How HireData works

HireData connects the changes in your recruitment tools to repeatable workflows. The core flow is: Event → Automation → Run → Task Understanding these four parts makes it easier to build an automation and diagnose what happened afterward.

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Event: something changed

An event is a signal from a connected app. It contains the record and values available at the moment the change occurred. Examples include:

• A candidate was created
• An application or match changed stage
• A vacancy was updated
• A placement was completed
• A WhatsApp conversation ended

HireData stores incoming events so you can inspect their data and see which automations processed them. Learn more in Events.

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Automation: the rules you define

An automation describes when HireData should act and what it should do. It normally contains:

1. A trigger that selects the app, object, and event
2. Conditions or filters that decide whether the record should continue
3. Optional delays or branches
4. One or more tasks

An automation must be active before new matching events can start it. See Automations and Test your automations.

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Run: one execution of an automation

A run is created when one event enters one automation. It records the exact path that event followed through the workflow. A run shows:

• The trigger and event that started it
• Which conditions passed or failed
• Delays and branches
• Every task that completed, stopped, or was cancelled
• The fields used or created by each step

Use Runs when you need to understand why a workflow produced a particular result.

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Task: one action inside a run

A task is an action performed by an automation. Examples include:

• Send an email or WhatsApp message
• Send a form or survey
• Update a field in an ATS
• Create an activity or scheduled recruiter task
• Send an HTTP request to another system

Completed and cancelled actions are also available in Task history.

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Example: follow up after a placement

Suppose a match changes to Placed in your ATS:

1. The ATS sends a match-updated event to HireData.
2. An active placement-follow-up automation checks whether the stage is Placed.
3. HireData creates a run for that event.
4. The run waits seven days, then executes a task that sends the candidate a survey.
5. The event, run, and task result remain available in the logs.

Each new matching event creates its own run, so multiple candidates can move through the same automation independently.

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Where to inspect each part

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When something does not run

Start at the beginning of the flow:

1. Confirm that the event arrived.
2. Confirm that the automation was active and its trigger matched.
3. Open the run, if one was created.
4. Inspect the first step that stopped or was cancelled.
5. Correct the configuration and test with a new event or a carefully reviewed replay.

For the complete diagnostic flow, see Why didn’t my automation run?.