👥 Send weekly hiring manager reports with BreezyHR data to email

⚡ 18 views · 👥 HR & Recruitment

Description

Weekly hiring‑manager snapshot from Breezy HR to email (pipeline, next‑week interviews, stuck)

This workflow sends each hiring manager a single weekly email with an overview of their open roles: pipeline totals, a per‑position summary, interviews scheduled next week and stuck candidates (no movement ≥ 7 days). It queries Breezy HR using your API token, detects the HM via each position’s team (falling back to a simple map when unavailable), aggregates results and emails one digest per HM. The job runs Mondays at 07:30 Asia/Kolkata, includes a DRY_RUN preview and rate‑limits sends.

Who’s it for

Hiring managers who want a once‑a‑week snapshot instead of many separate updates.
Talent/recruiting teams using Breezy HR who need pipeline hygiene and next‑week readiness at a glance.
Ops partners who prefer a standardized email with HTML tables and a text fallback.

How it works

Cron (Mon 07:30 IST) triggers weekly.
Breezy → Positions: Fetch open positions (configurable).
Find HM: For each position, read the position team and look for a member with a “hiring manager” role; if none, use the fallback map.
Candidates per position: Fetch candidates, compute stage counts and mark stuck where last activity ≥ STUCK_AFTER_DAYS.
Events per position: Fetch events and keep those that look like interviews scheduled next calendar week.
Aggregate per position → Group by hiring manager → Build one HTML digest per HM.
DRY_RUN? If true, output a preview only; otherwise send emails with a small delay between each.

How to set up

Credentials in n8n
- HTTP Header Auth for Breezy HR: set Authorization: Bearer <YOUR_TOKEN> in a credential (don’t hardcode in the node).
- SMTP (Gmail) to send digests.
Open “Set: Config” (single place to edit)
- BREEZY_API_BASE = https://api.breezy.hr/v3
- COMPANY_ID = your Breezy company ID
- TIMEZONE = Asia/Kolkata
- INCLUDE_ONLY_OPEN = true (use STATE_FILTER = open)
- USE_BREEZY_HM_DETECTION = true
- HM_FALLBACK_MAP_JSON = e.g., { "Default": "hm@example.com", "Java TL": "javatl@company.com" }
- STUCK_AFTER_DAYS = 7
- INTERVIEW_EVENT_KEYWORDS_CSV = interview
- SMTP_FROM = sender address
- SUBJECT_TEMPLATE = Weekly HM snapshot {{range}} — {{positions_count}} roles, {{candidates_count}} candidates
- INTRO_TEMPLATE / OUTRO_TEMPLATE
- DRY_RUN = false (set true to preview)
- RATE_LIMIT_EMAIL_SECONDS = 5
Activate the workflow.

Requirements

Breezy HR API token with access to positions, teams, candidates and events.
SMTP (Gmail) account to send emails.
n8n (cloud or self‑hosted) with HTTP Header Auth and SMTP credentials.

How to customize

Schedule: Change Cron to your preferred day/time.
Scope: Set INCLUDE_ONLY_OPEN=false to include other position states.
Interview detection: Edit INTERVIEW_EVENT_KEYWORDS_CSV to match your account’s event labels.
Stuck threshold: Adjust STUCK_AFTER_DAYS (e.g., 10 or 14).
Templates: Update SUBJECT_TEMPLATE, INTRO_TEMPLATE, OUTRO_TEMPLATE.
Fallback mapping: Expand HM_FALLBACK_MAP_JSON for positions lacking team data.

Add‑ons

Slack delivery: Post a weekly summary to a channel or DM the HM alongside the email.
CSV attachments: Attach per‑HM CSV of positions/candidates for offline work.
Manager CC: CC a recruiting lead or HRBP for visibility on key roles.
Writeback: Log weekly metrics to Google Sheets for dashboards.
Custom windows: Use a different future window (e.g., interviews in the next 2 weeks).

Use Case Examples

Busy HMs who want one email showing where to focus for the coming week.
Recruiting Ops keeping tabs on pipeline health and stalled candidates.
Leadership reviews where weekly snapshots feed into Monday stand‑ups.

Common troubleshooting

Issue	Possible Cause	Solution
No emails sent	`DRY_RUN=true`	Set `DRY_RUN=false` to send.
Missing HM recipients	Team endpoint returned no “hiring manager” and fallback map not configured	Add position→email in `HM_FALLBACK_MAP_JSON` (or set a better default).
Interviews list is empty	Different event label in your Breezy account	Add your labels to `INTERVIEW_EVENT_KEYWORDS_CSV` (comma‑separated).
Stuck candidates not flagged	Threshold too high or activity timestamps missing	Lower `STUCK_AFTER_DAYS` or verify candidate activity data.
API errors	Bad token or insufficient scopes	Recreate the Breezy credential with a valid Bearer token.
Emails fail to send	SMTP auth/quota issues	Check SMTP credentials/from‑address permissions and provider limits.

Need Help?

If you’d like help tuning the interview filters, changing the grouping logic, or adding Slack/CSV writebacks, feel free to reach out our n8n experts at WeblineIndia. We’ll be happy to help you tailor this to your stack.

🔗 Nodes Used

Cron, Send Email, Function, HTTP Request

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup