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Getting Started with Grayscale Automations for Recruiting
Getting Started with Grayscale Automations for Recruiting

Automate touch points like scheduling interviews, sending interview reminders, gathering candidate feedback, and more.

Sam Abello avatar
Written by Sam Abello
Updated this week

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 automation 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:

  1. Job conditions

  2. The trigger event

  3. Candidate conditions

  4. 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:

  1. Navigate to Automations and click New

  2. Then name the automation something that will help you distinguish it from others (this is an internal title only)

  3. Next, select the Job conditions

    1. For this example, I'm selecting a specific job I want to add an automation to

  4. Choose the Event that will trigger your automation

    1. In this case, I want the automation to run when a stage is changed

  5. Set the Candidate conditions to determine which candidates will receive the message

    1. Let's select a specific stage

  6. From there, compose the message to the candidate

    1. 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

  7. I'll also add a couple of nudges to automatically follow-up if the candidate does not respond

  8. To make sure someone is notified if the candidate replies, I'll add a Follower

  9. 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?

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.

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:


Additional questions? Chat with us below.


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