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Details about applications via WhatsApp can be found here.
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With WhatsApp Chat, you can communicate with candidates via WhatsApp directly from the onlyfy Bewerbungsmanager. The communication is carried out in the name of your company and with your company identity. This includes, among other things, your company name, your profile picture, and additional information that candidates can see in the WhatsApp chat.
To use WhatsApp Chat, a WhatsApp Business Account must first be set up and connected to onlyfy.
To do this, open Admin area > Settings > WhatsApp > WhatsApp Communication > Activate > Set up WhatsApp Business Account.
Requirements
For the setup, you need:
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An active Meta Business Account
The Meta Business Account is required to connect your phone number to a WhatsApp Business Account.
Important: The person carrying out the setup needs full administrator rights for your company’s Meta Business Account. -
A dedicated phone number for WhatsApp Chat
The phone number will be displayed to candidates in the WhatsApp chat. It can be either a mobile phone number or a landline number. -
Access to the phone number for verification
During setup, you will receive a verification code by SMS or automated phone call. Please make sure that the SMS can be received or that the call can be answered by a person. -
The setup link for registration
The WhatsApp Business Account is registered using the setup link provided by onlyfy: Settings > Integrations > WhatsApp > WhatsApp Communication > Set up WhatsApp Business Account. Please use this link only, so that the account can be connected to onlyfy correctly.
Phone number requirements
The phone number you want to use for WhatsApp Chat:
- must not currently be linked to a private WhatsApp Account
- must not currently be linked to a WhatsApp Business Account
- must be reachable by SMS or phone call
- should be a phone number that fits your company and can be recognized by candidates
A landline number can also be used, as long as it can be reached for verification by phone call.
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Important: Once the phone number has been connected to the WhatsApp Business Account, it cannot be used at the same time for the private WhatsApp app or another WhatsApp Business app.
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If the phone number is already being used for WhatsApp
If the phone number you want to use is already connected to WhatsApp, the existing WhatsApp Account must first be deleted. In addition, the WhatsApp app should be uninstalled from the device using this number.
Only after that can the phone number be used for WhatsApp Chat in the onlyfy Bewerbungsmanager.
Preparing the Meta Business Account
Please make sure that an active Meta Business Account is available before starting the setup.
If your company does not yet have a Meta Business Account, please create one in advance (details on how to create an account can be found here). We recommend involving the responsible person from your marketing or social media team, as they often already have access to your company’s Meta Business Account.
Full administrator rights are required for the setup.
Setup process
Please complete the setup without interruption where possible and keep all required login details and access rights ready.
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Choose “Add new number” for the setup. The option “Use only a display name” creates a virtual phone number with a US country code for the WhatsApp Business Chat. This option is not recommended from a data protection perspective.
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Setting up your company profile for WhatsApp
After the technical connection has been completed, you should complete your WhatsApp Business profile. This information is visible to candidates and supports a professional brand presence.
Recommended information includes:
- company name
- profile picture or logo
- company description
- website
- legal notice or legal information, if required
The profile picture should ideally be square. A resolution of 640 × 640 pixels is recommended.
What candidates see
Candidates see your company identity in the WhatsApp chat. This includes in particular:
- the displayed company name
- the phone number used
- your profile picture
- the information from your WhatsApp Business profile
Therefore, choose a phone number and profile picture that match your recruiting presence and employer brand.
After setup
Once the setup has been completed, WhatsApp Chat can be used in onlyfy.
You can then:
- continue chats with candidates who applied via WhatsApp
- start chats with candidates who have provided a phone number linked to WhatsApp
- receive notifications about new WhatsApp chat messages. The existing notification settings for new candidate messages apply.
- see unread WhatsApp chat messages
Frequently asked questions about WhatsApp Chat
Can I contact candidates via WhatsApp without an application?
No. WhatsApp Chat must always be used in the context of an application, regardless of the channel through which the application was created. Chats with candidates who do not have an active application are not possible.
What happens if a candidate has multiple applications?
For candidates with multiple applications, the first application is handled via your company’s WhatsApp Business Account connected to onlyfy.
All further applications from the same candidate are handled via fallback WhatsApp Business Accounts provided by PitchYou.
How long does a WhatsApp chat remain active?
A WhatsApp chat remains active for 24 hours after the last message. During this time, both sides can exchange messages.
After 24 hours of inactivity, recruiters must request the candidate’s consent to continue the chat.
How can I continue a chat after 24 hours of inactivity?
If the chat has been inactive for more than 24 hours, proceed as follows:
- Click Start chat.
- Enter your message.
- You will see a preview of the template that is sent to request the candidate’s consent.
- Send the message.
The candidate must reply with Yes to continue the chat. Once consent has been given, your original message will be sent automatically.
If the candidate replies with No, the chat cannot be continued. After 24 hours, you can send another invitation to continue the conversation.
Where do the invitation message templates come from?
The invitation message templates are prepared by PitchYou. They are created automatically when your WhatsApp Business Account is set up.
You can view the templates in your Facebook Business Account > WhatsApp Manager and edit them if needed.
What happens to attachments candidates send in the chat?
Attachments sent by candidates in WhatsApp Chat are automatically added to the application documents in the candidate profile.
How long are WhatsApp messages stored?
WhatsApp messages are stored for 6 months from the start of the chat. You can delete chats manually at any time. To do so, use the delete function at the bottom of the chat window.