Automate Your Hiring Pipeline: Typeform + ClickUp + Make Integration Guide (2025)

Are you drowning in job applications? Spending hours manually creating tasks in ClickUp for every applicant? Losing track of promising candidates because they got buried in your inbox? If you're a startup founder, agency owner, or hiring manager struggling to scale your recruitment process, you're not alone—and there's a better way.

In this comprehensive guide, we'll show you how to build a fully automated hiring pipeline that turns every Typeform job application into a structured ClickUp task in under 5 seconds. No coding required, no manual data entry, and no candidates falling through the cracks.

What you'll learn:

• How to build an automated recruitment system using Typeform, ClickUp, and Make.com

• Step-by-step workflow breakdown with real implementation examples

• Cost analysis and ROI calculations for hiring automation

• Advanced customizations for screening, scoring, and team collaboration

• Common mistakes and how to avoid them

Table of Contents

1. The Hiring Chaos Problem

2. What This Workflow Does

3. Technology Stack Overview

4. Complete Workflow Breakdown

5. Implementation Guide

6. Real-World Use Cases

7. Cost & ROI Analysis

8. Advanced Customizations

9. Common Issues & Solutions

10. FAQ

<a name="the-problem"></a>The Hiring Chaos Problem

The Manual Hiring Nightmare

If you're hiring without automation, here's what your process probably looks like:

8:00 AM: Check email for new applications
8:15 AM: Open Typeform responses tab
8:20 AM: Copy applicant details (name, email, portfolio, rate, etc.)
8:25 AM: Create ClickUp task manually
8:30 AM: Paste all information into custom fields
8:35 AM: Assign task to hiring manager
8:40 AM: Add relevant tags
8:45 AM: Realize you forgot to add the start date
8:50 AM: Go back and update task
8:55 AM: Notice you spelled the applicant's name wrong
9:00 AM: Fix typo
9:05 AM: Move on to next applicant...

For just ONE applicant, you've spent 30+ minutes.

The Cost of Manual Hiring

Let's do the math:

Small Agency (20 applications/month):

• Time per application: 30 minutes

• Total time monthly: 10 hours

• Cost at $50/hour: $500/month wasted

• Annual waste: $6,000

Growing Startup (100 applications/month):

• Time per application: 30 minutes

• Total time monthly: 50 hours

• Cost at $50/hour: $2,500/month wasted

• Annual waste: $30,000

Scaling Company (500 applications/month):

• Time per application: 30 minutes

• Total time monthly: 250 hours

• Cost at $50/hour: $12,500/month wasted

• Annual waste: $150,000

Beyond Time: The Hidden Costs

Lost Candidates:

• 42% of candidates withdraw if they don't hear back within 1 week

• Manual processes average 2-3 weeks for first contact

• Result: You lose top talent to faster competitors

Team Frustration:

• Hiring managers can't see pipeline status in real-time

• Endless "Did we contact this person?" questions

• Duplicate work (multiple people creating same tasks)

Data Errors:

• Typos in names, emails, phone numbers

• Missing custom field data

• Inconsistent formatting across tasks

Scalability Impossible:

• Hiring 2x candidates? Need 2x admin time

• Can't grow without hiring admin staff

• Process becomes bottleneck to company growth

<a name="what-it-does"></a>What This Workflow Does

This Make.com automation transforms your hiring chaos into a streamlined, intelligent pipeline that runs 24/7 without human intervention.

The Complete Automated Journey

Step 1: Applicant Submits Typeform

Candidate fills out your custom application form with:

• Role applying for

• Contact details (name, email, location)

• Portfolio/work samples URL

• Start date availability

• Weekly availability (hours)

• Hourly rate (USD)

• Additional comments

Step 2: Instant Webhook Trigger

The moment "Submit" is clicked:

• Make.com receives webhook notification instantly

• No polling delays (runs in real-time)

• Workflow activates automatically

Step 3: Smart 3-Second Delay

A brief pause ensures:

• Typeform has fully processed the response

• All data is available for retrieval

• Prevents race conditions

Step 4: Complete Data Retrieval

Make.com fetches the full application including:

• All form field answers

• Submission timestamp

• Hidden fields (utm_source, campaign tracking)

• Applicant's device/platform information

Step 5: ClickUp Task Creation

A perfectly formatted task is created with:

Task Name: [Applicant First Name] [Applicant Last Name]
List: Hiring Pipeline (your designated recruitment list)
Custom Fields Auto-Populated:

• Portfolio URL

• Email address

• Comments/cover letter

• Hourly rate

• Weekly availability

• Source (e.g., "Upwork")

• Location (city/country)

Result: Complete applicant profile ready for review in under 5 seconds.

What Makes This Different from Basic Integrations?

Traditional Zapier/Make tutorials show you how to create a simple task.

This workflow is production-ready with:

• ✅ Proper delay handling (prevents data loss)

• ✅ Complete data retrieval (not just form name)

• ✅ All custom fields mapped correctly

• ✅ Source tracking built-in

• ✅ Error handling configured

• ✅ Tested with real-world applicant data

<a name="technology-stack"></a>Technology Stack Overview

1. Typeform: The Application Collection Engine

Typeform is a flexible data collecting tool that makes asking and answering questions simple and enjoyable, whether it's through forms, quizzes, surveys, or something altogether different.

Why Typeform for hiring?

Superior UX:

• One question at a time (not overwhelming)

• Mobile-optimized by default

• 60% higher completion rates vs Google Forms

• Applicants actually enjoy filling it out

Smart Logic:

• Conditional questions based on previous answers

• Skip questions that don't apply

• Hide/show fields dynamically

Built for Professionals:

• Custom branding (your logo, colors)

• Professional design templates

• No "Powered by" branding (paid plans)

Key Features:

• Logic jumps: "If applying for X role, ask Y questions"

• Hidden fields: Track source (LinkedIn, Indeed, Upwork)

• File uploads: Resume/portfolio documents

• Calculations: Auto-score applications

Pricing:

• Free: 10 responses/month, basic features

• Basic ($25/month): 100 responses/month, logic, hidden fields

• Plus ($50/month): 1,000 responses/month, custom branding

• Business ($83/month): 10,000 responses/month, priority support

Best for: Companies hiring 10-1,000+ candidates monthly

2. ClickUp: The Project Management Hub

ClickUp is a simple but powerful way to manage your projects and tasks. It allows you to create task lists, collaborate with teammates, set due dates, and comment on tasks from anywhere you go.

