Candidate Status Updates · Recruiting & Staffing
Keep every candidate in the loop without writing each update
Each Greenhouse stage change or rejection gets a short, personal update in your voice, with no rejection reasons or promises. A recruiter approves every email.
Can't be bought yet: waiting for Greenhouse approval. It opens for purchase on its own once approved.
- Starts from an event in a connected app
- 1 AI step
- A person approves before it acts
- About 15 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Candidates email asking where things stand, and we never get back to them.”
- “Rejections go out late, cold, or not at all.”
- “Nobody knows what a candidate was last told.”
What you get with the agent
- Starts the moment a candidate changes stage or is rejected in Greenhouse.
- A short, personal update in your voice, using only what your guidelines say about each stage.
- Fair-hiring rules built in: no rejection reasons, no comparisons, no promises.
- Internal moves, prospects and anything your guidelines keep personal are skipped.
- Recruiter approval before every email, then a note logged on the candidate in Greenhouse.
Before
A candidate moved to the technical interview on Monday. Nobody told them. On Thursday they accept another offer.
After
Minutes after the move, a warm update describing the next step your way is waiting in Reviews. One approval and it's sent and noted in Greenhouse.
How it works
The whole workflow, step by step.
A Greenhouse web hook sends each stage change and rejection the moment it happens. AI drafts a short, personal update in your voice, using only what your guidelines say about each stage and following fair-hiring rules: no rejection reasons, no comparisons, no promises. Internal stage moves, prospects and anything your guidelines keep personal are skipped. A recruiter approves every email in Reviews; once approved it's emailed to the candidate with replies going to your recruiting inbox, and a note is logged on the candidate in Greenhouse. It never moves or rejects candidates itself.
- TriggerCandidate moved or rejected in Greenhouse
- AI stepDraft a personal update
- LogicShould the candidate hear from us?
- No email:No email needed
- Update the candidate:Recruiter approves the email
- OutputNo email needed
- Human approvalRecruiter approves the email
- Approved:Email the candidate
- Approved:Log a note in Greenhouse
- OutputEmail the candidate
- App callLog a note in Greenhouse
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Candidate moved or rejected in GreenhouseA Greenhouse web hook sends each stage change and rejection the moment it happens (you create the web hooks in Greenhouse and paste this trigger's URL and secret).
- Step 2Draft a personal updateAI reads the event (candidate, job, new stage or rejection) and your guidelines, decides whether the candidate should hear from you, and drafts a warm, personal email plus a note for Greenhouse.
- Step 3Should the candidate hear from us?Internal stage moves, prospects and anything your guidelines keep personal are skipped; every other update goes to a recruiter for approval.
- Step 4No email neededThe run history keeps the event and why no email was drafted.
- Step 5Recruiter approves the emailA recruiter reads the draft in Reviews, edits it if needed and approves it. Rejecting it means nothing is sent or logged.
- Step 6Email the candidateSends the approved update to the candidate, with replies going to your recruiting inbox.
- Step 7Log a note in GreenhouseAdds a note to the candidate's Notes tab (visible to the hiring team) with what was sent, so everyone knows the candidate was updated.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Fictional stage change: Priya moves to Technical Interview for a Senior Backend Engineer role.
The agent produces
A short note thanking her and describing the technical interview and what happens next as your guidelines put it, waiting for recruiter approval, then logged on her Greenhouse profile.
What you need
Everything it takes to run it.
About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- GreenhouseAwaiting approval
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Greenhouse, connected in Settings → Integrations, and two Greenhouse web hooks pointing at the trigger (stage change and rejection).
- Your interview stages and what candidates should hear at each.
Setup, about 15 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Greenhouse. Connect Greenhouse (Settings → Integrations → Greenhouse) with a Harvest V3 credential that can create notes (harvest:notes:create).
- Describe your stages and voice. Open “Draft a personal update” and replace the placeholder with your company, signer, interview stages and what candidates should hear at each.
- Pick your Greenhouse account. Pick your Greenhouse account on the trigger and on “Log a note in Greenhouse”.
- Add your recruiting email address. Open “Email the candidate” and enter the address candidates should reply to.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger and activate it, then in Greenhouse (Configure → Dev Center → Web Hooks) create two web hooks — “Candidate has changed stage” and “Candidate or Prospect rejected” — each with this trigger's URL as the Endpoint URL and its secret as the Secret key.
Is it a fit?
Who it's for, and what it won't do.
Built for
- In-house recruiters on Greenhouse
- Talent teams hiring at volume
- Recruiting coordinators
What it doesn't do
- It doesn't move, reject or advance candidates — it reacts to what you do in Greenhouse.
- It never emails a candidate without a recruiter approving the email, and never gives a reason for a rejection.
- It doesn't schedule interviews or send calendar invites; it only describes the next step as your guidelines do.
We list the limits up front so you can decide before you buy.
Price
$89 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Candidate Status Updates.
Which apps does it need?
Greenhouse. Setup includes two Greenhouse web hooks pointing at the trigger. The agent's page shows whether each app is ready to connect.
Does it move or reject candidates?
No. It reacts to what you do in Greenhouse, drafts the email and logs a note. It never explains why someone was rejected and doesn't schedule interviews.
Will AI-written emails sound off?
They're written from your own stage guidelines and voice, and a recruiter approves every one. Dry Run lets you check the tone on sample events first.
Setup and cost?
About 15 minutes once Greenhouse is connected. A one-time unlock that never renews; live runs need a paid plan and your own AI key.
Does it explain why someone was rejected?
Never. Rejection emails thank the candidate and close the process kindly, without reasons, scores or comparisons.
Is this a subscription?
No. Candidate Status Updates is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Candidate Status Updates is almost ready.
Can't be bought yet: waiting for Greenhouse approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.