Leverage Automated Communication

Now that you have added Stages to your workflow, you can now set up your communication to your applicants so you can maximize Fountain's automation and lower your team's touch points.

Automate Messages are emails and/or SMS set at the Stage level triggered by a set time of your choice. These messages' role is to get the applicant to return to the signup and finish the hiring process.

What's Covered


Designing Stage Messages

Stage Messages are the first email and/or SMS that goes out when an applicant lands in that stage. It can be delayed by the minute and is mainly used to get the applicant to complete the action specific to that stage.

  • Set action item

    For applicants who have stepped away from your signup, these messages will be the first communication they get. Make sure the message is simple and to the point, with a clear action item. Since the message is tied to the type of stage, the content of the message can be more specific to the action you're trying to get the applicant to do for that Stage. For example, a Background Check Stage Message will only be usable on Background Check Stages so the content can explicitly talk about signing their consent form.

  • Set sufficient delay for the Stage Message

    For those who are diligent and are flowing through the workflow in a single sitting shouldn't be getting every Stage Messages as they land in the Stages. Make sure you set a delay time that is sufficient for them to complete that Stage before sending out Stage Messages.


Designing Follow Up Messages

Follow Up Messages are messages that go out after the Stage Message if the applicant still doesn't take action. This can be a single message or a series of messages, each triggered a different idle time and each with added urgency and content. The goals of these messages are to get the applicant to return to their signup and is typically more generic and don't refer to the action at hand for scalability.

  • Sell the company and the job 

    Follow Up Messages are the last few communications to the applicant. By now the applicant has started the signup and have received an email or two from your company and they still haven't done anything. They might need a little push and reminder on why they signed up in the first place. Don't be afraid to sell the job and your company a little to give that little nudge.

  • Give a sense of urgency

    These messages are the last chance to get the applicant to return to the signup and finish the steps. Consider giving a sense of urgency to the applicant where their signup will be closed if they don't take action.


Automated Message Best Practice

  • Use Message Templates for scalability

    If you have 10 openings and 10 stages each, that's 100 Stage Messages! Add the 3 follow up messages per stage, that's an additional 300!

    To be scalable, use the Message Templates to add a Stage Message Template or each stage type you've used in your workflow and a few Follow Up Messages Template. You can now link the same template across different Stages and Openings. If you need to make copy edits to the template, you'll only need to update the template once and it'll be reflected everywhere it was used.

  • Be general in your communication so it's applicable to all your Stages and Openings

    Your email and SMS content should be somewhat general. Try not to specify processes that will differ among the Openings. If you are making different templates for different stages, you can maybe put in what to expect for the next step. However, if your workflows are different where the order of the Stages changes, then I would refrain from that.

  • Use Merge Keys to make it personable and specific

    You can make your emails specific by using merge keys. If you need to talk about the Opening you can always merge in the field for the Opening Name, pay rate, address, and additional Info as long as you have input that in the Opening Setting. You can also make the message more personable by addressing the applicant and any data on their profile, e.g. insurance expiration date, the reason why applied, city, preferred shift.


Next Steps

Once you have designed your message content and evaluated these tips, go on over to add the Stage Message and the set up the Follow Up Messages.




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