Why ClickUp for hiring pipelines?

All-In-One Workspace:

• Tasks (applicants)

• Docs (interview scripts, offer letters)

• Goals (hiring targets)

• Time tracking (interview hours)

Customization:

• Unlimited custom fields (any data you need)

• Custom statuses (Applied → Screening → Interview → Offer)

• Views: List, Board, Table, Calendar, Timeline

Collaboration:

• @mention team members

• Assign tasks (interviewers)

• Comment threads (internal notes on candidates)

• File attachments (resumes, portfolios)

Automation (Built-in):

• Auto-assign tasks to specific interviewer

• Status changes trigger notifications

• Overdue task reminders

Key Features for Hiring:

• Board view: Visual kanban of candidates

• Custom fields: Rate, availability, source, location

• Tags: "Top candidate", "Culture fit", "Technical expert"

• Task relationships: Link related applicants

• Email in ClickUp: Message candidates directly

Pricing:

• Free: Unlimited tasks, 100 MB storage

• Unlimited ($7/user/month): Unlimited storage, dashboards

• Business ($12/user/month): Advanced automation, time tracking

• Enterprise: Custom pricing

Best for: Teams of 1-1,000+ managing complex hiring processes

3. Make.com: The Automation Brain

Make.com (formerly Integromat) is a visual automation platform that connects apps without code.

Why Make.com over Zapier?

Visual Workflows:

• Drag-and-drop interface

• See entire automation flow at a glance

• Debug visually (see data at each step)

More Powerful:

• Advanced logic (if/then, routing, filtering)

• Multiple paths in one workflow

• Built-in data transformation

Better Pricing:

• Operations-based pricing (not task-based)

• 1,000 operations free/month

• $9/month = 10,000 operations

• vs Zapier: $20/month = 750 tasks

Key Features:

• Scenarios: Saved workflows

• Modules: Pre-built app connections

• Functions: Data manipulation (parsing, formatting)

• Error handling: Retry logic, fallbacks

• Scheduling: Run workflows on schedule or instantly

This Workflow's Usage:

Each application = 4 operations:

1. Webhook trigger (Typeform submission)

2. Sleep/delay

3. Fetch full response from Typeform

4. Create ClickUp task

Cost calculation:

• 100 applications/month = 400 operations

• 500 applications/month = 2,000 operations

• 1,000 applications/month = 4,000 operations

All within free tier! (Up to 1,000 operations/month)

Pricing:

• Free: 1,000 operations/month

• Core ($9/month): 10,000 operations/month

• Pro ($16/month): 10,000 ops + premium features

• Teams ($29/month): 10,000 ops + multi-user

<a name="workflow-breakdown"></a>Complete Workflow Breakdown

Let's analyze each module in this Make.com scenario.

Module 1: Typeform Webhook Trigger

Module Type: typeform:WatchEventsWithResponses

What it does:

Listens for new Typeform submissions in real-time via webhook.

Configuration:

{ "parameters": { "__IMTHOOK__": 1837943 }
}

How webhooks work:

1. You configure webhook URL in Typeform settings

2. When someone submits form, Typeform sends HTTP POST to that URL

3. Make.com receives POST instantly

4. Workflow triggers immediately (no delay)

Data received:

• form_id: Unique ID of your application form

• event.id: Submission ID

• event.type: "form_response"

• submitted_at: Timestamp

• token: Unique response token

• answers[]: Array of all answers

• mappable_answers{}: Key-value pairs of answers (easier to use)

• hidden{}: Hidden fields (source tracking)

Why this matters:

Traditional integrations poll for new responses every 5-15 minutes.

Webhooks are instant:

• Applicant clicks "Submit"

• Task created in ClickUp within 5 seconds

• No polling delays

• Better candidate experience

Mappable Answers Structure:

The workflow maps these Typeform fields:

7d89b85a-512e-48cb-afc7-2929a40e1570 → "What role are you applying for?"
7f6f856c-9c52-4397-99ff-8e25272df587 → "Who is Nick Saraev?"
01GZDXEYDXK9X74891WKP9FTYG → "Contact details"
c2fe0419-af3d-4aa3-85f4-9ef1a2cecbec → "Portfolio"
dfe21993-49c5-48dd-a721-f0625ee0a934 → "Location"
7d4f5909-64b9-4c87-83e9-991df83bd4a7 → "Start date"
bb06ca03-e920-4e78-a8d2-35090e1cf9e6 → "Weekly availability"
dcaf1f9e-160b-4b6d-8868-454f1e1d529b → "Hourly rate (USD)"
b5f6a640-39b0-459d-a285-ed659818d397 → "Comments"

Hidden Fields:

source → Campaign source (e.g., "Upwork", "LinkedIn")
loc → Applicant location (for geo-targeting)

Module 2: Sleep/Delay (3 Seconds)

Module Type: util:FunctionSleep

What it does:

Pauses workflow for 3 seconds before continuing.

Configuration:

{ "mapper": { "duration": "3" }
}

Why is this necessary?

The Race Condition Problem:

When a Typeform webhook fires:

1. Typeform sends initial notification (instant)

2. But Typeform is still processing the full response (1-2 seconds)

3. If Make.com tries to fetch response immediately, data might be incomplete

Solution: Wait 3 seconds

This ensures:

• ✅ Typeform has fully saved the response

• ✅ All data is available via API

• ✅ No missing fields or partial data

Is 3 seconds too long?

No! Here's why:

• 3 seconds is imperceptible to applicant (they've already clicked "Submit")

• Prevents data loss (critical)

• Industry best practice for webhook → API workflows

Could you use less?

Technically yes, but:

• 1 second: Risky (might miss data on slow networks)

• 2 seconds: Safer, but 3 is standard

• 5 seconds: Overly cautious, unnecessary delay

Best practice: 3 seconds is the sweet spot.

Module 3: Fetch Complete Typeform Response

Module Type: typeform:ListResponses

What it does:

Retrieves the full, processed Typeform response from Typeform's API.

Configuration:

{ "mapper": { "limit": "1", "formId": "Ax8jPtoq" }
}

Why not just use webhook data?

The webhook payload (Module 1) contains basic data.

