Candidates can be added to Greenhouse Recruiting in a variety of ways – from applying directly through your job board to being submitted by an agency or added as a referral. Automated job post request emails allow you to give candidates who are added to your system without filling out a job application the opportunity to provide demographic data and responses to custom questions by automatically sending the job post questions to them.
Your organization can create up to eight job post request email rules, one for each sourcing strategy, for candidates added to your Greenhouse Recruiting account who did not apply through the job post. Each job post request email rule you create will be available to every job in your Greenhouse Recruiting account.
To set up each rule, you'll define which candidates should receive these emails based on their assigned Source and when in the hiring process candidates should receive these emails based on the milestone. You can also tailor your communication using custom job post request email templates.
Create a job post request email rule
To create a job post request email rule, navigate to the Job Boards & posts page in Configure and select a sourcing strategy from the list.
In the Configuration box, provide the following details:
| Field | What to do |
| Milestone | The milestone a candidate must reach to be sent the job post request email.
Tip: Select Application if you want the candidates to receive the email right away. Otherwise, notify them later in the process by choosing another milestone.
|
| Hide basic fields |
This box is unchecked by default. When the box is unchecked, the email includes basic information fields such as name, email, phone number, resume, cover letter, location, and education. |
| Do NOT send job post request emails when candidates are manually transferred or added to another job |
This box is unchecked by default. When the box is checked, candidates who are manually transferred or added to another job do not receive a job post request email. If it's unchecked, anytime a candidate is moved to a new job they will receive a separate email. |
| Template |
The job post request email templates to use when sending the email. Note: If an email template that contains an attachment is used for the Automated Job Post Email Rule, the attachment won't be included. Please consider adding a hyperlink to the file instead. |
Click Save when finished. Automated job post request emails send the job's primary job post.
Send an automated job post request email
Stages that include any type of automation rule (such as an automated availability request and automated job post request emails) are indicated in the Move [candidate] to another stage box by a lightning bolt icon.
For information on manually sending a job post request email, click here.
Once your organization has created an automated job post request email rule, any candidate added to your Greenhouse Recruiting account without applying through a job post, who also meets the criteria for the rule, is immediately sent the job post request email when they are moved to the stage that corresponds with the designated milestone.
Notes:
You cannot delay or manually cancel an automated job post request email.
If the email template contains a user-specific token like {{MY_FIRST_NAME}}, Greenhouse will use the following logic to determine which name to include:
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The user who moved/added the candidate.
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The user who last created or edited the rule.
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The oldest active Site Admin.
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If no email is available, the email won't be sent.
When an automated job post request email is sent, it is logged in the candidate's Activity Feed as well as under their Application tab.
Edit or delete job post request email rule
From the Configure Job Boards page, click the sourcing strategy on which you wish to edit or delete the job post request email rule.
To edit the job post request email rule in the Configuration box, make your desired changes and click Save when finished.
To delete the job post request email rule entirely, click Delete Rule.
Confirm you wish to delete the rule permanently by clicking Delete.
The rule is deleted immediately.
Cases where an automated job post request email isn't sent
An automated job post request email isn't sent if any of the following are true:
- The candidate does not have an email address associated with their profile.
- The candidate does not have a source assigned.
- The candidate was sent the job post request email manually in a previous stage.
In addition, candidates who are manually added or transferred to another job won’t receive the email if the job post request rule is configured with this box checked: Do NOT send job post request emails when candidates are manually transferred or added to another job.
Note: If a candidate is added via Harvest or Ingestion API to a stage with an automated job post request rule, the candidate must be moved in-app to any other stage in order to trigger the automated job post request email.