Unified Automations

Save time. Stay consistent. Create a better employee experience.

Team Engine’s Unified Automations help you manage every stage of the employee lifecycle — from first application to work anniversaries and beyond — all in one place.

With a single, unified timeline, you get full visibility into hiring and employee milestones while automating repetitive communication along the way. That means fewer manual tasks for your team and a more consistent, professional experience for applicants and employees. 🙌

🚀 Hiring Automations

Team Engine automatically triggers messages as candidates move through your hiring stages — helping you respond faster, reduce no-shows, and keep applicants engaged.

What You Can Automate:

✅ Outreach when marking a candidate as Interested
✅ Interview confirmations and reminders
✅ Follow-ups to unresponsive candidates
✅ Re-engagement messages for promising applicants

Example Hiring Flow:

You mark a candidate as Interested.
Team Engine automatically messages them to schedule an interview.
Once they respond, you click Schedule Interview, select the date/time, and optionally sync with your external calendar.
Automated reminders are sent 24 hours and 2 hours before the interview.
If a candidate doesn’t respond, follow-ups are sent at 24 and 48 hours to keep them engaged.

All confirmed interviews appear in the In Progress tab and on your Team Engine calendar for easy tracking.

⏰ Message Timing & Time Zones

Messages are sent between 8:00 AM – 6:00 PM based on the job’s time zone.
If no time zone is set, the system defaults to Central Time.
Application confirmations send immediately after submission.
Interview reminders send exactly 24 and 2 hours before the interview time.

You can customize timing, delays, and even override the default sending window if needed.

✏️ Editing Hiring Automations

To customize messages:

Go to the Automations tab within a job.
Click Edit on any automation.
Update the message and save.

Best Practice:

Keep messages short, friendly, and personal. Use your name and company name to make it feel human — not robotic. A simple “Hi, this is Sarah from ABC Plumbing…” makes a big difference. 😊

You can also:

Add new automations to any hiring phase using + Add Automation
Customize automations at the job level (great for roles that require different messaging)

🤝 Automated Employee Referrals

Team Engine can automatically leverage your employees’ networks through a built-in referral program.

Instead of manually reminding staff about referrals, the system:

Sends automated referral invitations
Tracks participation
Helps expand your reach to qualified candidates

This keeps your referral program running consistently without extra admin work.

👥 Employee Automations

Automation doesn’t stop at hiring. Once a candidate is marked as Started, communication continues through your employee phone number.

To activate employee automations, make sure your Employee Directory is set up with:

Start dates
Birthdates
Groups (if applicable)

🔔 Types of Employee Automation Actions

1️⃣ Send Message

Send a text or email for:

Welcome messages
PTO eligibility updates
Work anniversaries
Birthday greetings 🎉

You can adjust the exact send time using Advanced Settings.

2️⃣ Surveys

Collect structured feedback (e.g., 30-day onboarding survey).

Survey responses are organized on your Survey page, making it easy to track trends and insights over time.

3️⃣ Alerts to Team Members

Send automated email alerts to supervisors, HR, or office staff when action is required.

Examples:

90-day benefits eligibility reminder
6-month performance check-in
Work anniversary reminder for supervisors

No more calendar tracking or manual reminders.

📅 Pre-Scheduled & Annual Messages

Automations can be scheduled:

Before a Start Date
Before a Birthday
Annually (great for recurring milestones)

To send a message before a date:

Select “Before” in the dropdown
Use Additional Settings to check “Send Annually”

Perfect for preparing cards, gifts, or onboarding materials ahead of time.

🛠 Setting Up Employee Milestones

Team Engine includes starter milestones such as:

Welcome message (first few days)
30-day onboarding survey
Benefits eligibility notification (e.g., 90 days)
Annual work anniversary message

You can fully customize these (for example, changing probation from 90 days to 60 days).

You can also:

Create new milestones
Copy existing automations using the three-dot menu
Target specific groups (full-time, part-time, field staff, etc.)

Group-based automations are especially helpful when eligibility or messaging differs by role or location.

❓ Frequently Asked Questions

If I add an employee who started in the past, what happens?

They will only receive automations moving forward.

Example: If added at day 35, they will not receive the 30-day survey.

When should I add additional automations?

Adding a 72-hour reminder before a start date
Sending a phone interview confirmation message
Adding extra onboarding instructions
Providing next steps after offer acceptance

Can I change when a message sends?

Yes. You can adjust delays and timing to better fit your workflow — for example:

Sending interest confirmation 3 hours after application instead of 1
Sending immediately regardless of day of week

Can hiring automations differ by job?

Yes. While you can set organization-wide defaults, individual jobs can have customized automations when needed.

🌟 Why Unified Automations Matter

By automating your hiring and employee milestones, you:

Reduce repetitive administrative work
Respond faster to candidates
Improve applicant engagement
Deliver consistent communication
Never miss important employee milestones

With Unified Automations, you can spend less time managing processes — and more time building great teams.