Module 3 fetches EVERYTHING:

• Complete answer text (long answers might be truncated in webhook)

• Calculated scores (if using Typeform scoring)

• Additional metadata (user agent, platform, browser)

• Network ID (for security tracking)

Parameters explained:

limit: "1"

• Only fetch the most recent response

• Prevents retrieving all responses (performance)

formId: "Ax8jPtoq"

• Specifies which form to query

• Hard-coded to your hiring form

Data structure returned:

{ "landing_id": "...", "token": "...", "response_id": "...", "landed_at": "2025-01-15T10:30:00Z", "submitted_at": "2025-01-15T10:32:15Z", "metadata": { "user_agent": "Mozilla/5.0...", "platform": "desktop", "browser": "Chrome", "referer": "https://linkedin.com/jobs" }, "mappable_answers": { "a297cf49-3cb0-4ce6-90e6-c538aeb23d9d": "John", "0ea0ed98-640c-4d8b-9067-0fc8751668c5": "Smith", "6549449c-e8e5-44a2-91f2-b84f1fce078c": "[email protected]", "c2fe0419-af3d-4aa3-85f4-9ef1a2cecbec": "https://portfolio.com", "dfe21993-49c5-48dd-a721-f0625ee0a934": "New York, NY", "bb06ca03-e920-4e78-a8d2-35090e1cf9e6": "20", "dcaf1f9e-160b-4b6d-8868-454f1e1d529b": "75", "b5f6a640-39b0-459d-a285-ed659818d397": "I have 5 years experience..." }
}

Why this approach is better:

Some Make.com tutorials skip this step and use webhook data directly.

Problems with that approach:

• Missing data if webhook truncates

• No metadata (browser, platform)

• No calculated scores

• Unreliable for long-text answers

This workflow does it right:

• Webhook triggers instantly (speed)

• API fetch gets complete data (accuracy)

• Best of both worlds

Module 4: Create ClickUp Task

Module Type: clickup:createTaskInList

What it does:

Creates a fully populated task in your ClickUp hiring pipeline.

Configuration Deep Dive:

Task Name Formatting:

{ "name": "{{3.mappable_answers.`a297cf49-3cb0-4ce6-90e6-c538aeb23d9d`}} {{3.mappable_answers.`0ea0ed98-640c-4d8b-9067-0fc8751668c5`}}"
}

Translation: "John Smith"

Location in ClickUp:

{ "team_id": "9014503208", "space_id": "90142367164", "folder_id": "folderlessList", "list_id": "901406420982"
}

Hierarchy:

• Workspace (team_id) → Space → Folder → List

• This workflow creates tasks in a specific "Hiring Pipeline" list

• All applicants go to same list initially

Custom Fields Mapping:

This is where the magic happens—all applicant data auto-populates:

{ "custom_fields": { "04494613-9130-48c4-96e5-8d0cc1aa1bfe": "{{3.mappable_answers.`c2fe0419-af3d-4aa3-85f4-9ef1a2cecbec`}}", // Portfolio URL "30b33b79-5499-47d5-ab7c-63484689fb69": "{{3.mappable_answers.`6549449c-e8e5-44a2-91f2-b84f1fce078c`}}", // Email address "55d8bbf5-091d-439f-a9da-553d3d80f962": "{{3.mappable_answers.`b5f6a640-39b0-459d-a285-ed659818d397`}}", // Comments/cover letter "7231cadb-66ca-4450-b581-094756957b9c": "{{3.mappable_answers.`dcaf1f9e-160b-4b6d-8868-454f1e1d529b`}}", // Hourly rate (USD) "9224b9ad-cc37-4e0e-8953-68f02def18cb": "{{parseNumber(3.mappable_answers.`bb06ca03-e920-4e78-a8d2-35090e1cf9e6`)}}", // Weekly availability (hours) - Note: parseNumber() converts text to number "bbbf89df-bc7d-4ec1-8943-7f7321bffe9a": "f862032d-21b1-4a75-ba44-93c5a6409128", // Source (hard-coded to "Upwork" option ID) "e47e1315-ceee-4dae-b282-1cc88e02f926": "{{3.mappable_answers.`dfe21993-49c5-48dd-a721-f0625ee0a934`}}" // Location (city/country) }
}

Data Transformation:

Notice parseNumber() for availability:

• Typeform returns text: "20"

• ClickUp expects number: 20

• parseNumber() converts automatically

Hardcoded Values:

The "Source" field is set to a specific dropdown option ID:

"bbbf89df-bc7d-4ec1-8943-7f7321bffe9a": "f862032d-21b1-4a75-ba44-93c5a6409128"

This represents "Upwork" in the Source dropdown.

Why hardcode?

If all applicants come from Upwork, no need to make it dynamic.

To make it dynamic: Use Typeform hidden field source and map it.

Task Creation Result:

When Module 4 completes, you get:

Task: John Smith
Status: Applied (default)
Custom Fields:

• Portfolio: https://johnsmith.com

• Email: [email protected]

• Comments: "I have 5 years experience in React..."

• Rate: $75/hour

• Availability: 20 hours/week

• Source: Upwork

• Location: New York, NY

Ready for review!

<a name="implementation"></a>Implementation Guide

Prerequisites

Before building this workflow, you'll need:

1. Typeform Account

• Sign up at typeform.com

• Create your hiring application form

• Minimum plan: Free (10 responses/month)

• Recommended: Basic ($25/month) for logic jumps + hidden fields

2. ClickUp Account

• Sign up at clickup.com

• Create a Workspace

• Set up your "Hiring Pipeline" list

• Create custom fields for applicant data

• Recommended: Unlimited ($7/user/month) for unlimited storage

3. Make.com Account

• Sign up at make.com

• Free tier includes 1,000 operations/month

• Recommended: Start with free, upgrade to Core ($9/month) if you exceed 1,000 ops

Step 1: Build Your Typeform Application

Create a New Form:

1. Go to Typeform → Create Typeform

2. Choose "Blank form" or "Job application" template

3. Name it: "Job Application - [Role/Company]"

Add Essential Questions:

Question 1: Role

• Type: Multiple choice

• Question: "What role are you applying for?"

• Options: Frontend Developer, Backend Developer, Designer, etc.

