Case Study: Building an applicant approval process with No Code tools.

July 29, 2020

Andrew Davison

I run a Zapier agency called Luhhu, and one of our clients – Teacher Finder – is a small business that helps match people up with local language teachers. Over the course of several years, they’ve used Zapier to automate their processes, but one part - vetting new teachers applications for suitability - has always been a messy, done-by-hand process.

It’s not a particularly difficult process. Applicants fill out a form describing themselves, their qualifications, and their teaching methods. They also need to supply a photograph of themselves. That gets checked by a member of the team, and if they meet certain minimum requirements on experience and qualification, as well as having a well-written profile and professional-looking photograph - they are approved and go live on the website.

We recently discovered Human Lambdas and instantly realised that it was the key to streamlining the vetting process and merging it into their existing zap ecosystem.

For the curious, here is how we did it.

Create a workflow

The first thing you need to do, inside the Human Lambdas App, is to create your workflow.

Here you define the inputs - the data the person completing the task will see, along with the questions we need to answer as part of the vetting process, and finally a webhook URL for where the data will be sent.

In the workflow we’re building, we’ll include an applicant teacher’s profile text, name and photo and ask the person completing the task to approve both.

Create tasks via Zapier

With the workflow setup, we now need to create tasks. We do this in Zapier.

We’ve set up a zap that triggers on a new row in a Google Sheet - this is where new applicant data gets stored - and passes that data to a webhook step.

A webhook, in basic terms, is a way to send data from one app to another. In this case, we’ll send the applicant data from Zapier to Human Lambdas to create a new task.

It looks like this:

The format of the data section, as well as the other fields, are quite important to get right, otherwise, you’ll get an error when you try to run the zap. When building your workflow, you’ll be given the exact code to use.

When run, this zap will create a new task in Human Lambdas - yay! - and you’ll get an email about it.

Click through, and this is where the fun begins. On the Human Lambdas app, you’ll be shown the data you uploaded along with the questions that need to be answered.

Now, the final piece of the puzzle is setting up a zap to deal with what happens when a task has been completed.

Processing completed tasks with Zapier

Remember when we set up the workflow, we gave it a webhook URL? Well, in the same way, webhooks are a way for Zapier to send data to Human Lambdas, a webhook is also used for Human Lambdas to send data back to Zapier.

That webhook URL we provided during setup triggers another zap which triggers and receives all the data from the task.

We then add a filter step - this enables us to stop the zap from running if both the photo and profile text weren’t marked approved in Human Lambdas.

Finally, if all is approved, then the final step of the zap is to send ourselves an email.

And there you have it! Using Human Lambdas and Zapier we’ve created a basic process that streamlines our teacher onboarding process.