Monthly silver medalist outreach from Greenhouse to SourceWhale

On the first Monday of every month, rebuild a silver medalist re-engagement list out of Greenhouse and load it into SourceWhale.

Start in Greenhouse. Use List Jobs to pull every currently open role, keeping the job title, department, and location for each one so I have something concrete to match people against. Then use List Applications to pull applications that were rejected in the last 12 months. For each of those applications, use Get Candidate to pull the person's full details, including their contact information, the role they originally applied for, the furthest interview stage they reached, and the reason they were rejected.

The filtering is the heart of this, so take it seriously. Keep only people who genuinely got close, meaning they reached a final-stage interview or received an offer. Drop everyone who was rejected earlier in the process. Then compare each remaining person's background against the list of currently open roles and decide whether there is a real match rather than a loose keyword overlap. Someone rejected for a senior backend role can be an excellent fit for a different backend opening, but a candidate rejected from a sales role is not a fit for an engineering one, and someone who was too junior last year is only a fit if the open role is actually at their level. Also skip anyone whose rejection points to conduct, a failed reference check, or anything else that means we should not approach them again. If a rejection reason is ambiguous about whether it was a performance question or a judgement question, leave that person out.

Cap each run at 25 candidates. If more than 25 people qualify, keep the strongest matches, favouring people who reached the offer stage and whose fit with an open role is most direct. These are warm, high-value people and the whole point is that the outreach does not read as a blast, so a short strong list beats a long thin one.

Before adding anyone, dedupe against SourceWhale. Use Search Candidates to look each person up by their email address. SourceWhale's search matches on a single identifying field, so search by email specifically rather than by name. Skip anyone who already exists in SourceWhale and keep a count of how many were skipped this way. Also skip anyone who has no email address on file, since there is no way to dedupe them or reach them.

Add everyone who survives with Add Candidates, enrolling each person into the re-engagement campaign. Use List Campaigns to resolve that campaign by name. For each person, record which currently open role they are being revisited for, alongside the role they originally applied for and the stage they reached, so whichever recruiter picks up the conversation has the context without going back to Greenhouse.

Finish by posting a summary to Slack with Send a Message. List each person who was added, the open role they were matched to, and a one-line reason for the match. Then state how many people were skipped because they were already in SourceWhale, and how many qualified but did not make the 25 cap so the team knows there is more in the queue. If nobody qualified this month, still post the summary so the team knows the run happened.