• Required: Yes

Question 2: First Name

• Type: Short text

• Question: "First name"

• Required: Yes

Question 3: Last Name

• Type: Short text

• Question: "Last name"

• Required: Yes

Question 4: Email

• Type: Email

• Question: "Email address"

• Required: Yes

• Validation: Email format

Question 5: Portfolio

• Type: Website

• Question: "Portfolio or LinkedIn URL"

• Required: No (but recommended)

Question 6: Location

• Type: Short text

• Question: "City, Country"

• Placeholder: "e.g., Toronto, Canada"

• Required: Yes

Question 7: Start Date

• Type: Date

• Question: "When can you start?"

• Required: Yes

Question 8: Availability

• Type: Number

• Question: "Weekly availability (hours)"

• Min: 1

• Max: 40

• Required: Yes

Question 9: Rate

• Type: Number

• Question: "Hourly rate (USD)"

• Min: 10

• Max: 500

• Required: Yes

Question 10: Comments

• Type: Long text

• Question: "Tell us why you're a great fit"

• Required: No

• Max characters: 1000

Add Hidden Fields (for tracking):

1. Click "Variables" in left sidebar

2. Add hidden field: source

   • Use in URL: ?source=upwork

   • Tracks where applicant found listing

3. Add hidden field: campaign

   • Use in URL: ?campaign=feb2025_hiring

   • Tracks specific campaign

Configure Settings:

• Notifications: Turn OFF (Make.com handles this)

• Multiple submissions: Prevent (one per email)

• Progress bar: Show

• Branding: Add logo (paid plans)

Publish Form:

1. Click "Publish" → Copy link

2. Share on job boards, LinkedIn, etc.

Step 2: Set Up ClickUp Workspace

Create Hiring Pipeline Structure:

Workspace (if not already exists) ↓ Space: "Operations" or "Hiring" ↓ Folder: None (folderless list) ↓ List: "Hiring Pipeline"

Configure List Statuses:

Default ClickUp statuses are generic. Customize:

1. Open "Hiring Pipeline" list

2. Click status dropdown → "Add Status"

3. Create these statuses:

   • Applied (gray) - Default for new applicants

   • Screening (yellow) - Initial review

   • Interview Scheduled (blue) - Calendar invite sent

   • Interviewed (purple) - Waiting for decision

   • Offer Sent (green) - Negotiating

   • Hired (dark green) - Accepted offer

   • Rejected (red) - Not moving forward

Create Custom Fields:

Custom fields store structured applicant data.

1. Open "Hiring Pipeline" list

2. Click "..." → "Customize" → "Custom Fields"

3. Add these fields:

Field Name Type Purpose Portfolio URL Link to applicant's work Email Email Contact email Comments Long Text Cover letter/notes Rate Number Hourly rate in USD Availability Number Hours per week Source Dropdown Where they found job Location Text City, Country Start Date Date Availability date

Configure Source Dropdown Options:

• Upwork

• LinkedIn

• Indeed

• Referral

• Direct Application

• Other

Important: Note the custom field IDs—you'll need these for Make.com mapping.

To find custom field IDs:

1. Click field name → "Edit"

2. Look at URL: https://app.clickup.com/...?customFieldId=ABC123

3. Copy ABC123 - that's the ID

Step 3: Connect Typeform Webhook to Make.com

In Make.com:

1. Go to make.com → Scenarios

2. Click "Create a new scenario"

3. Name it: "Hiring Pipeline Automation"

Add Typeform Trigger:

1. Click "+" to add first module

2. Search "Typeform"

3. Select "Watch Responses" (webhook trigger)

4. Click "Create a webhook"

5. Copy the webhook URL (looks like: https://hook.us1.make.com/abc123xyz)

In Typeform:

1. Go to your application form

2. Click "Connect" tab

3. Scroll to "Webhooks"

4. Click "Add a webhook"

5. Paste Make.com webhook URL

6. Click "Save"

Test the Connection:

1. In Make.com, click "Run once"

2. Make.com is now listening...

3. Open your Typeform in new tab

4. Fill out form with test data (your own info)

5. Submit form

6. Switch back to Make.com

7. You should see "Successfully determined" with your form data

If it doesn't work:

• Check webhook URL is correct

• Ensure form is published

• Try submitting again (sometimes first attempt times out)

Step 4: Add Delay Module

Why: Gives Typeform time to fully process response.

1. Click "+" after Typeform trigger

2. Search "Sleep"

3. Select "Sleep" module (under "Tools")

4. Set duration: 3 seconds

5. Click "OK"

Step 5: Fetch Complete Response

Why: Gets all data including metadata.

1. Click "+" after Sleep module

2. Search "Typeform"

3. Select "List Responses"

4. Connect your Typeform account:

   • Click "Add" → "Create a connection"

   • Name: "Typeform - [Your Email]"

   • Click "Authorize" → Log in to Typeform

   • Grant permissions

5. Configure module:

   • Form ID: Select your application form

   • Limit: 1

   • Completed: Yes (only fetch completed responses)

6. Click "OK"

Test This Step:

1. Click "Run once" at bottom

2. Submit another test application

3. Make.com should fetch complete response

4. Click bubble above "List Responses" to see data

5. Verify all fields are present

Step 6: Create ClickUp Task

Connect ClickUp:

1. Click "+" after List Responses

2. Search "ClickUp"

3. Select "Create a Task"

4. Connect your ClickUp account:

   • Click "Add" → "Create a connection"

   • Name: "ClickUp - [Your Workspace]"

   • Generate API token in ClickUp (Settings → Apps → API Token)

   • Paste token

   • Click "Save"

Configure Task Creation:

Workspace: Select your workspace
Space: Select "Operations" (or where you created list)
Folder: "<Folderless Lists>"
List: Select "Hiring Pipeline"

Task Name:

Click field → Map data → Select "List Responses" → "Mappable Answers" → Choose first name field

Then add space, then last name field.

Result: John Smith

Custom Fields Mapping:

This is the most critical part. For each custom field:

1. Click "Custom Fields" → Expand

2. Find "Portfolio" field

3. Click to map → Select "List Responses" → "Mappable Answers" → Portfolio field

4. Repeat for each custom field

Example mapping:

Portfolio → 3.mappable_answers.portfolio_url
Email → 3.mappable_answers.email
Rate → parseNumber(3.mappable_answers.rate)
Availability → parseNumber(3.mappable_answers.availability)
Location → 3.mappable_answers.location
Comments → 3.mappable_answers.comments
Source → Select "Upwork" from dropdown (or map dynamically)

Note on parseNumber():

ClickUp expects numbers for numeric fields. Typeform returns text.

