Introducing the new automation UI!

Confused by the changes to the automation UI? Not to worry! You can check out this video demonstration!

Own every moment in your hiring process with Grayscale Automations. With Automations, you can deliver the right messages to candidates at the perfect moment.

Automations are designed to easily scale across your organization. Some common touch points to automate include:

Candidate updates
Scheduling a next steps
SMS/WhatsApp reminders for upcoming interviews
Following up post-interview for feedback
Surveying candidates on your hiring process

What is an Automation?

An automation is broken into 4 sections:

Automation Setup
Trigger Conditions
Automation Content
Preview

Automation Setup

In the Automation Setup, you'll provide a name for the automation (the name is internal-only...candidates will not see it), and select which jobs the automation should apply to.

These can be:

All Jobs
- Only available for Grayscale Admins
All My Jobs
- Only available for SAP SuccessFactors and Greenhouse integrations
- Applies the automation to jobs where the user is assigned as the Recruiter, Hiring Manager, Coordinator, or Sourcer in their ATS
Select specific jobs
- Search for the job(s) you want to add by requisition ID or internal job title
By keyword
- Automation will trigger for jobs with titles that contain the keyword(s) you specify
By segment
- Automation will trigger for the specified job segment (Note: Uses Hiring Hub segments. click here for more details on segments)

Trigger Conditions

The Trigger Condition is the action in your recruiting workflow that will trigger the automation. You can choose one event per automation.

These include:

Stage Changed
- Send a message to a candidate who enters a stage
Candidate Hired
- Send a message to a candidate that was hired
Candidate Rejected
- Send a message to a candidate that was rejected
Hired or Rejected
- Send a message to candidates that were either hired or rejected (same message goes to both)
Interview Scheduled
- Send pre-interview reminders or post-interview follow-ups

Select Stage

Select the stage this automation will trigger on.

The list will display all stages from the applicable jobs. If any of the jobs do not have that selected stage, the automation will not run for those jobs.

You can also specify a keyword instead of a stage name by enabling the Stage Name Contains checkbox.

Use this if not all jobs have the same stage name, but do have the same keyword in a stage name.

For example: If the stage you want is named "Recruiter Phone Screen" on one job, but "Recruiter Phone Interview" on another, and even "Recruiter Phone Call" on a third, you can use the keywords: "Recruiter Phone" to ensure that it runs on each of those.

Select Candidates

Specify which candidates should receive the automation.

All Candidates in Selected Roles
- All candidates who meet the triggering event for a matching job will receive the message
Select Audience Segment
- Only candidates in the specified segment for a matching job will receive the message. (Note: Uses Talent Pool segments. For details on Segments, click here)
Candidate status is
- Only candidates with the matching status will receive the message
  - Any
  - Active
  - Hired
  - Rejected

Automation Content

The Automation Content can be a message that is sent or an AI Assistant task that is performed if all the job, event, and candidate conditions are met.

Message

A message is just that. You set the verbiage that will be used, and every time the conditions are met, that verbiage will be sent to the candidate that triggered the automation.

Additionally, there are some extras that can be configured:

Messages can be delayed relative to the time of the event
Add up to 3 nudges

Note: The Sender snippet will always use the name of the person who created the automation.

AI Assistant Task

If you have our AI Assistant, you can choose to have the automation trigger the AI Assistant to perform a task, such as sending the candidate an invite for a Scheduling event (Note: requires our Scheduling feature), or sending the candidate some screening questions and then moving them to another stage based on their responses.

Preview

Almost done!

This next page will let you see a sample of candidates that would have gotten the automation if it were already created. Please note that these candidates will NOT receive the automation now, because they are already past the triggering event. This is just to help you get an idea of which jobs and job stages are being seen by the automation, and what the message would look like if it were sent to any of these candidates.

You may also set Followers on this page. In order to get notifications of new responses and see a candidate's conversation in your inbox, you must first be following that conversation. When you set yourself (and anyone else that needs it) as a Follower on an automation, you automatically follow every conversation that receives that automation.

One good example: You may want to create a "Thanks for applying" automation that goes out to every candidate that enters the "New Application" stage (or whatever the name is for the first stage in your workflow). If you set yourself as a follower on that automation, you then will follow every candidate that applies and receives that automation!

You can also specify hiring team positions, such as Recruiter, Hiring Manager, Coordinator, and Sourcer, as followers. Anyone who is in that role for the job will be added as a follower for the candidates that receive the automation.

FAQs

What's so great about using the 'Filter by status' option?

This allows users to create more granular automations based off a candidates status like Active, Rejected, or Hired. Users can now prevent a situation where an automation is fired with a Wait time, and before the message is sent. The candidate has been rejected or hired. To prevent this, they can use the “Status is Active”.

Will the automation nudges go out if my candidate is no longer in the stage?

Nope! When it's time for those nudges to execute, we'll double-check that the candidate is still in the original stage the automation was created for. If the candidate's stage has change the nudge will no longer send.