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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.

See the following sections for more information:

Available stage transition rules

You can configure the following stage transition rules: 

  • Stage transitions 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.
  • Stage transitions 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 stage transitions Calendly request rules.

  • Stage transitions 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. 
  • Stage transitions send forms: When a candidate is advanced to a specified stage, they are sent a form. Sending forms automatically at the appropriate step in the interview process reduces the time spent on manual work, and allows your recruiting team to more efficiently collect the information you need.

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 panel.

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

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On the next page, enter the following details:

Stage

The stage where the rule is triggered. Keep the following things in mind when choosing your stage:

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

The action that occurs when the rule is applied. 

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 selection made in the Stage 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.

User credited with this action

The user who should be logged in the candidate's Activity Feed as executing the action (for example, the user who is logged as sending the availability request email).

While this user's name will be logged in the Activity Feed, you can still configure the email itself to be sent from a global email address (see the From section below).

Note: You can configure the action to be credited to either yourself or to the user who moved the candidate. You cannot configure the action to be credited to another specific user. 

Template (optional)

The email template used for candidate emails sent by this rule.

The available templates are based on the type of rule you selected. For example, configuring a stage transitions candidate email rule allows you to choose only from Candidate Email templates.

From

The email address from which the automated emails should be sent.

You can choose to send the emails from a verified global email address, or from the email address of the user credited with the action by selecting {{MY_EMAIL_ADDRESS}}.

Subject

The subject line for the automated email. 

If you chose a template, this field will be completed automatically. if you did not choose a template, or you don't want to use the subject line from the template, enter another subject line in the field. 

Body

The body text for the automated email.

If you choose a template, this information will be filled in automatically. If you did not choose a template or want to adjust the email body, manually enter it in the field.

Note: The following configurations are not supported in stage transitions 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 appears in the job's Stage Rules list. Any Job Admin with permission for Can create, edit, and delete Stage Transition rules on the job, or any Site Admin, can view, edit, or delete the 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: Stage transitions availability request rules and stage transitions 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 is 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 that 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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What do expect from Stage Transition rules

See the following detailed information for situations where a user can't configure a stage transition rule, or where a configured stage transition rule fails 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 credited with the action must have a verified email address.
  • If a candidate is moved into a stage automatically via an auto-advance application rule and triggers an email-based stage transition rule, both the sender of the email and the user credited with the action in the candidate's Activity Feed are recorded as the user who configured the auto-advance application rule. The User credited with this action selection applies only to candidates who trigger a stage transition rule when they are moved to a stage manually. 
  • When a stage transition rule isn't able to run, a note will be added to a candidate's activity feed

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Stage transitions Calendly request:

  • A stage transitions Calendly request can be configured only for stages containing a single schedulable interview. 
  • A user must have enabled the Calendly integration in their Greenhouse Recruiting user account to configure a stage transitions Calendly request rule. 
  • A user must have enabled the Calendly integration in their Greenhouse Recruiting user account in order to edit a stage transitions Calendly request rule created by another user. A user who has not enabled the Calendly integration can still view and delete stage transitions Calendly 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 stage transitions 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.

Stage transitions send forms: 

  • A user can create a stage transitions send forms rule only if a form is already created at the job-level for the selected stage. If no form exists for the selected stage, the Send Form option will not be available in the Action dropdown.
  • Editing the body of the email on the Edit a Form page does not automatically update the body of the email sent when a stage transitions send forms rule is triggered. If you wish to edit the body of the email sent when the stage transitions rule is triggered, you must make the edits to the stage transitions send forms rule itself. 

Additional resources

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