How to Access Stage Automation Settings
Stage automations are managed through the Aria panel, which appears on the right side of any candidate profile.
Open any candidate in the job you want to configure.
In the Aria panel on the right, click Aria settings (located in the top-right corner of the Aria panel).
A dropdown will appear showing Stage automation settings, listing any automations already configured and a + Set up stage automation option at the bottom.
Tip: The automations you configure here are saved to your account for that specific job and stage. They apply to all future candidates who move through those stages - not just the candidate you're currently viewing.
Setting Up a New Stage Automation
In the Stage automation settings dropdown, click + Set up stage automation.
A dialog will appear: "Set up Aria for the [Stage Name] stage"
First, select the stage you want to configure from the stage dropdown. You can set up automations for any stage in the job's interview pipeline - Application Review, Recruiter Screen, Virtual Onsite, and so on.
Choosing a Workflow Type
When setting up a new automation, you'll be asked how you'd like Aria to assist at that stage. The available options are:
Request self-scheduling from a candidate - Aria sends the candidate a self-schedule link so they can book a time directly based on pre-set scheduling preferences. Best for straightforward phone screens or hiring manager interviews where you use a calendar link.
Request availability and handoff scheduling - Aria sends an availability request to the candidate, then assigns scheduling to a coordinator or teammate. Best for panel or onsite stages where a coordinator handles the actual booking.
Request availability and assist me with scheduling - Aria sends an availability request and then helps you schedule the interviews yourself. Best when the recruiter wants to stay hands-on with scheduling.
Create a scheduling task only - Aria creates a scheduling task for the stage without sending anything to the candidate. Best when you want to route work to a coordinator before any candidate-facing communication happens.
Configure your workflow preferences
After selecting a workflow type, the automation canvas will open with a two-node workflow: "Candidate moves to [Stage] stage" connected to the action you selected (for example, "Send self-schedule request").
Use the right-hand settings panel to configure the automation:
Greenhouse interview - select the interview this automation applies to
Message template - choose the email template Aria will use
Send as - select whose name the message should come from
Cc - add anyone who should be copied
For availability-based workflows, additional fields let you configure task assignment and routing
When you're done, click Save changes.
Editing an Existing Automation
Open the Aria panel on any candidate in the same job.
Click Aria settings to open the Stage automation settings dropdown.
Click the row for the automation you want to edit (for example, "Request self-scheduling from a can... · Team Interviews").
The workflow canvas will open with the current settings loaded.
Update any settings in the right-hand panel - template, send-as, Greenhouse interview, etc.
Click Save changes when done.
Changing to a Different Workflow Type
If you initially set up the wrong type of automation for a stage - for example, you chose "Request self-scheduling" but actually need "Request availability and handoff scheduling" - you'll need to delete the existing automation and create a new one:
Follow the steps above to open the existing automation and delete it using the trash icon.
Return to the Stage automation settings dropdown and click + Set up stage automation.
Select the same stage and choose the correct workflow type this time.
Configure the settings and save.
How Automations Work Once Configured
Once saved, your stage automations are tied to your account for that job and stage. When a candidate is moved to a configured stage:
If you are in Copilot mode (the default), Aria will draft the action and show it to you for review before anything is sent. You can edit, approve, or discard it.
If you have switched to Autopilot mode, Aria will execute the action automatically with a short delay, giving you a window to pause or cancel if needed.