Step 4. Action - Send or Schedule invitations

In this step you can set up all settings for sending your Starred invitations for feedback

Your final workflow step consists of settings up your survey invitation settings.

If you're building your workflows from scratch, click on "Action" and Select Starred as your destination app.
If you're using one of our templates, you can open the last step called "Action: Starred as destination" in edit mode.

Send or schedule invitation

You can choose between two options:

  • Send invitation - to send the survey upon workflow execution or;
  • Schedule invitation - to schedule an invitation. We recommend choosing for a static delay period, here you can select a delay up to 180 days.

Choose Survey and Invitation Templates

In the step Starred Survey Template you can select the survey you would like to send to your respondents.

In the next step, Email Invite Template, you need to select the invitation template and language you would like to accompany your survey.

If you plan to send your survey in different languages, you need to first translate your survey and then your invitation email. Then, you have two options:

  • create a workflow for each languague
  • map the language of the invitation (and therefore the survey) to a field pulled from your ATS such as the office location.

Sender settings

Under Sender Settings you specify the sender of the surveys. You can choose the email address of one of your colleagues or you can choose an alias sender address.

The difference here is that the "colleague's" address needs to be an active user in Starred, so it also needs to have an actual inbox, while the sender address is an alias email address that you can create in your Settings and that doesn't actually exist. We recommend this option as it's more future proof, as you might delete users from the account

Recipient settings

In Recipient Settings you can select the recipient information. First Name, Last Name and Email are mandatory fields.

Custom fields

In Custom fields you can set up custom fields to segment your data in your dashboard after receiving responses. On the right you can select a field from your Lever environment, on the left you can specify the name of this custom field. We recommend adding the specified name without spaces as these fields can also be used to customize your invitation text with.

If you start with one of our templates, there will already be some very useful fields added to them.

Department field

If you wish to add a department field, you have a few options:

  • Pulling the tiered department, which means we will display both the parent and (child)departments into one string (i.e. R&D>product>design)
  • Pulling the root department, which is the parent department
  • Pulling the child department, simply called Department Name in the dropdown menu

Email reminder

At Email reminder you can set a reminder. If the recipient doesn’t respond to the feedback survey, we will send a friendly reminder X days after the initial invitation. The text in the reminders is not customizable, meaning it is the same as the initial email just with a slightly different subject.

Tips & Tricks

  • When choosing the number of days delay in sending the survey, keep in mind the number of days delay used for sending your rejection emails. The delay in Starred is based on the rejection date in Greenhouse, not based on when your rejection email is sent from Greenhouse.
  • Adding custom fields to received responses can be done but is extremely time consuming and should only be reserved for specific cases, as it cannot be done in bulk. For this reason, we recommend to add all custom fields before you enable your workflow. Removing custom fields from the workflow is possible at any time.
  • Fields are case sensitive
  • Type custom field names without spaces (e.g JobName)
  • When using the same Custom fields in multiple workflows, the notations (capital sensitive!) should be the exact same to facilitate the comparison of data.
    Workflow A: JobName =
    Workflow B: Jobname = this is wrong! Use: JobName
  • Please note: the order you add fields to the workflows also matches the order in which the fields are displayed in CSV exports when you download your responses.
  • We can pull all field types on job and candidate level except the following: 'Multi select', 'Currency range' and 'Number range'.
  • There is a limitation of 100 custom fields we can pull from your Greenhouse environment.

Learn More

How to test your Greenhouse workflow? Or learn more about custom fields?