Own every moment in your hiring process with Grayscale Automations. With Automations, you can deliver the right messages to candidates at the perfect moment.
New Automation Feature 🎉
Introducing: Multi-Select Jobs
You can now select multiple jobs when creating one automation!
Select For specific jobs in the job dropdown, click + Add more, then search for the jobs you want to add by requisition ID or internal job title.
Automations are designed to easily scale across your organization. Some common touch points to automation include:
Candidate updates
Scheduling a next steps
SMS reminders for upcoming interviews
Following up post-interview for feedback
Surveying candidates on your hiring process
Important onboarding touch points
What is an Automation?
An automation is made up of 4 key components: Job conditions, the trigger event, candidate conditions, and 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
For specific jobs
You can search for and select multiple jobs
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/archived
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
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.
Note: When filtering by tags, it is filtering by the tags from the candidate profile in your ATS rather than the tags in Grayscale.
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:
First, navigate to Automations and click 'New'
From there, name the automation something that will help you distinguish it from others
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. I'm going to select a specific stage
From there, I'll compose the message to the candidate
I'll keep the wait (delay) to “No wait” in this example, because I want to send this message as soon as the stage is changed
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.
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.