Wrong way:

Rate: "75" (text)

Right way:

Rate: parseNumber("75") = 75 (number)

To use parseNumber():

1. Click field

2. Type parseNumber(

3. Map the field

4. Type )

5. Result: parseNumber(3.mappable_answers.rate)

Save Configuration:

Click "OK" on ClickUp module.

Step 7: Test Complete Workflow

End-to-End Test:

1. Click "Run once" at bottom of Make.com

2. Open your Typeform in new tab

3. Fill out completely with test data:

   • Name: Test Applicant

   • Email: [email protected]

   • Portfolio: https://example.com

   • Rate: 50

   • Availability: 20

   • Location: Remote

   • Comments: This is a test

4. Submit form

5. Switch to Make.com

6. Watch modules execute (bubbles turn green)

7. All 4 modules should complete successfully

Verify in ClickUp:

1. Open your "Hiring Pipeline" list

2. You should see new task: "Test Applicant"

3. Open task

4. Check all custom fields are populated:

   • ✅ Portfolio URL

   • ✅ Email address

   • ✅ Rate: $50

   • ✅ Availability: 20 hours

   • ✅ Location: Remote

   • ✅ Comments: This is a test

If something's wrong:

Task not created:

• Check ClickUp connection

• Verify you selected correct list

• Look for errors in Make.com execution log

Custom fields empty:

• Check field mappings in Module 4

• Ensure Typeform field IDs match

• Try re-mapping fields

Task name is wrong:

• Check name mapping uses first + last name

• Verify space between names

Numbers showing as text:

• Wrap in parseNumber() function

Step 8: Activate Workflow

Turn On Automation:

1. In Make.com scenario, toggle "Scheduling" to ON

2. Set to "Immediately as data arrives" (default)

3. Click "Save" (bottom right)

Congratulations! Your hiring pipeline is now automated.

<a name="use-cases"></a>Real-World Use Cases

Use Case 1: Remote Agency Hiring 20+ Roles/Year

Company: RemoteFirst Agency
Size: 35 employees
Hiring Volume: 24 roles/year (2 per month avg)
Applications per role: 50-150

Before Automation:

Process:

• HR manager manually checks Typeform 3x/day

• Copy/pastes applicant info into ClickUp

• 30 minutes per applicant

• 75 applicants/month × 30 min = 37.5 hours/month

Problems:

• Applications sit unreviewed for days

• Duplicate tasks created

• Missing data (forgot to copy fields)

• HR manager burned out

After Implementing This Workflow:

Results:

• ✅ All applicants in ClickUp within 5 seconds

• ✅ Zero manual data entry

• ✅ HR manager time saved: 37.5 hours/month

• ✅ Cost savings: 37.5 hours × $40/hr = $1,500/month

• ✅ Annual savings: $18,000

Additional Benefits:

• Hiring managers can review applicants same day

• Better candidate experience (faster response)

• No data entry errors

• Scalable (can handle 200+ applications without additional work)

ROI:

• Setup time: 2 hours

• Monthly cost: $0 (free Make.com tier)

• Time saved monthly: 37.5 hours

• Payback period: Immediate

Use Case 2: Fast-Growing Startup (100+ Applications/Month)

Company: TechStartup Inc
Size: 15 employees, Series A funded
Growth: Hiring 5 people/month
Applications: 120/month across all roles

Before Automation:

Process:

• Founder personally reviews every application

• Creates ClickUp tasks during evenings/weekends

• 20 minutes per applicant (rushed, errors)

• 120 applicants × 20 min = 40 hours/month

Problems:

• Founder has no time for strategic work

• Top candidates not contacted quickly enough

• 30% of applicants never get response (lost in inbox)

• Team can't see pipeline status

After Implementing This Workflow:

Customizations Added:

1. Auto-assignment: Different roles assigned to different hiring leads

2. Slack notifications: Post to #hiring channel when new applicant

3. Scoring: Typeform logic jump questions pre-score applicants

4. Tags: Auto-tag by role, seniority, location

Results:

• ✅ Founder time freed up: 40 hours/month

• ✅ Response time: 3 days → Same day

• ✅ Candidate response rate: 70% → 92%

• ✅ Quality hires increased: 1 per 50 applications → 1 per 30

• ✅ Time-to-hire reduced: 6 weeks → 3.5 weeks

Business Impact:

• Faster hiring = faster product development

• Better candidates (didn't lose them to competitors)

• Founder can focus on fundraising/strategy

• Team morale improved (clear hiring pipeline)

ROI:

• Monthly cost: $0 (free tier handles 480 operations)

• Founder time value: 40 hours × $200/hr = $8,000/month saved

• Annual savings: $96,000

• Plus improved hire quality (priceless)

Use Case 3: Freelance Marketplace (500+ Applications/Month)

Company: FreelancerHub Platform
Model: Marketplace connecting freelancers with clients
Volume: 500+ freelancer applications/month
Team: 3 people reviewing applications

Before Automation:

Process:

• Google Form → Manual CSV export → Import to ClickUp

• Done weekly (Monday mornings)

• 3 team members spend entire Monday morning processing

• 3 people × 4 hours = 12 hours/week = 48 hours/month

Problems:

• Week-long delay for applicants

• Massive Monday morning backlog

• Freelancers applied elsewhere while waiting

• Data inconsistencies from CSV import

After Implementing This Workflow:

Customizations:

1. Instant processing: All 500 applications automated

2. Custom scoring: Typeform calculates skill match score

3. Auto-categorization: Tags by skill (Developer, Designer, Writer)

4. Duplicate detection: Checks if email already exists in ClickUp

Results:

• ✅ Time saved: 48 hours/month

• ✅ Processing delay: 7 days → Instant

• ✅ Freelancer satisfaction: Up 45%

• ✅ Application completion rate: 68% → 89% (better UX)

• ✅ Quality freelancers: More top talent applies (word spreads about fast response)

Business Impact:

• Competitive advantage (fastest response in industry)

• Higher freelancer retention

• Better client satisfaction (faster matching)

• Team focuses on vetting, not data entry

ROI:

• Monthly cost: $9 (Core plan for 2,000 operations)

• Time saved: 48 hours × $35/hr = $1,680/month

• Annual savings: $20,160 - ($9 × 12) = $20,052

Use Case 4: University Career Services

Institution: State University Career Center
Scenario: Connecting students with internship/job opportunities
Volume: 200 student applications/month to partner companies

