Create stage transition rule

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Stage transition rules allow you to configure candidate-related actions that occur immediately when any member of your team moves a candidate to a specified stage.

In this article, we will cover: 

 

Available stage transition rules

You can configure the following stage transition rules: 

  • Automated availability request: When a candidate is advanced to a specified stage, they are emailed an availability request to begin the process of scheduling an interview. The stage must contain at least one schedulable interview.
  • Automated Calendly request: When a candidate is advanced to a specified stage, they are emailed a Calendly request to self-schedule an interview. The stage must contain exactly one schedulable interview.

    Note: You must enable the Calendly integration before configuring automated Calendly request rules.

  • Automated candidate email: When a candidate is advanced to a specified stage, they are sent a templated email message. This can be useful for sending links to external forms or documents, sending general information about the interview process, and more. 

 

Create new stage transition rule

Click All Jobs from the navigation bar and select a job from the subsequent list.

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From the Job Dashboard page, click the Job Setup tab and navigate to Stage Transitions on the left-hand panel.

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From the Stage Transition Rules page, click Create a rule.

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On the subsequent page, provide the following details:

Stage

Select the stage where the rule is triggered. Please note the following: 

  • An email candidate rule can be configured for any stage
  • An availability request rule can be configured for any stage with one or more schedulable interviews
  • A Calendly request rule can be configured for any stage with exactly one schedulable interview 
Then...

In the Action dropdown, select the stage transition rule to be triggered when a candidate is moved to the specified stage. The available types of rules are based on the stage selected in the dropdown above.

Note: Selecting Send Calendly request populates additional dropdown menus for Calendly Interviewer and Calendly Event Type. Click here to learn more about scheduling through Calendly.

Template (optional)

Select the email template to be used for candidate emails triggered by this rule. The available templates are based on the type of rule you selected (e.g., configuring an email candidate rule allows you to choose only from Candidate Email templates).

From

Select the email address from which automated emails will be sent. 

Note: Setting the From detail to {{MY_EMAIL_ADDRESS}} will send the email from the address of the user who moved the candidate and triggered the rule. Stage transition emails can be sent only from either the user who advanced the candidate, or from no-reply@greenhouse.io. 

Subject

Confirm the subject line from the selected email template appears as expected, or manually type a subject line if no template was selected.

Body

Confirm the email body from the selected email template appears as expected, or manually type an email body if no template was selected.

Note: The following configurations are not supported in stage transition emails:
  • CCing other users on the Availability Request email
  • Adding attachments to Availability Request or Candidate Email messages
  • Suggesting times

Once all details are provided, click Save at the bottom of the page.

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Your stage transition rule is configured and will display in the job's Stage Rules list. Any Job Admin with permission for Can create, edit, and delete job automation rules on the job, or any Site Admin, can view, edit, or delete the stage transition rule you created.

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Repeat these steps as needed to add stage transition rules to additional stages in the job's interview plan.

Note: Automated availability request rules and automated Calendly request rules are mutually exclusive; only one of these two rule types can be configured for a single stage. 

To help identify where rules do and do not exist, a lightning bolt icon is displayed next to any stage with an automated rule configured. When you see this icon, be mindful that moving a candidate to the stage will trigger an automated action.

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Trigger stage transition rule

Once your stage transition rule is configured, it will be triggered immediately when any member of your team moves a candidate to the appropriate stage.

Note: You cannot delay or selectively cancel the action triggered by a stage transition rule. The action is applied immediately to any candidate who reaches the specified stage.

To trigger a stage transition rule, navigate to a candidate's profile and click Move Stage.

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In the subsequent dialog box, click a stage which includes a stage transition rule.

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The candidate is moved to the selected stage, and the stage transition rule is triggered immediately. The automated action is logged in the candidate's Activity Feed.

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Stage transition rules expected behaviors

Please note the following cases where a user will be unable to configure a stage transition rule, or where a configured stage transition rule will fail to execute. 

General: 

  • In order for Greenhouse Recruiting to execute a stage transition rule, the candidate must have a valid email address provided and cannot be marked as Do Not Email
  • If the stage transition rule specifies the sender's email address as the {{MY_EMAIL_ADDRESS}} token, the user moving the candidate / triggering the rule must have a verified email address.

Automated Calendly request rule:

  • An automated Calendly request rule can be configured only for stages containing a single schedulable interview. If the user selects a stage with multiple schedulable interviews, the automated availability request rule is selected by default. 
  • A user must have enabled the Calendly integration in their Greenhouse Recruiting user account to configure an automated Calendly request rule. If the user has not enabled the Calendly integration, the automated availability request rule is selected by default.
  • A user must have enabled the Calendly integration in their Greenhouse Recruiting user account in order to edit an automated Calendly availability request rule created by another user. A user who has not enabled the Calendly integration can still view and delete automated Calendly availability request rules configured by another user. 
  • If the Calendly configuration specified in a rule changes, the rule still exists in Greenhouse Recruiting, but will not execute. A user must edit the automated Calendly request rule or delete it. 
    • For example, if a user disconnects their Calendly account from Greenhouse Recruiting, or deletes an event type in Calendly.

 

Additional resources

To learn more about stage transition rules, please see the following Support Center articles: