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 made up of 4 key components:
Job conditions
The trigger event
Candidate conditions
The action
Job
Job conditions define which jobs an automation can operate on.
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
For specific jobs
Search for the job(s) you want to add by requisition ID or internal job title
Only for job names that contain
Automation will trigger for jobs with titles that contain the keyword(s) you specify
Event
The Event is the action in your recruiting workflow that will trigger the automation. You can choose one event per automation.
These include:
A stage is changed
An interview is scheduled
A candidate is hired or rejected
Candidates
Candidate conditions define which candidates an automation can operate on.
These can be:
All candidates
Filter on stage name
Only candidates in a specific stage
Only candidates in a stage that contains a keyword (e.g. "phone" or "interview")
Filter on tags (ATS)
Filter on status
Active
Hired
Rejected
Note: If filtering by stage that contains a keyword, only stages that match all keywords will be selected. In other words, if you enter "Phone interview", it will only select stages that contain both "Phone" and "interview" in the stage name.
Actions
The Action is a message that is sent if all the job, event, and candidate conditions are met.
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
Route responses to team members by adding them as Followers
Note: The Sender snippet will always use the name of the person who created the automation.
How to build an Automation
To build an automation, follow these simple steps:
Navigate to Automations and click New
Then name the automation something that will help you distinguish it from others (this is an internal title only)
Next, select the Job conditions
For this example, I'm selecting a specific job I want to add an automation to
Choose the Event that will trigger your automation
In this case, I want the automation to run when a stage is changed
Set the Candidate conditions to determine which candidates will receive the message
Let's select a specific stage
From there, compose the message to the candidate
I'll keep the wait (or delay) to No wait (Immediately) in this example, because I want to send this message as soon as the stage is changed
If this automation is meant to target candidates in a different time zone from yours, you can adjust the time zone by clicking on the set time zone directly below the Wait field
I'll also add a couple of nudges to automatically follow-up if the candidate does not respond
To make sure someone is notified if the candidate replies, I'll add a Follower
Finally, click Save and that’s it! This automation is now set up and ready to run every time these conditions are met.
Note: Once an Automation is activated, it will run every time the conditions are met moving forward. In the example above, this automation would not run for any candidates currently at 'Preliminary Phone Screen' stage, only those moved to that stage moving forward.
FAQs
What's so great about using the 'Filter by status' option?
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?
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.
Can I see who received an automation?
Can I see who received an automation?
Yes! Automations contain an Executions tab that will display details of every recipient!
What's next?
When you’re ready, here’s a couple more common workflows that can take it a step further:
Set up automated Interview reminders for your upcoming interviews
Automate post-interview follow-ups for getting candidate feedback
Additional questions? Chat with us below.