Interview prep tips
The moment a submission reaches interview stage, automatically send the candidate a preparation email with practical tips and a recruiter notification confirming the send.
How it runs
What you'll need
- The submission status value your ATS uses when an interview is scheduled; the default is Interviewing, but the exact label varies by account
- A candidate email address on each submission record (submissions without an email address will not receive the prep email)
- An interview prep email template, or you will create one using the sample below as a starting point
Build it
- 1
Create a submission-based standard automation
In the Automations tab, click + Add Automation and select Blank Automation. Choose Submission as the entity type and select Standard. Give the automation a name and save.
- 2
Build an Always Updated list
Set the list to Always Updated. Add condition: Submission Status equals your interview status value (commonly Interviewing). Use the exact label configured in your ATS, not the default, if your account uses a custom value. Always Updated means the automation fires each time a new submission reaches this status, and records exit the list automatically if the status changes.
- 3
Add a Send Email step
Select your interview prep email template. Use merge tags to personalize the message: %FIRSTNAME% for the candidate's first name, %JOBTITLE% for the role, and %CLIENTNAME% for the hiring company. The prep content itself can remain generic and still add value even when merge tag data is not available for every submission.
- 4
Add a Send Notification step
Route a brief notification to the Submission Owner confirming that the prep email has been sent. Include the candidate's name and the job title. This closes the loop for the recruiter without requiring them to check manually, and gives them a cue to follow up with any additional guidance before the interview.
- 5
Save and activate
Test with a single submission before activating at scale. Move a test submission to the interview status and confirm that the candidate receives the prep email and the recruiter receives the notification. Once active, this automation runs automatically for every new submission that reaches the interview stage with no manual intervention required.
Requires an appointment in the ATS
This automation triggers when the submission status changes to Interviewing. For the trigger to fire reliably, your team should schedule interviews by creating an appointment in the ATS — not by updating the status manually without an appointment. In Bullhorn ATS, there is a toggle that allows a status change without creating a meeting; when used this way, the meeting is not tied to the submission and the interview is not properly tracked. Ask your Bullhorn administrator to confirm how your team is scheduling interviews before activating this automation.
A set-and-forget automation
Once this automation is active, it requires no ongoing management. Every submission that reaches the interview stage receives the prep email automatically. If your ATS uses multiple status values for different interview rounds (for example, First Interview, Second Interview), you can build separate automations for each or add them as additional conditions in the same list. Check with your administrator if you are unsure which status values are configured in your account.
Sample interview prep email
There are two common approaches to prep email content. The first uses merge tags to pull in the job title and client name from the submission record, making the email feel specific to that interview. The second keeps content generic and focuses on universal interview advice, which works well when merge tag data may be incomplete or when your agency serves a wide range of roles. Some agencies send both: a brief specific message with the role details followed by a general tips email. Choose the approach that fits your team's workflow and the consistency of your ATS data.
Option 1: Role-specific (uses merge tags)
Subject: Your interview is coming up: here is how to prepare
Hi [First Name],
Great news: you have an interview lined up for the [Job Title] role at [Client Name]. We are rooting for you, and we want to make sure you feel as prepared as possible.
Before the interview
- Research the company. Know their products or services, their mission, and any recent news.
- Review the job description. Be ready to speak to how your experience matches what they are looking for.
- Prepare two or three thoughtful questions to ask the interviewer. It shows genuine interest in the role.
On the day
- Arrive a few minutes early, whether you are attending in person or joining by video.
- Dress appropriately for the role and the company culture. If you are unsure, it is always safer to dress up.
- Bring a printed copy of your resume if you are meeting in person.
After the interview
- Let your recruiter know how it went as soon as you can. We will be in touch with feedback as soon as we have it.
- A brief thank-you note to the interviewer within 24 hours is always a good move.
You have prepared for this. Good luck, and let us know if you have any questions before you go in.
[Recruiter Name]
[Agency Name]
Option 2: Generic (no merge tags required)
Subject: Your interview is coming up: a few things to help you prepare
Hi [First Name],
Congratulations on reaching the interview stage. We wanted to share a few tips to help you feel confident and prepared going in.
Before the interview
- Research the company: their products or services, recent news, and culture.
- Re-read the job description and think about how your experience applies.
- Prepare a couple of thoughtful questions to ask at the end of the interview.
On the day
- Arrive a few minutes early, whether in person or by video.
- Dress appropriately for the role. When in doubt, it is better to overdress.
After the interview
- Let your recruiter know how it went. We will follow up with feedback as soon as we have it.
Good luck — we are rooting for you.
[Recruiter Name]
[Agency Name]
How to measure it
These metrics help you track whether interview prep support is improving candidate outcomes:
- Email open rate: the percentage of candidates who open the prep email. A high open rate confirms the subject line and send timing are working. A low rate may mean the email arrives too late or too close to the interview date.
- Interview-to-placement conversion rate: the percentage of candidates who receive a prep email and go on to receive an offer and placement. Track this over time to understand whether consistent prep support correlates with better outcomes.
- Candidate feedback: ask candidates during post-placement surveys whether they found the prep email useful. This qualitative signal helps you refine the content over time without waiting for conversion data.
- Automation volume: how many prep emails the automation sends each week. A spike in volume reflects increased interview activity across your team and can serve as a leading indicator of placement activity in the coming weeks.