Overview

A recruitment rule decides how someone gets onto your opportunity: a form, an approval request, or instant registration. Automations let the same rule do more for each user it lets in, such as tagging their profile, adding them to a site, approving them on related opportunities or starting them on an onboarding sequence. They are optional and tucked inside the rule, so a simple workflow stays simple.

1. What can a rule automation do?

Each automation does one of the following:

• Assign profile tags. Adds the tags you choose to the user's profile.
• Assign sites. Adds the user to the sites you choose.
• Assign the sites linked to this opportunity. Adds the user to every site linked to this opportunity or to its category. You do not pick the sites, Vome looks them up when the automation runs.
• Assign opportunities. Approves the user on the other opportunities you choose.
• Assign every opportunity in this category. Approves the user on every other published opportunity in the same category.
• Assign sequences. Starts the user on the sequences you choose.
• Add to groups. Makes the user an active member of the groups you choose.
• Add to the database. Creates the user's profile in your database if they do not have one yet.

A rule can carry as many automations as you need, and each one has its own On/Off switch.

2. How do I add an automation to a rule?

1. Open the opportunity and go to its Recruitment tab.
2. Click the rule you want to change, or click Add Rule to create a new one.
3. Below What happens when this rule matches, find the Automations section. It is marked Optional.
4. Click Add an automation and choose what it should do.
5. Under Choose which ones, pick the tags, sites, opportunities, sequences or groups. The automations that look up their own targets (linked sites, the whole category, the database) skip this step.
6. Click Save.

Once saved, the rule's card in the workflow shows how many automations it has.

3. When do the automations run?

It depends on the action the rule takes:

• Auto-approve opportunity and Form + auto-approve: as soon as the user is registered.
• Request approval and Form + request approval: when an admin approves the user, by default.
• Submit a Vome form: when the user submits the form.

Rules that need approval wait for it. On a rule that requests approval, each automation has a Run when setting. Leave it on The user is approved so nothing is assigned to someone you later decline, or choose The user applies for things that should happen straight away, such as an "Applied" profile tag. Approving from any screen counts, including the opportunity dashboard and assigning a shift.

4. Can every rule have automations?

No. The Automations section is hidden on rules set to Redirect to external URL or Not eligible, because those rules never let anyone in. Every other action supports them.

5. What is the difference between "Assign sites" and "Assign the sites linked to this opportunity"?

Assign sites always adds the same sites, the ones you picked. Assign the sites linked to this opportunity follows the opportunity instead: it uses whatever sites are linked to the opportunity or its category at the moment it runs. If you link a new site later, users approved after that are added to it too.

Assign every opportunity in this category works the same way. It reads the category when it runs, and it only includes published opportunities, so drafts are never assigned.

One rule, many opportunities. Because these two automations adapt to each opportunity, you can build the rule once and roll it out with the bulk Edit recruitment workflow action. Every opportunity then assigns its own sites and its own category.

6. What happens if the user already has the tag, site or opportunity?

Nothing changes. Automations only add what is missing and never overrule a decision your team already made:

• A user who was declined or removed from an opportunity stays that way.
• A pending application on another opportunity stays pending for a coordinator to review.
• A user who was removed from a group is not added back. An open invitation or join request is completed.

When an automation approves a user on another opportunity, it also adds them to your database, so they never end up approved but missing from it.

7. Do automations carry over when I duplicate an opportunity or bulk update workflows?

Yes. Automations are part of the rule, so they travel with it everywhere a rule goes:

• Duplicate opportunity copies every rule with its automations.
• The bulk Edit recruitment workflow action applies the rules and their automations to every selected opportunity.
• Rules added in the opportunity import come across with their automations.

8. Who gets notified?

The people who already hear about automatic assignments: the coordinators and watchers of an opportunity or sequence the user is added to, and the admins of a site the user is added to. The user is not sent a separate message for each automation.

9. What happens if I edit or switch off an automation later?

Users who are still waiting for approval get the automation as it is when they are approved, not as it was when they applied. If you switch an automation off or remove it before then, it does not run for them. Anything an automation already did stays in place.

10. Where can I see what an automation did?

The user's profile shows the tags, sites, opportunities, sequences and groups it added. On the Pro plan and up, the Activity log tab of the Automations page also lists each automation that ran, who it ran for and whether it succeeded or was skipped.

Summary

• Automations are an optional part of a recruitment rule, found under What happens when this rule matches.
• They can assign tags, sites, opportunities, sequences and groups, and add the user to your database.
• Auto-approve rules run them at registration, approval rules when the user is approved (or when they apply, if you choose), and form rules when the form is submitted.
• Linked sites and whole-category opportunities adapt to each opportunity.
• Existing decisions are never overruled, and everything carries over on duplicate, bulk update and import.