Permissions: Site Admin

Product tier: Available for Expert subscription tier

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, when in the hiring process candidates should receive these emails based on the Milestone, and tailor your communication using custom Job Post Request Email templates.

In this article, we will cover: 

To begin, click the Configure icon Configure.png in the upper right corner and navigate to Job Boards & Posts in the left-side panel. 

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From the Configure Job Boards page, navigate to the Job post request email rules panel. 

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Create job post request email rule

From the Job post request email rules panel, click the Sourcing strategy for which you wish to configure a job post request email rule. 

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Note: To review which sources are mapped to each sourcing strategy, navigate to Configure Configure.png > Custom Options > Sources. 

In the subsequent Configuration dialog box, provide the following details: 

Field What to do
Milestone Define which Milestone a candidate must reach to be sent the job post request email.

Tip: If you want candidates to receive a job post request email right away, select the Application Milestone. If you want candidates to receive the email once they have progressed further in your interview pipeline, select a later Milestone.
Hide basic fields

When the Hide basic fields box is unchecked, the Job Post Request email sent to candidates will require them to fill out their basic information such as name, email, phone number, resume, cover letter, location, and education.

If you do not wish for candidates to provide their basic information at this step, check the Hide basic fields box to exclude it from the email. 

Note: This box is unchecked by default. When checked, the Hide basic fields feature only applies to the specific Sourcing strategy you are configuring. Check the Hide basic fields box under each Sourcing strategy you would like this feature applied.
Template

Select one of your organization's Job Post Request email templates to be sent to candidates when the rule is triggered.

Click here to learn how to edit or create a new job post request email template.

Note: Automated job post request emails send the job's primary job post.

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Click Save when finished. 

The new rule is reflected next to the associated Sourcing Strategy, under the When to email job post request column. 

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Repeat these steps to configure rules for as many of the eight sourcing strategies as you wish. 

Send automated job post request email

Note: For information on manually sending a job post request email, please click here.

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 dialog box by a lightning bolt icon

Note: When moving a candidate to a different stage, a lightning bolt icon is shown only next to the first stage associated with the Milestone that has an automation rule. If a candidate is moved to a later stage (thus skipping the stage with the lightning bolt), an automated email will be sent to the candidate.

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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.

Note: You cannot delay or selectively cancel an Automated Job Post Request Email. 

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. 

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Note: Automated job post request emails are not sent to candidates who were added to Greenhouse Recruiting through data migration. 

Edit or delete job post request email rule

From the Configure Job Boards page, click the sourcing strategy for which you wish to edit or delete the job post request email rule. 

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To edit the job post request email rule in the subsequent Configuration dialog box, make your desired changes and click Save when finished. 

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To delete the job post request email rule entirely in the Configuration dialog box, click Delete Rule in the lower left-side corner. 

Note: Deleting a Job Post Request Email rule is a permanent and immediate action that cannot be undone.

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In the subsequent Delete rule dialog box, confirm you wish to delete the rule permanently by clicking Delete. The rule is deleted immediately.

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Cases where an automated job post request email is not sent

An automated job post request email is not 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