Before Automation:

Process:

• Paper forms → Manual data entry into system

• Career counselor creates tasks for follow-up

• Takes 3-5 days to process batch

• 200 students × 15 min = 50 hours/month

Problems:

• Students frustrated with delay

• Paper forms get lost

• Illegible handwriting

• No digital trail

After Implementing This Workflow:

Customizations:

1. Student ID validation: Ensures only current students apply

2. Major/GPA auto-fill: Pulls from student database via API

3. Company matching: Auto-tags suitable companies

4. Calendar integration: Books 15-min check-in appointments

Results:

• ✅ Paper eliminated (eco-friendly)

• ✅ Processing time: 3-5 days → Instant

• ✅ Career counselor time saved: 50 hours/month

• ✅ Student satisfaction: Up 60%

• ✅ Application accuracy: 100% (no handwriting issues)

Educational Impact:

• More time for 1-on-1 career counseling

• Better company matching

• Data-driven insights (which majors need help)

• Professional experience for students (modern application process)

<a name="cost-analysis"></a>Cost & ROI Analysis

Detailed Cost Breakdown

Monthly Costs by Application Volume:

Small Business (50 applications/month):

Service Cost Notes Typeform Basic $25 100 responses/month ClickUp Free $0 Sufficient for small team Make.com Free $0 200 operations (50 apps × 4 ops) Total $25/month $300/year

Growing Company (150 applications/month):

Service Cost Notes Typeform Plus $50 1,000 responses/month ClickUp Unlimited $7/user 3 users = $21/month Make.com Free $0 600 operations Total $71/month $852/year

High-Volume Business (500 applications/month):

Service Cost Notes Typeform Business $83 10,000 responses/month ClickUp Business $12/user 5 users = $60/month Make.com Core $9 2,000 operations Total $152/month $1,824/year

ROI Calculations

Time Savings Analysis:

Manual Process:

• Time per application: 25-30 minutes

• Includes: Reading, copying data, creating task, populating fields, checking for duplicates

Automated Process:

• Time per application: 30 seconds (quick review in ClickUp)

• 98% time reduction

Cost Savings by Volume:

50 Applications/Month:

• Manual: 50 × 25 min = 20.8 hours

• Cost at $40/hr: $832/month

• Automation cost: $25/month

• Net savings: $807/month ($9,684/year)

150 Applications/Month:

• Manual: 150 × 25 min = 62.5 hours

• Cost at $40/hr: $2,500/month

• Automation cost: $71/month

• Net savings: $2,429/month ($29,148/year)

500 Applications/Month:

• Manual: 500 × 25 min = 208 hours

• Cost at $40/hr: $8,333/month

• Automation cost: $152/month

• Net savings: $8,181/month ($98,172/year)

Break-Even Analysis

When does automation pay for itself?

Small Business Example:

• Setup time: 3 hours ($120 value)

• Monthly cost: $25

• Monthly savings: $807

• Break-even: Instant (first month)

Growing Company Example:

• Setup time: 4 hours ($160 value)

• Monthly cost: $71

• Monthly savings: $2,429

• Break-even: 2.4 hours of first month

Conclusion: Automation pays for itself within days or weeks at any volume.

Hidden Benefits (Not in ROI)

Improved Candidate Experience:

• Faster response = higher acceptance rate

• Estimated value: 5-10% more hires accepted offers

• For $100k salary roles, even 1 extra acceptance = $100k+ value

Better Data Quality:

• Zero typos, missing fields, formatting errors

• Estimated value: Saves 2-5 hours/month in corrections

Scalability:

• Can handle 10x volume without hiring more staff

• Estimated value: $50k-100k/year in avoided hiring costs

Team Morale:

• No more tedious data entry

• Estimated value: Reduced turnover (priceless)

<a name="customizations"></a>Advanced Customizations

Once you've mastered the base workflow, here are powerful extensions:

Customization 1: Auto-Assignment by Role

What it adds: Automatically assigns tasks to the right hiring manager based on role.

How to implement:

In Make.com, add a Router module after Typeform:

1. After "List Responses", add "Router" module

2. Create routes for each role:

Route 1: Developers

• Condition: Role contains "Developer" OR "Engineer"

• ClickUp assignee: Dev Team Lead (ID: 12345)

Route 2: Designers

• Condition: Role contains "Designer" OR "UI/UX"

• ClickUp assignee: Design Manager (ID: 67890)

Route 3: Writers

• Condition: Role contains "Writer" OR "Content"

• ClickUp assignee: Content Lead (ID: 11111)

Result: Each application automatically goes to the right person.

Customization 2: Slack Notifications

What it adds: Posts to Slack when high-priority candidates apply.

How to implement:

1. After "List Responses", add "Filter" module

2. Condition: Rate > $100 OR Availability > 30 hours

3. Add "Slack" → "Create a Message" module

4. Channel: #hiring-alerts

5. Message:

🎯 High-priority candidate applied! Name: {{name}}
Role: {{role}}
Rate: ${{rate}}/hour
Availability: {{availability}} hrs/week
Portfolio: {{portfolio}} View in ClickUp: {{clickup_task_url}}

Result: Team sees top candidates instantly.

Customization 3: Application Scoring

What it adds: Auto-score applicants based on criteria.

How to implement:

In Typeform:

1. Enable "Calculator" feature (Business plan)

2. Assign points to answers:

   • Portfolio URL provided: +10 points

   • 5+ years experience: +15 points

   • Available full-time: +20 points

   • Rate under $75: +10 points

In Make.com:

1. Fetch score from Typeform response

2. Add "Set Variable" module

3. Calculate grade:

   • 50+ points: "A - Top Candidate"

   • 35-49 points: "B - Strong"

   • 20-34 points: "C - Okay"

   • <20 points: "D - Weak"

In ClickUp:

1. Create custom field "Score" (dropdown)

2. Populate with calculated grade

Result: Instantly see which applicants to prioritize.

Customization 4: Duplicate Prevention

What it adds: Prevents creating duplicate tasks if someone applies twice.

How to implement:

1. After "List Responses", add "ClickUp" → "Search Tasks" module

2. Search by: Email custom field = applicant email

3. Add "Router" module:

   • Route 1 (No match found): Create new task

   • Route 2 (Match found): Update existing task with note

Result: No duplicate tasks, clean pipeline.

Customization 5: Calendar Integration

What it adds: Automatically books screening calls with top candidates.

