action supports two modes: - Complete offer approval: Provide only offerId to approve the entire offer - Step-specific approval: Provide offerId, approvalStepId, and userId to approve a specific step When approving a specific step, both approvalStepId and userId are required together. Requires the 'offersWrite' permission.
Connect any two apps with Notis in the middle.
Gmail and Ashby, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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