With Grayscale's Interview Scheduled Automations, just schedule your interviews and we'll do the rest 😉
You can use your favorite scheduling tool (GoodTime, Calendly, EasyBook, etc.), and as long as the date/time is saved in your ATS, you can trigger automated interview reminders & post-interview follow-ups!
Note: Interview Scheduled automations are only available with Greenhouse and Lever integrations
Interview Scheduled Automation
We recommend setting up at a few separate automations for Interview Reminders, representing each of your primary interview types (phone screen, on-site interview, etc). This ensures your reminders are hyper-relevant to the type of interview.
Setup
Navigate to Automations and click New
Enter a name for your automation (be descriptive to make it easier to find later)
Determine which job(s) you want this automation to execute on, you can choose from:
All Jobs (only available for Admins)
All My Jobs (only available for Greenhouse ATS)
For Specific Jobs
Only for jobs that contain (keywords)
Select Interview Scheduled as the event trigger
In the Candidate section, you can apply these optional filters:
Stage – This will allow you to customize your reminders based on the interview stage the candidate is on, so the reminders feel personalized and relevant. If left empty, this automation will send whenever a candidate has moved into any interview stage and the interview is scheduled in your ATS.
Tags – Select the relevant ATS tags to narrow your audience down even further
In the Actions section, select the Wait time. Choose from these options:
Day before interview
24 hours before interview
Morning of interview
More on the Wait options here
Craft your message! Make sure to take advantage of our contextual snippets to personalize the reminder with key info from your ATS. Personalization snippets include:
Interview Date & Time – {{ interview.start_at }}
Interview Team – {{ interview.team }}
Job Name – {{ job.name }}
Candidate First & Last name – {{ profile.first_name }} {{ profile.last_name }}
Sender Full Name – {{ sender.name }}
Sender First/Last name – {{ sender.first_name }} {{ sender.last_name }}
Note: For Same Day Interviews, such as Panel Interviews, you can decide whether to send one message for each individual interview or to send one message for all interviews combined that are occurring on the same day.
Add up to 3 nudges to ensure those candidates schedule their interview without having to reach out manually!
Add Followers to be notified of responses from candidates.
And Save!
Post-Interview Follow-Up Automation
Setup
Navigate to Automations and click New
Enter a name for your automation (be descriptive to make it easier to find later)
Determine which job(s) you want this automation to execute on, you can choose from:
All Jobs (only available for Admins)
All My Jobs (only available for Greenhouse ATS)
For Specific Jobs
Only for jobs that contain (keywords)
Select Interview Scheduled as the event trigger
In the Candidate section, you can apply these optional filters:
Stage – This will allow you to customize your reminders based on the interview stage the candidate is on, so the reminders feel personalized and relevant. If left empty, this automation will send whenever a candidate has moved into any interview stage and the interview is scheduled in your ATS.
Tags – Select the relevant ATS tags to narrow your audience down even further
In the Actions section, select the Wait time. Choose from these options:
After interview completed
1 day after interview
2 days after interview
More on the Wait options here
Craft your message! Make sure to take advantage of our contextual snippets to personalize the reminder with key info from your ATS. Personalization snippets include:
Interview Date & Time – {{ interview.start_at }}
Interview Team – {{ interview.team }}
Job Name – {{ job.name }}
Candidate First & Last name – {{ profile.first_name }} {{ profile.last_name }}
Sender Full Name – {{ sender.name }}
Sender First/Last name – {{ sender.first_name }} {{ sender.last_name }}
Note: For Same Day Interviews, such as Panel Interviews, you can decide whether to send one message for each individual interview or to send one message for all interviews combined that are occurring on the same day.
Add up to 3 nudges to keep your candidates engaged!
Add Followers to be notified of responses from candidates.
And Save!
Interview Scheduled Wait Options
Wait selection options | When reminders will send |
24 hours before interview | Approximately 24 hours prior to the scheduled interview time |
Day before interview | Around 7am the day before the scheduled interview |
Morning of interview | Between 7-8am |
After interview completed | 1 hour after the end time (if specified), and 2 hours after the start time (if end time not specified) |
1 Day after interview | 24 hours after scheduled start time of the interview |
2 Days after interview | 48 hours after scheduled start time of the interview |
Need some inspo? Try out these templates.
Interview Status | Suggested Template |
Phone Screen Scheduled Reminder |
|
On-site Interview Scheduled Reminder |
–––
|
Interview Follow-up | After interview completed (day of)
–––
––– 1 Day after interview
––– 2 Days after interview
|
FAQs
What if I need to reschedule my interview? Will Interview Reminders still work?
What if I need to reschedule my interview? Will Interview Reminders still work?
Yep! If you have to reschedule the interview, Grayscale will send a reminder for the newly scheduled interview time.
What if I only want to set up interview reminders only my jobs? Is that possible?
What if I only want to set up interview reminders only my jobs? Is that possible?
Absolutely!
With our Greenhouse integration, you can select All My Jobs from the Job filter.
With our Lever integration, it will be a little more manual. You'll want to select For Specific Jobs and then search for the job(s) that you'd like your automation to execute on.
I don't see my Interview Reminders displaying in the conversation when I open up Grayscale.
I don't see my Interview Reminders displaying in the conversation when I open up Grayscale.
There is about a 2-minute delay from when the Interview Reminder is triggered and when it's actually sent. Be patient and it should appear soon.
If I use Panel Interviews, will my candidate get an Interview Reminder for each part of the Panel Interview?
If I use Panel Interviews, will my candidate get an Interview Reminder for each part of the Panel Interview?
You can decide! If you check the box next to Send one message for interviews occurring on the same day for the same job, then Grayscale will send a single reminder to a candidate when they have multiple interviews scheduled on the same day. If the interviews are scheduled over the course of a few days, then Grayscale will send one reminder per day.
Experiencing issues?
If your interview reminders aren't working, please chat with us below and we'll help troubleshoot with you.