Hiring Make.com Expert — Recruiting Automation with Top Echelon ATS API (Job Matching + Email/SMS Outreach)

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Hi Make Community,

I’m a recruiter specializing in the candidate side of split placements within the Top Echelon Network (TE Recruit / Big Biller ATS). I have a database of 10,000+ candidates and I’m looking for an experienced Make.com expert to build a fully automated recruiting workflow.

**What I need built (4 Make scenarios):**

**Scenario 1 - Job Intake & AI Matching**

- Trigger: New row added to Airtable (offshore team submits Network job orders via Google Form)

- Call Top Echelon API POST /public/v1/people/search to find matching candidates

- Send job + candidate data to OpenAI GPT-4o to rank top 10 matches

- Store results back in Airtable

**Scenario 2 - Automated Email Outreach**

- Trigger: New match created in Airtable

- Send personalized email via Top Echelon built-in send_email API endpoint

- Log activity on candidate record via /public/v1/people/{id}/activities

**Scenario 3 - SMS Outreach**

- Run in parallel with Scenario 2

- Send personalized SMS via Twilio to matched candidates

**Scenario 4 - Pipeline Update**

- Add matched candidates to job pipeline in Big Biller via /public/v1/jobs/{job_id}/pipeline/add_candidate

**Tech stack:** Make.com Core plan, Top Echelon API with OAuth 2.0 (bb3api.topechelon.com), OpenAI GPT-4o, Airtable, Twilio, Google Forms. Official Make integration guide at help.topechelon.com/article/1033.

**I will provide:** API credentials (Client ID, Client Secret, OAuth tokens), OpenAI API key, Twilio account, sample test data, outreach message templates.

**Deliverables:** 4 Make scenarios built/tested/documented, Airtable base + Google Form, short Loom walkthrough video, written instructions for offshore team.

**Budget:** $800-$1,500 fixed price | **Timeline:** 1-2 weeks

Please reply with your Make.com portfolio or examples of similar ATS/CRM automation work. Looking to get started quickly!

Thanks, Tom

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Hello @Tom_Trese , welcome to make.com community, I have worked and have experience with Make.com and l will love to collaborate with you on this you can schedule a call Here and you can checkout my upwork profile Here, for my pastworks and certifications

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Hey Tom,

I’m a Make.com expert and have built similar ATS/CRM automations end-to-end candidate matching with GPT ranking, email + SMS outreach, and pipeline updates in CRMs like Big Biller.

I can set up all 4 scenarios, Airtable + Google Form, and deliver a Loom walkthrough with clear instructions for your offshore team. Fully tested, ready to go, and I can start immediately to hit your 1–2 week timeline.

Happy to jump in as soon as you share credentials and sample data. You can reach me at fopefoluwaakinola@gmail.com. Let’s get this automated and hassle-free!

Cheers,
Fopefoluwa

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Hey @Tom_Trese,

Have sent you a DM as well. Would love to help you with automations for your recruitment business. I run an automation studio called Automation Jinn where we help companies automate their processes and increase efficiency. I have experience working with both SMB’s and large enterprises.

Some of my relevant work-
• For an education company, I integrated LearnWorlds with Airtable, Make, and Pipedrive via API handling complex pagination and syncing data in real time.
• For a digital agency, I set up a smart call-routing system using Twilio and Airtable fully automating lead handling.
• For a bakery brand with a large social following, I implemented chatbots integrated with a custom CRM in Airtable and automation workflows to handle orders and FAQs saving hours of manual coordination every day.

Some quick questions-
• Are you already on Top Echleon professional plan as this is the only one providing API access?
• Have you already setup 10DLC in twilio for sending messages?
• Are you already using Make or Airtable? What’s the current setup like?

I can understand how it can become more technical and difficult to handle integrations. I am Make advanced certified, Airtable Certified builder with a background in computer science so quite comfortable in integrating API and custom code. Would love to talk more about the project :slight_smile:

Happy to also jump on a call if it’s easier- https://cal.com/sparsh-gupta-pnrp6p/30min

Cheers,
Sparsh
Founder
Automation Jinn

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Hi Tom, Welcome to the Community!

This looks like a really interesting workflow and very much aligned with the kind of automation systems I build in Make.

I have worked on several API based automations involving Airtable, OpenAI processing, and multi scenario workflows where data flows between systems and triggers outreach sequences.

From your outline the architecture makes sense. The core flow would likely involve the Airtable trigger, candidate search via the Top Echelon API, ranking matches using OpenAI, then triggering email and SMS outreach while logging activity back into the ATS.

I would be happy to review the API documentation and discuss the structure for the four scenarios you described.

You can also check out some of my previous work here in my portfolio website.

Feel free to DM me here anytime if you’d like to discuss the project further.

Best regards,

Folafoluwa Stephen.

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Hi @Tom_Trese ! I would love to help you with your recruiting workflow. We have done similar things also integrating AI tools like juicebox. :slight_smile:

We are a small team of make.com experts and have developed plenty of complex integrations. This project should not be a challenge to us.

If you are interested we would love to help you, you can schedule a call in here: https://cal.com/aspirity/discovery?utm_source=make discovery or check our website www.aspirity.com

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Hi Tom,

This is exactly the kind of workflow I’ve been building recently with Make.com, especially combining APIs, Airtable, and AI for automation.

I can set up all 4 scenarios end-to-end including candidate matching, AI ranking, outreach (email + SMS), and pipeline updates in a clean, scalable way.

Quick question:
Do you want the AI ranking to be based only on job description + candidate data, or should we also include past placement success/engagement signals if available?

Happy to share a quick plan or jump on a call.
:page_facing_up: Check my profile: https://www.upwork.com/freelancers/farhana401
:telephone_receiver: Book a quick call:Calendly - Automaxion

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Hi Tom,

This is a well-scoped project — I’ve built similar multi-scenario workflows connecting APIs, AI ranking, and automated outreach.

Here’s how I’d approach your 4 scenarios:

  • Scenario 1 (Job Intake + AI Matching): Airtable trigger → Top Echelon API search → feed candidate data to GPT-4o with a structured prompt that scores on skills match, location, availability. Return ranked top 10 with match reasoning.
  • Scenario 2 & 3 (Email + SMS): Parallel outreach with personalization pulled from the candidate record. I’d add error handling + logging so you can see exactly which candidates were contacted and track responses.
  • Scenario 4 (Pipeline Update): Straightforward API call, but I’d add deduplication checks so candidates don’t get added twice if the workflow reruns.

I’ve built OAuth 2.0 API integrations, Twilio SMS workflows, and OpenAI-powered scoring systems in Make. This fits well within your 1-2 week timeline.

I’m Priyanshu, founder of Evara AI (incubated at IIT Bhubaneswar). Custom automation is what I do — code-first with Make.com where it makes sense.

Happy to jump on a quick call to scope this out. Portfolio: evaraai.in