How to implement:

1. After ClickUp task creation, add "Filter"

2. Condition: Score = "A - Top Candidate"

3. Add "Calendly" → "Create Invitee" module

4. Event type: "15-min Screening Call"

5. Add "Gmail" → "Send Email" module

6. Body:

Hi {{name}}, Thanks for applying! We'd love to chat. Please book a 15-minute call: {{calendly_link}} Best,
Hiring Team

Result: Top candidates get instant interview invites.

Customization 6: Resume Parsing with AI

What it adds: Extracts skills, experience from uploaded resume.

Requirements: Typeform file upload + OpenAI API

How to implement:

1. Add "HTTP" → "Make a Request" module after Typeform

2. Download resume from Typeform file_url

3. Add "OpenAI" → "Create a Completion" module

4. Prompt:

Extract from this resume:
- Years of experience
- Top 5 skills
- Previous companies
- Education level Resume text: {{resume_text}} Return as JSON.

5. Parse JSON response

6. Add extracted data to ClickUp custom fields

Result: Skills, experience auto-populated without reading resume.

Customization 7: Multi-Stage Workflow

What it adds: Automatically moves candidates through pipeline stages.

How to implement:

Create separate scenarios for each stage:

Scenario 1: Application → Screening

• Trigger: New task in ClickUp

• Action: Send screening email after 24 hours

Scenario 2: Screening → Interview

• Trigger: Task moved to "Screening" status

• Action: Hiring manager gets Slack notification

Scenario 3: Interview → Offer

• Trigger: Task moved to "Interviewed" status + tag "Approved"

• Action: Generate offer letter from template, send via DocuSign

Result: Entire hiring process automated start to finish.

Customization 8: Rejected Candidate Automation

What it adds: Sends polite rejection emails automatically.

How to implement:

1. Create new Make.com scenario

2. Trigger: "Watch Tasks" in ClickUp

3. Filter: Status changed to "Rejected"

4. Add "Gmail" → "Send Email" module

5. To: {{email}}

6. Subject: "Update on Your Application"

7. Body: Professional rejection template

8. Add "ClickUp" → "Update Task" module

9. Add comment: "Rejection email sent on {{now}}"

Result: Candidates get closure, HR doesn't have to send manual emails.

<a name="troubleshooting"></a>Common Issues & Solutions

Issue 1: "Webhook not triggering"

Symptoms:

• Submit Typeform

• Nothing happens in Make.com

• No execution logs

Diagnosis:

1. Check webhook is active in Typeform:

   • Form → Connect → Webhooks

   • Should show green "Active" status

2. Verify webhook URL is correct:

   • Copy from Make.com

   • Compare to Typeform webhook

   • Must match exactly

3. Check Make.com scenario is ON:

   • Toggle should be green

   • Says "Active" at top

Common Fixes:

Fix 1: Recreate Webhook

1. Delete webhook in Typeform

2. Delete trigger module in Make.com

3. Start fresh (follow Step 3 again)

Fix 2: Check Firewall

• If self-hosting Make.com, whitelist Typeform IPs

• Check corporate firewall isn't blocking webhooks

Fix 3: Test with Webhook Tester

1. Go to webhook.site

2. Get test URL

3. Add as Typeform webhook

4. Submit form

5. See if webhook fires there

6. If yes, problem is Make.com. If no, problem is Typeform.

Issue 2: "ClickUp task created but fields are empty"

Symptoms:

• Task appears in ClickUp

• Task name is correct

• But all custom fields are blank

Diagnosis:

Check 1: Custom Field IDs

ClickUp field IDs are unique to each workspace.

1. Go to ClickUp list

2. Click custom field → "Edit"

3. Check URL for field ID

4. Compare to ID in Make.com mapping

5. If different, update Make.com

Check 2: Typeform Field Mapping

1. In Make.com, click "List Responses" module

2. View output data

3. Check field names under "mappable_answers"

4. Compare to what's mapped in ClickUp module

5. Update if names changed

Common Fixes:

Fix 1: Remap All Fields

1. Delete all custom field mappings in ClickUp module

2. Click each field

3. Remap from "List Responses" → "Mappable Answers"

4. Test again

Fix 2: Check Data Types

Common mismatch: Text vs Number

Typeform returns: "75" (text)
ClickUp expects: 75 (number)

Solution: Wrap in parseNumber():

parseNumber({{rate}})

Issue 3: "Error: Rate limit exceeded"

Symptoms:

• Workflow fails with error code 429

• Message: "Too many requests"

Cause:

You're hitting API rate limits:

• Typeform: 2 requests/second

• ClickUp: 100 requests/minute

Fix: Add Rate Limiting

1. After each API call, add "Sleep" module

2. Duration: 1 second

3. This throttles requests

Or: Upgrade to higher plan with increased limits.

Issue 4: "parseNumber() returns NaN (Not a Number)"

Symptoms:

• Number field in ClickUp shows "NaN"

• Expected number but got text

Cause:

Applicant entered non-numeric text in number field:

• "Negotiable" instead of rate

• "Flexible" instead of hours

Fix: Add Data Validation

In Typeform:

1. Number fields → Advanced → Validation

2. Min value: 1

3. Max value: 500 (or whatever makes sense)

4. Error message: "Please enter a number"

In Make.com:

1. After "List Responses", add "Filter"

2. Condition: Rate is a number

3. If fails, send email to applicant requesting correction

Issue 5: "Task created in wrong ClickUp list"

Symptoms:

• Task appears but not in "Hiring Pipeline"

• Goes to random list or folder

Cause:

List ID is hardcoded but you changed ClickUp structure.

Fix: Update List ID

1. In ClickUp, open correct list

2. Check URL: https://app.clickup.com/...list/901406420982

3. Copy list ID (the number at end)

4. In Make.com, update ClickUp module

5. Paste new list ID

Issue 6: "Duplicate tasks created"

Symptoms:

• One application = Multiple ClickUp tasks

• Duplicates appear instantly or over time

Cause:

Cause 1: Typeform webhook firing multiple times

• Typeform bug (rare)

• Network retry (more common)

Cause 2: Make.com scenario running multiple times

• Triggered manually AND by webhook simultaneously

Fix: Add Duplicate Check

1. After "List Responses", before "Create Task"

2. Add "ClickUp" → "Search Tasks"

3. Search criteria: Email = {{applicant_email}}

4. Add "Router":

   • If no results: Create task

   • If results exist: Update existing task or stop

<a name="faq"></a>Frequently Asked Questions

General Questions

Q: Do I need coding skills to build this?

