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User Guide: Automations

Lydia Dennard avatar
Written by Lydia Dennard
Updated this week

Introducing the NEW Automation UI!

We've done a complete overhaul of our automation UI, incorporating new improvements and making automations easier to scale than ever!

You can also check out this video demonstration!

Automations Overview

Visit our Help Center Article: Here

  • Click on the "g" to navigate to the Grayscale menu

  • Click on Automations

  • Click “+ New Automation” to create a new automation

Automation Name:

  • Give your automation a title. This is an internal title and will not be seen by candidates.

Status:

  • Set your automation to Active as soon as you Save.

  • Or set your automation to paused upon creating, until you are ready to activate.

  • Select which job you’d like the automation to run on

Options:

  • All jobs in organization (every job in ATS. Only Admins can see this option)

  • All of My Jobs (every job in ATS that the user is assigned to as Recruiter, Hiring Manager, Coordinator, or Sourcer)

  • Select specific jobs (select one or more specific jobs)

  • By Keyword (specify keyword(s) that should appear in the title of the target jobs)

  • By Segment (select/create job segment...a set of custom filters)

Trigger conditions:

  • Set the event that triggers the automation to be sent

Event options:

  • Stage Changed

  • Candidate Hired

  • Candidate Rejected

  • Candidate Hired or Rejected

  • Interview scheduled (specific to Greenhouse and Lever)

Select Stage

  • Choose specific stage, or

  • Use Stage Name Contains option to set a keyword (automation will apply to any stage that matches keyword)

Select Audience:

  • Include all candidates in select roles, or

  • Select Audience Segment (select/create custom filters to audience)

Automation Content - select Type:

  • Send a message when the automation triggers, or

  • Have the AI Assistant (additional feature) perform a task when the automation triggers

Choose when to send the automation:

  • No wait (immediately)

  • 1 Hour

  • 2 Hours

  • 1 Day

  • 2 Days, etc.

Craft your message:

  • Freeform, or use snippets and templates

Preview a sample audience

  • See examples of candidates in the selected jobs/stages

Note: These candidates are just samples and will NOT receive the automation

  • Assign replies to the appropriate Grayscale user or hiring team role

  • Save Automation

  • To cancel, simply exit the automation without saving

Managing automations:

  • Navigate to the main page of Automations

  • Filter by Status, Job, Events, or Creator

  • Filter by automation name

Open an automation to view details on its executions:

  • Number of response

  • Response rate

  • Average response time

  • Number of messages sent

  • Percentage of recipients that opted out

and recipient-specific details such as:

  • Recipient name

  • Recipient phone number

  • Message sent

  • Response received

  • Opt out

  • Button to recipient's conversation

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