Permissions: Site Admin

Product tier: Available to 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 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 Configure icon on your navigation bar and select Job Boards & Posts on the left.

Screenshot of Configure > Job Boards and Posts

Scroll to the Job post request email rules panel.

Screenshot of job post request email rules overview

Click the sourcing strategy for which you wish to configure a job post request email rule.

Screenshot of a highlighted sourcing strategy under Job Boards and Posts

Note: To review which sources are mapped to each sourcing strategy, navigate to Configure Screenshot of the Configure icon > Custom Options > Sources. Greenhouse offers a variety of sourcing strategies to provide organizations the flexibility to automate questions based on these differing candidate experiences. 

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.
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're 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: 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.

Screenshot of configuration settings on an automated job post request email rule

Click Save when finished.

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

Screenshot of a sourcing strategy highlighted with an automated job post request email rule configured

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

Send an 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 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 (skipping the stage with the lightning bolt), an automated email will be sent to the candidate.

Screenshot of the move stage dialog box showing a lightning icon by the face to face stage

Note: Automated job post request rules are configured at the job-level rather than candidate-level.

If a candidate is 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, delete the configured automated job post request rule.

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 manually 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.

Screenshot of a candidate's Activity Feed showing an automated job post request email triggered

Note: Automated job post request emails aren't 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 on which you wish to edit or delete the job post request email rule.

Screenshot-of-configured-job-post-request-email-rule.png

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

Screenshot of edit an automated job post request email rule

To delete the job post request email rule entirely, click Delete Rule.

Screenshot of delete an automated job post request email rule

Note: Deleting a job post request email rule is a permanent and immediate action that cannot be undone.

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