# Monthly silver medalist outreach from Greenhouse to SourceWhale

> Every month, find the finalists who narrowly missed out, match them to your open roles, and add them to a SourceWhale campaign.

- Workflow type: agent
- Services: SourceWhale, Greenhouse, Slack
- Categories: HR & People, Operations
- Published: 2026-08-09

## What it does

- Pulls your currently open roles from Greenhouse, then looks back over the last 12 months of rejected applicants.
- Keeps only the people who reached a final interview or an offer, and matches each one to an open role their background genuinely fits.
- Skips anyone already in SourceWhale, then adds the rest to a re-engagement campaign along with the role they are being revisited for.
- Posts a Slack summary showing who was added, what role they were matched to, and how many were already in your system.

## What you'll need

- A Greenhouse account with access to your jobs, applications, and candidates
- A SourceWhale account with a re-engagement campaign ready for people to be enrolled into
- A Slack workspace and a channel where the monthly summary should land

## Prompt

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.

## How to customize

- Change the timing: run it quarterly instead of monthly, or on a different day of the month.
- Raise or lower the 25 person cap depending on how much personal outreach your team can genuinely handle.
- Narrow the pool to specific departments, locations, or a shorter lookback window than 12 months.

## Example output

Silver medalist re-engagement, March run

Added to SourceWhale (6)
1. Priya N., matched to Senior Backend Engineer. Reached final round for Staff Backend last April, strong Go and distributed systems background.
2. Marcus T., matched to Enterprise Account Executive. Offer stage for Mid-Market AE in June, declined on level, now a fit for the senior opening.
3. Dana R., matched to Product Designer. Final round in September, portfolio lines up with the new design system work.
4. Sam O., matched to Data Engineer. Offer stage in January, warehouse and dbt experience matches directly.
5. Alix W., matched to Customer Success Manager. Final round in November, came second on a close call.
6. Tom H., matched to Senior Backend Engineer. Final round in February, previously interviewed for the platform team.

Already in SourceWhale, skipped: 4
Qualified but held for next run: 3

## FAQ

### What is a silver medalist candidate?

Someone who made it deep into your hiring process, usually a final interview or an offer, but did not get the job. They already know your company and cleared most of your bar, which makes them one of the warmest sources of talent you have.

### Does it reach out to everyone who was rejected?

No. It only keeps people who reached a final-stage interview or an offer, so anyone who dropped out earlier is left alone. It also skips people whose rejection was about conduct or a reference check, since those are not candidates you want to revisit.

### What stops it from adding people we are already talking to?

Before adding anyone it looks them up in SourceWhale by email address and skips the ones who are already there. The Slack summary tells you how many were skipped for that reason each month.

### Why is it capped at 25 people per run?

Because these are warm, high-value people and the outreach should read as personal rather than as a mass send. If more than 25 qualify, it keeps the strongest matches and holds the rest. You can raise the cap if your team has the capacity.

### Do Greenhouse and SourceWhale need to be connected to each other first?

No. You just need a login for each. Greenhouse supplies the candidate history and SourceWhale receives the people who make the cut.

Use this prompt in General Input: https://www.generalinput.com/prompts/monthly-silver-medalist-outreach-from-greenhouse-to-sourcewhale