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  4. Candidate texting

Grayscale integration

Permissions: Basic and above who can manage ALL organization's API credentials and manage and configure web hooks

Product tier: Available for all subscription tiers

Grayscale's conversational recruiting platform allows for texting, bulk messaging, and automated communication to keep your candidates informed and excited about the application process. Grayscale makes it easy to text candidates from within Greenhouse Recruiting, allowing for the automation of repetitive tasks in the hiring process.

Grayscale's integration with Greenhouse Recruiting offers powerful texting capabilities for engaging with talent directly through automated text messaging.

In this article

Set up the Grayscale 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

Tags

  • Select all

Users

  • Select all

Scheduled interviews

  • Select all

Jobs

  • Select all

Job posts

  • Select all

Job stages

  • Select all

User roles

  • Select all

Prospect pool (Greenhouse CRM customers only)

  • Select all

When 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

Note: You must be an Admin on your organization's Grayscale account to configure the integration in Grayscale.

Next, download the Grayscale Chrome extension.

Open the extension and login with your Grayscale username and password.

Click the Menu icon.

Grayscale chrome extension shows the Menu icon highlighted at the top-right

Click Settings > ATS Settings > then click Greenhouse.

Grayscale chrome extension shows ATS settings with Greenhouse icon highlighted in marigold

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.

Grayscale chrome extension shows an example Harvest API key and a user selected for post notes

When finished, click Save.

The extension will reload to show your current integration.

Grayscale chrome extension shows example endpoint URL and secret key for web hook creation

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

Create web hooks and complete setup 

Once the Harvest API key is saved in Grayscale, you'll see a section called Incoming Webhooks. This section will provide you with the URL and secret key for the web hooks to be created.

Copy the URL and secret key to a secure location.

Grayscale chrome extension shows example endpoint URL and secret key for web hook creation

Follow the steps in this article to create your web hooks in Greenhouse Recruiting. Use the values listed below to configure the web hooks.

  • Name: Grayscale: Delete Application
  • When: Delete application
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

When finished, click Create Web hook.

Repeat the steps above to create twelve (12) additional web hooks, using the following details:

Web hook #2: Application updated

  • Name: Grayscale: Application Updated
  • When: Application updated
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #3: Deleted candidate

  • Name: Grayscale: Delete Candidate
  • When: Delete candidate
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #4: Merged candidate

  • Name: Grayscale: Merged Candidate
  • When: Merged candidate
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #5: Candidate has changed stage

  • Name: Grayscale: Candidate Has Changed Stage
  • When: Candidate has changed stage
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #6: Candidate hired

  • Name: Grayscale: Candidate Has Been Hired
  • When: Candidate has been hired
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #7: Candidate or prospect rejected

  • Name: Grayscale: Candidate or Prospect Rejected
  • When: Candidate or prospect rejected
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #8: Candidate or prospect unrejected

  • Name: Grayscale: Candidate or Prospect Unrejected
  • When: Candidate or prospect unrejected
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #9: Candidate or prospect updated

  • Name: Grayscale: Candidate or Prospect Updated
  • When: Candidate or prospect updated
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #10: Candidate has submitted application

  • Name: Grayscale: Candidate Has Submitted Application
  • When: Candidate has submitted application
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #11: Job created

  • Name: Grayscale: Job Created
  • When: Job created
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web hook #12: Job updated

  • Name: Grayscale: Job Updated
  • When: Job updated
  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Web Hook #13 (Greenhouse CRM users ONLY): Prospect created

  • Name this web hook: Prospect created

  • When: Prospect created

  • Endpoint URL: Paste the URL copied from Grayscale
  • Secret key: Paste the secret key copied from Grayscale

Save when finished. 

The Greenhouse Recruiting / Grayscale integration is now configured for use. 

Use the Grayscale integration with Greenhouse Recruiting

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.

Grayscale extension is highlighted on the right side of the page in a marigold emphasis box

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 automatically will be imported into the candidate's Activity Feed in Greenhouse Recruiting.

Note: To ensure the full communication is organized together in one Activity Feed note, Grayscale imports the entire conversation one hour after the last message is sent / received.

Bulk messaging

To send a bulk message, 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, select the stage, and off you go!

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 in order 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 then report on candidate application responses to locate the consent status. 

To learn more on working with A2P 10DLC regulations in Greenhouse Recruiting, reach 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.

Additional resources

For information or troubleshooting not covered here, reach out to Grayscale Labs Support at support@grayscalelabs.com.