(Aligned with UX/UI Flow & Screen Guide v2.6 and Recruiter Airtable UX)
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🌍 Core Principle
n8n acts as the automation brain — orchestrating the flow between: • Airtable → recruiter & candidate data entry • Supabase → database & client-facing API • Stripe → billing & subscriptions • DocuSign → contracts & signatures • GPT-4o (OpenAI) → parsing, scoring, and feedback intelligence
⚡ Goal: Zero-code synchronization. Recruiters focus on people, not tools.
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⚙️ System Overview
Airtable ↔ n8n ↔ Supabase ↔ Webflow/Wized front-end ↳ Stripe ↳ DocuSign ↳ OpenAI (GPT-4o)
Each arrow represents bidirectional syncs or trigger-based workflows.
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🧩 Core Workflows
1️⃣ Candidate Intake → Profile Creation
Trigger: new record in “Candidates” table (Airtable)
Flow 1. 🧠 n8n pulls CV + video link from Airtable form. 2. 🤖 GPT-4o parses CV → JSON (skills, roles, experience, seniority). 3. 📥 Supabase receives structured record + stores assets. 4. 🧾 TalentScore baseline added (from psychometrics + recruiter rating). 5. 📨 Notification sent to recruiter Slack: “Candidate processed.”
Result: Candidate instantly appears in client dashboard as blurred preview.
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2️⃣ Role Request → Shortlist Generation
Trigger: new “Role” record in Airtable or client submits form on website.
Flow 1. ⚙️ n8n fetches all available candidates from Supabase (status: 🟢). 2. 🧠 GPT-4o matches tech stack + English level + timezone. 3. 💡 Creates “Shortlist” records in Airtable + updates Supabase. 4. 📨 Recruiter Slack alert → “Shortlist ready for validation.” 5. 🖥️ Client sees candidates instantly on dashboard (“Instant Match”).
Fallback: If no match → trigger “48-hour notification” → recruiter Slack alert + candidates asked to confirm/update missing skills.
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3️⃣ Client Approval → MSA & Payment
Trigger: Client clicks “Accept Candidate.”
Flow 1. ✍️ n8n creates DocuSign envelope → MSA + SOW prefilled. 2. 💳 Waits for signed document → triggers Stripe checkout session. 3. 🧾 Once payment confirmed, n8n updates Supabase contract status = Active. 4. 📨 Confirmation email + onboarding checklist sent automatically.
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4️⃣ Renewal & Buyout Automation
Trigger: Stripe subscription renewal or “Buyout” button click.
Flow 1. ⏰ n8n watches subscription renewal webhook. 2. 🧾 For buyout → calculates fee (3× / 2× / 1×) via formula node. 3. ✍️ Auto-generates DocuSign agreement + Stripe link. 4. 📊 Updates Airtable + Supabase records for continuity tracking.
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5️⃣ Feedback Loop → AI Refinement
Trigger: recruiter or client submits feedback form.
Flow 1. 📥 n8n captures rating + feedback tags. 2. 🤖 GPT-4o clusters feedback (“Communication,” “Culture,” “Experience”). 3. 🧠 Updates TalentScore field in Supabase + Airtable. 4. 💬 Summary posted to Slack: “TalentScore updated to 92 ⭐.”
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6️⃣ Availability & Bench Updates
Trigger: candidate contract end date or recruiter mark as available.
Flow 1. 🧩 n8n detects contract ending within 7 days. 2. 🔄 Sets status → “Available Now.” 3. 🚀 Pushes profile back into Instant Match pool. 4. 📬 Slack ping to recruiter: “Reactivated talent now visible to clients.”
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🔐 Compliance & Logs • 📄 Every DocuSign event logged via webhook → Supabase “contracts_log.” • 💳 Stripe webhooks for invoice/payment status → “billing_log.” • 🧠 n8n keeps execution logs in “run history” for auditing.
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📊 KPI Automation
Every 12 hours, n8n pushes aggregated stats to Supabase: • Roles created • Shortlists sent • Candidates reused • Avg. time-to-hire • Conversion % (MSA → Hire)
Then Supabase syncs with Metabase dashboards (optional MVP+).
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🏁 MVP Deliverables Summary
✅ Airtable = data input & recruiter ops ✅ Supabase = backend of truth ✅ n8n = workflow brain ✅ DocuSign + Stripe = trust + money ✅ GPT-4o = parsing, scoring, and feedback loops