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, click the Configure icon on your navigation bar and select Job Boards & Posts on the left.
Scroll to the Job post request email rules panel.
Click the sourcing strategy for which you wish to configure a job post request email rule.
In the Configuration 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.
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| Hide basic fields |
This box is unchecked by default. When the Hide basic fields box is unchecked, the Job Post Request email sent to candidates includes basic information fields such as name, email, phone number, resume, cover letter, location, and education. If you don't want candidates to provide their basic information at this step, check the box to exclude it from the email.
Note: When checked, the Hide basic fields feature only applies to the specific sourcing strategy you're configuring. Check the Hide basic fields box under each sourcing strategy you would like this feature applied.
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| Do NOT send job post request emails when candidates are manually transferred or added to another job |
This box is unchecked by default. When this box is unchecked, candidates are automatically sent a job post request email when they’re manually transferred or added to a new job. The candidate will receive a job post request email even if they’ve already completed one for another job. When the box is checked, candidates who are manually transferred or added to another job do not receive a job post request email. |
| Template |
Select one of your organization's job post request email templates to be sent to candidates when the rule is triggered. 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. |
Note: Automated job post request emails send the job's primary job post.
Click Save when finished.
The new rule is reflected next to the associated sourcing strategy, under the When to email job post request column.
Repeat these steps to configure rules for as many of the eight sourcing strategies as you wish.
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.
Note: If a candidate is manually added or transferred to a different job in the defined Milestone or later, another automated email will be sent to the candidate.
To prevent duplicate email requests, edit your job post request rule and check the box next to Do NOT send job post request emails when candidates are manually transferred or added to another job.
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.
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.