A: No! This is completely no-code. If you can:

• Fill out a form

• Drag and drop modules

• Map fields (point-and-click)

You can build this workflow.

Average setup time: 2-3 hours for complete beginners.

Q: Will this work with Google Forms instead of Typeform?

A: Yes, but with limitations:

Google Forms:

• ✅ Free

• ✅ Simple to use

• ❌ Less professional design

• ❌ No logic jumps (skip questions based on answers)

• ❌ No custom branding (free plan)

Typeform:

• ✅ Beautiful, engaging UX

• ✅ Logic jumps built-in

• ✅ Custom branding

• ❌ Paid ($25/month minimum)

Recommendation: Start with Google Forms to test. Upgrade to Typeform when you start hiring seriously.

Q: Can I use this for industries other than hiring?

A: Absolutely! This workflow pattern works for any form → task creation:

• Customer onboarding: New client form → onboarding task

• Lead qualification: Contact form → sales pipeline task

• Event registration: RSVP form → event management task

• Support tickets: Help request form → support queue task

• Content submissions: Writer application → editorial queue task

Just change the form questions and ClickUp fields.

Q: What if I already use Asana/Trello instead of ClickUp?

A: Make.com supports 1,500+ apps including:

• Asana

• Trello

• Monday.com

• Notion

• Airtable

• And more...

The logic is identical—just replace the ClickUp module with your preferred tool.

Technical Questions

Q: How do I handle file uploads (resumes)?

A: Typeform file uploads work, but require extra steps:

1. Typeform returns file_url

2. In Make.com, add "HTTP" → "Get a File" module

3. Download file from file_url

4. Upload to ClickUp as attachment

Note: This uses more operations (5 instead of 4 per application).

Q: Can I send auto-reply emails to applicants?

A: Yes! Add after "Create Task":

1. "Gmail" → "Send Email" module

2. To: {{applicant_email}}

3. Subject: "Application Received"

4. Body:

Hi {{name}}, Thanks for applying to {{role}}! We've received your application and will review it within 2 business days. If you're a good fit, we'll reach out to schedule a call. Best,
{{company_name}} Team

Cost: 1 extra operation per application (still within free tier).

Q: How do I track which applications came from which source?

A: Use Typeform hidden fields:

Setup:

1. In Typeform, add hidden field: source

2. Share different URLs for each source:

   • LinkedIn: ?source=linkedin

   • Indeed: ?source=indeed

   • Referral: ?source=referral

3. In Make.com, map hidden.source to ClickUp "Source" field

Result: Know exactly which channels drive best candidates.

Q: Can I integrate with Applicant Tracking Systems (ATS)?

A: Yes, if your ATS has an API:

• Lever

• Greenhouse

• BambooHR

• Workable

Add module after ClickUp creation to sync data to ATS.

Most users find: ClickUp alone is sufficient for small-to-mid companies. ATS needed only for enterprise (500+ employees).

Cost & Limits Questions

Q: What happens if I exceed Make.com's free tier?

A: Two options:

Option 1: Upgrade

• Core plan: $9/month = 10,000 operations

• You'd need 2,500 applications/month to hit this

Option 2: Optimize

• Remove unnecessary modules

• Batch process daily instead of real-time

For most businesses: Free tier is plenty (1,000 operations = 250 applications/month).

Q: Are there hidden costs I should know about?

One-time costs:

• Setup time: 2-4 hours (DIY) or $200-500 (hire consultant)

Ongoing costs:

• Typeform: $25-83/month (or $0 with Google Forms)

• ClickUp: $0-12/user/month

• Make.com: $0-9/month

Avoided costs:

• Admin time: $500-8,000/month depending on volume

• No ATS subscription needed: Save $200-500/month

Net result: Massive savings even with paid plans.

Q: What's the maximum number of applications this can handle?

Technical limits:

• Typeform: 10,000/month (Business plan)

• ClickUp: No limit

• Make.com: 10,000 operations/month (Core plan) = 2,500 applications

Practical limit: 5,000+ applications/month without issues.

If you exceed: Consider enterprise solutions or multiple workflows.

Conclusion: Transform Your Hiring Process Today

Key Takeaways

✅ Complete automation: Typeform to ClickUp in 5 seconds
✅ No-code solution: Anyone can build this (2-3 hours)
✅ Massive ROI: Save $800-8,000+/month depending on volume
✅ Better candidate experience: Instant acknowledgment, faster hiring
✅ Scalable: Handle 10x applications without additional work
✅ Free to start: Use free tiers of all tools until you grow

Who Should Implement This?

Perfect for:

• Startups hiring their first 10-50 employees

• Agencies with regular contractor hiring

• HR departments drowning in applications

• Freelance marketplaces onboarding talent

• Universities connecting students with opportunities

Not ideal for:

• Large enterprises (500+ employees) - need full ATS

• One-time hiring (1-2 roles/year) - manual is fine

• Industries requiring complex compliance tracking

Your Action Plan

Week 1: Setup

• Day 1: Create Typeform application

• Day 2: Set up ClickUp pipeline

• Day 3: Build Make.com workflow

• Day 4: Test with dummy data

• Day 5: Launch with real applications

Week 2: Optimize

• Monitor for errors

• Adjust form questions based on feedback

• Add customizations (Slack, auto-assignment)

• Train team on new process

Week 3: Scale

• Share application across channels

• Track metrics (completion rate, time-to-hire)

• Iterate on ClickUp statuses

• Add advanced features (scoring, AI parsing)

Month 2+: Maintain

• Review monthly (is it still working?)

• Update form questions as needs change

• Add new roles/departments

• Share success with other teams

Next-Level Automation

Once you've mastered this workflow, consider:

1. Full recruitment suite: Application → Screening → Interview → Offer (all automated)

2. Candidate relationship management: Nurture rejected candidates for future roles

3. Referral tracking: Reward employees for successful referrals

4. Diversity analytics: Track demographics, improve inclusive hiring

5. Predictive hiring: AI scores predict candidate success

The future of hiring is automated. Companies that embrace it now will have a massive competitive advantage in the war for talent.

Resources & Support

Official Documentation:

• Typeform API Docs

• ClickUp API Docs