Note: This functionality requires ATS integration. Greenhouse customers need these permissions enabled, and Lever customers need these webhooks set up. Don't have an integration but want one? Chat with us below to let us know.
With Grayscale's Interview Reminders, 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.
How to enable automated Interview Reminders
To get started, navigate to Automations and click 'New'.
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.
Step 1 – Determine which job(s)
You can enable interview reminders for:
All Jobs (available for Admins only)
Custom Jobs (non-Admins only. Used to apply a filter, such as "Filter on name", for all jobs)
All my jobs (will run the automation for all jobs that the automation creator is associated with as the Recruiter, Hiring Manager, HR Coordinator, or Sourcer)
You can also combine with filters, such as "Filter on name", to further narrow the jobs the automation will apply to
Specific job (you can search by requisition ID or internal job name)
Filters
Filter on name (replaces the "Only for jobs containing keyword" option)
For this example, I'm going to select 'All Jobs'.
Step 2 – Select the event
When creating interview reminders, you'll want the Event to be set to Interview Scheduled.
Note for Greenhouse customers: Don't see Interview Scheduled as an option? Double-check that the Scheduled Interviews permission is enabled for your Greenhouse API key. Setup instructions can be found here.
Step 3 – Apply candidate filters
From the Candidates section, select a 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.
Selecting a stage is not required to enable Interview Reminders – if left empty, this automation will send whenever a candidate has moved into an interview stage and the interview is scheduled in your ATS.
In the example below, I'm selecting 'Phone Screen' as my stage.
From there, you can select when you want the reminder to go out:
Delay 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 |
In the example below, I've set my reminder to go out the day before the interview.
Note: For Same Day Interviews, you can decide whether an interview automation goes out for each interview, or if you only want to send one message for all interviews occurring on the same day.
When crafting your Interview Reminder template, make sure to take advantage of our contextual snippets to personalize the reminder with key info from your ATS.
Personalization snippets include:
First/last name
Job name
Hiring manager/interview team
Interview date/time
After crafting your template, hit 'Save' and you're all set!
In the above example, next time I schedule an interview for a candidate that's at the 'Phone Screen' stage, they'll receive a personalized interview reminder the day before the interview.
Need some inspo? Try out these templates.
Phone Screen TemplateHi {{ profile.first_name }}, I'm looking forward to our phone interview on {{ interview.start_at }} for the {{ job.name }} position. If you need to reschedule, please reply and let me know.
- [Signature] |
On-site Interview TemplateHi {{ profile.first_name }}, we're looking forward to your interview for the {{ job.name }} position with {{ interview.team }} on {{ interview.start_at }}. If you can't make it or have any questions, please reply and let me know.
- [Signature] |
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?
Yes it is, but there will be a few additional manual steps to set this up. You'll want to select 'Specific Job' and then search for your open job that you'd like to add Interview Reminders for. You'll need to set up multiple automations to ensure you roll this out to all your relevant jobs.
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 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 choose to check the box next to "Send one message for panel interviews occurring within six hours", then Grayscale will send a single reminder to a candidate when they have multiple interviews scheduled in a row. If there is a greater than 6 hour gap between interviews, then Grayscale will still send a second reminder.
Experiencing issues?
If your interview reminders aren't working, please chat with us below and we'll help troubleshoot with you.