Automatic messages
Have a workflow send a text or email on its own when someone applies or reaches a stage.
A workflow can send messages for you: one when an application arrives, and one when a candidate first reaches each stage. Each moment can send at most one text and one email, picked from your message templates. The candidate's details are filled in the same way as when you use a template yourself.
Owners and admins set automatic messages in the workflow editor. If you can't edit workflows, ask your agency owner.
Set up automatic messages
- Go to Workflows, open one of your workflows and click Edit.
- Scroll to Candidate journey.
- To send something when someone applies, use the When someone applies card.
- To send something when a candidate reaches a stage, open that stage and find When they arrive.
- Click Add an automatic message if the pickers aren't showing yet.
- In the Text and Email pickers, choose a template, or leave Don't send.
- Click Save changes.
Don't have the template you need? Choose New text template… or New email template… from the picker. You write it right there and your workflow stays open.
Important: A workflow is shared by every job that uses it. Changing its automatic messages changes them for all of those jobs.
On the workflow's page, the Automatic messages section shows what goes out under Application received, and each stage lists its own. If nothing is chosen, it says Nothing is sent, and no automatic message goes out at that moment.
Who gets them
- Application received goes only to people who apply. It isn't sent to people you add or unlock yourself.
- A stage's messages go to anyone who reaches that stage. Everyone starts in the first stage, so the first stage's messages also reach people you add yourself.
- Only open applications get automatic messages.
- Texts only go to candidates who opted in to texts, and only on the Platinum plan. On other plans the text slot shows Included with Platinum.
Sent once per candidate
Each automatic message goes out once per application. If a candidate moves back into a stage they've already been in, they don't get that stage's message again. You can always write to them yourself from the Messages tab.
If a message couldn't reach them at all, for example they haven't opted in to texts or have no email on file, it's skipped. If they reach that stage again later and can be reached, it goes out then.
Where to see them
Automatic messages show in the candidate's Messages tab from Automatic message, and in Activity as "Text sent automatically" or "Email sent automatically" with the template's name.