Texting, powered by Grayscale

Grayscale's conversational recruiting platform allows for texting, bulk messaging, and automated communication to keep your candidates informed and excited about the application process. 

Texting, powered by Grayscale is a premium, embedded texting solution that allows users to engage candidates via SMS, international text, or WhatsApp through one-off and bulk campaigns.

Video overview

Set up the integration

Create a Harvest API key

To configure the Grayscale integration, you'll need to create a Harvest API key. Follow the steps in this article to create the key, and verify that the credentials and permissions below are selected:

Credentials

In the Create New Credential box, make the following selections:

• API type: Harvest
• Partner: Grayscale
• Description: Grayscale Harvest API key

Permissions

Verify that the following permissions are selected for the Grayscale integration:

• Activity feed
  • Select all
• Applications
  • Select all
• Candidates
  • Select all
• Jobs
  • Select all
• Job posts
  • Select all
• Job stages
  • Select all
• Prospect pool (Greenhouse CRM customers only)
  • Select all
• Tags
  • Select all
• User roles
  • Select all
• Users
  • Select all

When you're finished, click Save.

Copy your created Harvest API key to a secure location to enter into Grayscale in a later step.

Configure the integration in Grayscale

Next, download the Grayscale Chrome extension.

Open the extension and log in with your Grayscale username and password.

Click the Menu icon.

Click Settings > ATS Settings > then click Greenhouse.

Paste the Harvest API key you created in the previous step, and click Verify permissions to ensure the correct permissions were assigned to the key.

Choose a user from the Post Notes As dropdown that the integration can use to post notes to candidate activity feeds.

When finished, click Save.

The extension will reload to show your current integration.

Copy the URL and secret key for use in creating web hooks in the next step.

Create web hooks and complete setup

Next, follow the steps in this article to create web hooks in Greenhouse Recruiting. Use the values listed below to configure the web hooks:

• Name: Grayscale: Delete Application
• When: Delete application
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

When finished, click Create Web hook.

Repeat the steps above to create 14 additional web hooks, using the following details:

Web hook #2: Application updated

• Name: Grayscale: Application Updated
• When: Application updated
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #3: Deleted candidate

• Name: Grayscale: Delete Candidate
• When: Delete candidate
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #4: Merged candidate

• Name: Grayscale: Merged Candidate
• When: Merged candidate
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #5: Candidate has changed stage

• Name: Grayscale: Candidate Has Changed Stage
• When: Candidate has changed stage
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #6: Candidate hired

• Name: Grayscale: Candidate Has Been Hired
• When: Candidate has been hired
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #7: Candidate or prospect rejected

• Name: Grayscale: Candidate or Prospect Rejected
• When: Candidate or prospect rejected
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #8: Candidate or prospect unrejected

• Name: Grayscale: Candidate or Prospect Unrejected
• When: Candidate or prospect unrejected
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #9: Candidate or prospect updated

• Name: Grayscale: Candidate or Prospect Updated
• When: Candidate or prospect updated
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #10: Candidate has submitted application

• Name: Grayscale: Candidate Has Submitted Application
• When: Candidate has submitted application
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #11: Job created

• Name: Grayscale: Job Created
• When: Job created
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #12: Job updated

• Name: Grayscale: Job Updated
• When: Job updated
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #13: Candidate Has Been Unhired

• Name this webhook: Grayscale: Candidate Has Been Unhired
• When: Find 'Candidate Has Been Unhired' from the dropdown
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web Hook #14: Job Deleted

• Name this webhook: Grayscale: Job Deleted
• When: Find 'Job Deleted' from the dropdown
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

Web hook #15 (Greenhouse CRM users ONLY): Prospect created

• Name this webhook: Prospect created
• When: Prospect created
• Endpoint URL: Copy from Grayscale under Settings ATS Integration
• Secret key: Copy from Grayscale under Settings ATS Integration

When finished, the integration is configured and ready to use.

Use the integration

The Grayscale integration allows you to text candidates directly within Greenhouse Recruiting via the Chrome extension. The extension works on sourcing sites like LinkedIn as well.

Text candidates

With the extension open, click the g icon on the right of your screen. This allows you to start texting with the candidate.

If the candidate is not recognized within Grayscale, you can seamlessly add them to Grayscale. Grayscale automatically pulls in name, cell phone number, and email address, so all you need to do is click Save.

To access your full inbox, click on the Menu icon and select Inbox.

When texting, your conversation history will automatically be imported into the candidate's Activity Feed in Greenhouse Recruiting.

Bulk messages

To send text messages in bulk, search open jobs in Greenhouse Recruiting directly from the Grayscale Chrome extension. Grayscale will provide you with a list of relevant candidates to message.

For example, if you want to message all candidates at the phone interview stage of an open job, simply search for the job in the Grayscale extension, and select the stage.

Opt-in consent for application-to-person (A2P) messaging

Application-to-person (A2P) messaging allows organizations to send messages to standard 10-digit long code (10DLC) phone numbers.

New texting regulations for A2P 10DLC require candidates expressly opt in when applying for jobs to receive A2P communications. If a candidate opts out, these messages will be blocked.

To obtain this opt-in consent in Greenhouse Recruiting, create a custom application question using Yes / No as the configured answer type, and then apply this question to your job posts in bulk.

Once created, you can report on candidate application responses to locate the consent status.

To learn more about working with A2P 10DLC regulations in Greenhouse Recruiting, reach out to your Customer Success manager or open a ticket with Greenhouse Technical Support.

Frequently asked questions

Where do I download the Chrome extension?

Download the extension here.

I downloaded the Chrome extension, and the Grayscale tab is not showing up.

First, verify that you're using the Chrome browser, then try refreshing the page. If this doesn't resolve the issue, make sure you're on a supported website such as Greenhouse Recruiting or LinkedIn. If you're not on Greenhouse Recruiting, navigate to Greenhouse Recruiting, refresh the page, and try again. If the issue persists, clear your cache / cookies and restart Chrome.

My texting history is not displaying on the candidate Activity Feed.

Grayscale updates the candidate's Activity Feed one hour after the latest text message was sent or received for that candidate. This ensures your entire conversation is organized within the same note in the Activity Feed. If it's been longer than an hour, try refreshing the candidate's profile in Greenhouse Recruiting.

Where can I get more resources?

For additional support using the Grayscale integration, check out their FAQ.