Ashby — HR Workflow Guide

This guide is for recruiters and hiring managers using SIA with Ashby. Once connected, SIA automatically syncs your open jobs and candidate applications so you can run AI-powered matching, prescreening, and interviews without leaving your existing workflow. Results come back into Ashby as notes on the candidate and as movement through your interview stages — nobody on your team has to re-type, re-upload, or switch between two systems.

SIA checks your Ashby account every 15 minutes and pulls in every open job automatically — there's no manual job creation needed on your end. For each job it finds, SIA sets up three things automatically:

• Job details — the role, description, and requirements come across as-is from Ashby
• A default resume matching strategy — a starting set of criteria to score applicants against, based on the job itself, so scoring can begin right away
• Workflow activation — if the job already has a SIA user assigned, it goes live immediately and starts evaluating applicants

If a job doesn't yet have a SIA user assigned, it's held in Draft rather than going live. Nothing is evaluated or acted on until someone is assigned to own it.

As candidates move through your hiring workflow in SIA, their stage updates sync back to Ashby — keeping your candidate pipeline aligned across both systems. Instead of manually updating candidates in multiple places, your team can manage the workflow in SIA and the relevant stage changes reflect in Ashby automatically.

SIA works with whatever interview stages your organisation already has set up on a job's interview plan — there is nothing new to create just to make this work. When a candidate moves from one stage to another in SIA, the corresponding stage is updated in Ashby, keeping the candidate's journey consistent across both platforms.

If a stage ever doesn't sync the way you expect, that mapping is the first thing to check — reach out to the Senseloaf team at support@senseloaf.com and it'll get sorted.

Alongside jobs, SIA pulls in candidates from Ashby every 15 minutes for every active job, evaluates each one against that job's matching strategy, and ranks them by grade in the Candidate Listing — so your team opens a ready-sorted list rather than a raw pile of applications.

Whenever a candidate is shortlisted in SIA — whether your team does it manually or it happens automatically off a score — they are moved to the matching stage in Ashby and can be tagged to flag the outcome at a glance. The same happens when a candidate is disqualified.

Every SIA evaluation — resume matching, prescreening, or an interview — automatically flows back to the candidate's Ashby profile as a plain-text note containing the score, grade, summary, and a link to the full report. Your team never has to leave Ashby to see how someone did.

Ashby also supports candidate-level custom fields — if your organisation sets one up for the score, SIA can write the numeric value there too alongside the note, making it sortable on Ashby's own candidate views.

Your team can review the evaluation outcome directly from Ashby with key insights at a glance. When they want to go deeper, they can jump straight into the full evaluation report in SIA. This gives hiring teams the flexibility to review from Ashby when they need a quick decision, or open SIA when they want the full picture.

Once Ashby is connected, you can ask SIA about jobs, candidates, notes, and pipeline stages in plain language directly from SIA Chat. The prompts below are a starting point — explore more from directly within the SIA platform.

What can I do with my Ashby integration?

How many candidates are in each stage of the [Job Title] pipeline?

Add a note to [Applicant Name] from [Job Name] in Ashby: strong on system design, weak on SQL.

Which candidates moved stages today because their score changed?

SIA Chat isn't limited to Ashby. Since your other tools are connected to SIA too, you can act on the same candidates and jobs across Slack, Google Workspace, and email without leaving the conversation. Ask SIA to hand off a shortlist, a report, or a scheduling task to whichever tool your team actually works in — it'll route the request to the right connector automatically.

Post today's shortlisted candidates to our #hiring Slack channel.

Export this week's shortlist to a Google Sheet for the hiring manager.

Send an email invite to [Candidate Name] for the next interview round.

Schedule a screening call with [Candidate Name] on my calendar for next week

For everything else, writing jobs, configuring agents, activating workflows, screening candidates, and shortlisting, the process is the same as the standard Senseloaf setup. Refer to the articles below:

• Configuring resume matching → Create Matching Strategy
• Setting up prescreening → Configure Prescreening
• Setting up interviews → Plan AI Interview
• Automating candidate progression → Set Pipeline Automation
• Reviewing your candidate pipeline → Candidate Listing
• Shortlisting and disqualifying → Shortlist and Disqualify