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Indeed job applications to a Trello hiring board

Applicant tracking automation turns each Indeed application into a card on a Trello board for that role. It acknowledges every applicant and reminds the hiring manager when cards are waiting, while every decision stays with a person.

An example of how the studio would build it. No live services are connected.

From an Indeed application to a card on the hiring board.

  1. Step 01

    Application received

    Indeed’s application email lands in a dedicated Gmail inbox and is labelled with the role it relates to.

  2. Step 02

    Details read

    Pick out the applicant’s name, contact details, the role and any CV or screening answers included.

  3. Step 03

    Card created

    Add a card to the ‘New’ list on the Trello hiring board, checking first that the applicant isn’t already there.

  4. Step 04

    Acknowledgement sent

    Send a short, approved message thanking the applicant and saying when they can expect to hear back.

  5. Step 05

    Reviews nudged

    Remind the hiring manager about cards that have waited too long, and draft a reply for any decision they make.

The result

Every applicant hears back and nobody slips through.

The workflow never rejects, scores or ranks anyone: every decision is made by a person. Each application is added once, and any message beyond the acknowledgement is drafted for a person to send.

Before we connect it.

Where this is useful

Useful for cafés, restaurants, shops and trades that hire a few times a year and handle applications from an overflowing inbox. A sensible first version covers one role at a time, creating cards and acknowledgements, before adding reminders and drafted replies.

What we need to connect

  1. 01A Gmail inbox that receives Indeed’s application emails, because Indeed’s application APIs are aimed at recruitment software partners.
  2. 02A Trello board with a list for each stage, and the people who should see applicants for each role.
  3. 03Approved wording for acknowledgements and replies, plus how long you keep applicant data under your privacy notice.

What needs careful handling

Indeed’s emails change format from time to time and don’t always include the full CV, so anything the workflow can’t read is passed to a person with a link back to Indeed. CVs hold personal data, so the board is private to the people hiring and cards are deleted when your retention period ends. The same person sometimes applies twice or for two roles, so cards are matched by email address and linked rather than duplicated.

Questions people ask.

Will it filter out unsuitable applicants?

No. Automatic rejection is easy to get wrong, and UK data protection law limits decisions made solely by automation, so every applicant is seen by a person. Indeed’s own screening questions can still help the hiring manager decide quickly.

Can it work with job boards other than Indeed?

Yes, if the board sends application emails or offers an export. Applications from your own website form can join the same board, so every role is managed in one place.

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