Keeping track of which candidate has opted-in and which has not consented just got a whole lot easier! Enabling SMS consent management allows Grayscale to sync your candidates' responses to the opt-in question on your applications and disables messaging for those candidates who did not want to receive texts – giving you peace of mind that you're not going to accidentally text them.
Prerequisites
You must have Greenhouse Site Admin access
You must have Grayscale Admin access
You have a compliant Privacy Policy and Terms of Use
These must be publicly accessible
See US A2P 10DLC Registration Prerequisites – Campaign Registration for compliance requirements
Table of Contents
Step 1 – Configure Custom Candidate Field
First, head over to your Greenhouse Configuration page.
Configure → Custom Options → Under Company Custom Fields select Candidates
Click Add Field
Field name*: SMS Consent
Description (Optional): [ ]
Field Type*: Yes/No
☑️ Create new email token (optional) – To use the value of the custom candidate field in email and offer letter templates as a token, check the box next to Create new email token (optional). If you'd like, you can modify the token label in the field.
🔲 Mark Private – By default, the custom candidate field will display on the Details tab of the candidate profile page. If you'd like to restrict access to the field to only users with access to the Private tab, check the box next to Mark Private.
Click Save → Refresh the page to capture the Field key
Field key – Save the field key for later, when Activating the Greenhouse integration (STEP 2: Enable SMS Consent Management )
Step 2 – Add Custom Application Question to a Single Job Post
Note: It isn't possible to link responses to a candidate field during the bulk edit workflow in Greenhouse. Follow these steps to create the linked question on a single job post.
Click on the image for video recording of workflow steps:
In Greenhouse:
Navigate to Jobs
Click into any one job → Job Setup → Job Posts → click the Pencil icon to edit
Scroll down to the Custom application questions section → click Add custom question
Copy & paste the SMS Consent Custom Application Question Setup in the corresponding text boxes, it should look like this:
Click Add → scroll down to the bottom of the page → click Save
SMS Consent Custom Application Question Setup
Question | By selecting YES, I consent to receive recruiting SMS messages from COMPANY NAME at the phone number provided above. Notes for setup:
|
Description | Note: Selecting “no” will not eliminate you from consideration for this role. Message frequency may vary. Message and data rates may apply. Reply HELP for help or STOP to opt-out. Candidate Privacy Policy & Terms of Service Notes for setup:
|
Answers | Link answers to a custom field on candidate’s profile |
Custom Field | SMS Consent |
Checkbox/Dropdown | Select Dropdown |
Required/Not Required | Mark Required |
Step 3 – Apply the Custom Application Question to ALL Jobs in Bulk
Click on the image for video recording of workflow steps:
In Greenhouse:
Navigate to Jobs
Select All Jobs (clear filters if necessary) → click Bulk Actions → Edit external job posts
Click on the Custom Questions tab and enter SMS in the search bar → locate the SMS Consent question
Click on the 3 horizontal dots → click Make Required for All Job Posts
Click Save and Exit → Finish
Please see this Greenhouse help article on adding a Custom Application Question to all job posts.
Here's some sample verbiage for the question/description. For the Answer, you'll want that to link to the custom field on the candidate's profile. Once you enter the custom field's name, it will pull in the details that you created in Step 1 above.
See US A2P 10DLC Registration Prerequisites – Campaign Registration for compliance requirements.
Step 4 – Decide on which level of enforcement to enable
Consent Enforcement Options
There are 2 levels of consent enforcement available in Grayscale:
Permissive enforcement. Users will not be able to text candidates who have responded NO to the consent question.
Candidates who submitted an application prior to the collection of SMS consent can continue to be communicated with.
Candidates who responded with YES to the SMS consent question can be communicated with.
Strict or full enforcement. Users will only be able to communicate with candidates who have responded YES to the SMS consent question.
Users will not be able to begin or continue communicating with candidates who have answered NO to the SMS consent question.
Users will not be able to begin or continue communicating with candidates who have not made a selection on the SMS consent question.
This would typically apply to candidates who submitted their application(s) prior to the addition of the SMS questionnaire.
And just like that, you're ready to roll 😎
Disclaimer: The information in this document is provided for general informational and awareness purposes only and does not constitute legal, tax, accounting, technical, compliance, or other professional advice. Paylocity is not a law firm or accounting firm, and neither this document nor the Platform or Services should be construed as providing legal, tax, or accounting advice. Clients remain solely responsible for ensuring compliance with applicable laws and regulations, and use of Paylocity’s Platform or Services does not relieve Clients of those obligations. Nothing in this document constitutes a warranty of compliance or a representation or warranty regarding product functionality. The content is subject to change.
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