💼 Case study - How to Process 500 CVs in 1 Day

UPDATE: I made a video guide and template based on this case that you can find in Classroom - link to guide

2025 is shaping up to be the year of the solo entrepreneur. Why? Because with AI automations and agents, you can operate an entire company by yourself.

Let me show you how.

Last week, I worked on a real case that’s a perfect example of this. A client needed to hire for multiple positions for their clients but didn’t want to hire an HR team. Instead, they had:

1. A list of jobs with specific requirements.

2. A Gmail account receiving hundreds of CVs for these positions.

After just a few days, they had over 500 emails sitting in their inbox. Manually processing all of them would take a full week of non-stop work. So we built an AI automation system that handled everything in one day.

Here’s how we did it:

1️⃣ Email Processing:

Every 5 minutes, our automation fetched new emails. It downloaded attached CVs in PDF format. If the document was in a different format (like .doc or image-based PDFs), we sent a message asking the candidate to resend their CV as a single, readable PDF. For better parsing, we could have added LlamaParse, but the standard n8n node worked for this case.

2️⃣ Filtering Non-CVs:

If an email wasn’t a CV, the system marked it as read and left it in the inbox. No manual intervention needed.

3️⃣ Job Matching:

Each CV was automatically analyzed to find the best matching job. If no match was found, the email was marked as read, saving time on irrelevant applications.

4️⃣ Scoring Candidates:

Once a CV was matched to a job, we applied a custom scoring system tailored to the job requirements. Different positions required different scoring logic, so we built a separate AI-powered scenario for this step.

5️⃣ Personalized Feedback:

• If a candidate didn’t meet the required score, the system generated a personalized rejection email, including constructive feedback and highlighting their strengths.

• If the candidate passed, we generated a personalized invitation to book a call via Calendly.

✅ The Result?

• All 500 CVs were processed in a single day.

• The system continues to process around 50 CVs per day automatically.

• With a 10% approval rate, the client now has daily calls with top candidates, saving time while focusing on the best matches.

👉 If you like this format - please leave a comment and I will share more business automation case studies.

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