Asana + Custom Automation
Rubicon Yacht Operations Workflow System
Project Overview
A recruitment company needed a streamlined system to manage candidate progress through their hiring stages. The team wanted real-time visibility across platforms and fewer manual tasks. I designed a system using Workable, Zapier, and HubSpot, with planned Slack integration, to automate stage-based updates, improve communication, and sync candidate data.
Goals & Objectives
Build a lightweight but powerful automaton system that help reduce manual work
Trigger real-time Zaps based on Workable candidate stage changes.
Automatically sync candidates to HubSpot deals at specific stages.
Set up Slack notifications for internal team updates.
Eliminate delays caused by manual updates across tools.
Project Breakdown / Process
The project was handled and completed by the following processes;
1
Zapier Trigger from Workable
Set up triggers for when candidates are moved to stages like Client Interview or Offer Sent.
Resolved issues with Zapier test mode pulling stale data.
Validated Zapier using live candidates for real-time accuracy
2
HubSpot Deal Sync
Designed Zapier logic to create or update HubSpot deals using candidate and job data.
Handled deal lookups and conditional logic for existing records.
Ensured deals contain proper mapping of job titles, candidate names, and stage info.
3
Slack Integration
Slack bot will send updates when candidates move to key stages.
Messages include candidate name, job position, and stage timestamp.
Designed for visibility by team members like Adex and Aiden.
Challenges & Fixes
Issue:
Zapier test mode repeatedly returned old candidate records.
Fix:
Published the Zap, then validated using live actions from Workable — Zap began triggering correctly.
Issue:
HubSpot step failed due to missing deal match.
Fix:
Planned conditional logic and clearer fallback rules to handle “deal not found” scenarios.
Results
Successful real-time triggering of Zaps when candidates change stages.
Live data syncing between Workable and HubSpot (90%+ accuracy).
Increased transparency in recruitment flow with automated Slack notifications (in development).
Saved hours of weekly manual updates and status checks.
Screenshots
Conclusion
This project shows that even small automation systems can have a powerful effect on recruitment efficiency. By integrating Workable with Zapier and syncing to CRMs and communication tools like HubSpot and Slack, BridgeHire gained better data flow, improved collaboration, and faster decision-making with less manual effort.
Project Information
Clients: Rubicon3
Category: Automation
Services: Automation between workable to hubspot and workable to slack
Technologies Used: Zapier, Workable, Slack
Duration: < 1 Weeks
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