WhatsApp for recruitment agencies: candidate pipeline, interview tasks and job-drive groups
How a staffing agency runs WhatsApp: a candidate pipeline from applied to joined, interview slots as tasks, announcement groups for job drives and client views.
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- By WavesFlo team
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- Published
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- 2 min read
Recruiters live on WhatsApp: candidates reply there faster than on email. The cost is scattered conversations, candidates called by two recruiters and interviews that slip. A candidate pipeline gives each person a stage and an owner, interview slots become dated tasks, and a job-drive group gets one notice to many people without the replies.
How should it be set up?
| Stage | How | What it tracks |
|---|---|---|
| Applied or sourced | A chat labelled with the source; a queue takes turns across recruiters | Source in the reports |
| Screened | A note on the conversation | Skills and availability |
| Interview booked | A task with the date | Overdue interviews show on the owner's list |
| Offered, joined, dropped | Stages with close reasons | Why candidates drop |
| Job drive | An announcement-only group per drive | Details once, replies one to one |
| Client view | A Viewer role | A client reads the pipeline without replying |
What does a recruiter do each day?
- Work Assigned to you, and follow up the candidates whose task is due.
- Send the interview details from a saved message with name, time and venue filled in.
- Move candidates through stages and close with a reason.
- Post the drive details once in the group and take questions privately.
How should you treat candidate data?
Candidate numbers, résumés and ID documents are personal data. Message people who applied or agreed to hear from you, do not add candidates to groups without asking, and keep documents out of groups. A group exposes every member's number to the others. Lists imported from elsewhere do not carry consent.
What does the first month look like?
- Week 1: list roles, clients and the recruiters on each.
- Week 2: write the stages and close reasons.
- Week 3: run one job drive through a group and the pipeline.
- Week 4: read the drop reasons and change one step.
What are the usual mistakes?
- Candidates added to a group without being asked.
- Two recruiters on one candidate.
- No interview task, so slots depend on memory.
- Résumés shared in a group.
A recruitment desk can run candidates through WavesFlo's pipeline the way a sales team runs leads: one recruiter owns each candidate, and the interview slot is a task on the record rather than a promise in a chat. WavesFlo for teams that sell on WhatsApp shows the same stages and tasks.
Questions
Can recruiters share a WhatsApp inbox?
Yes. Every candidate chat has an owner, and a queue can give new ones out in turn.
Can interviews be tracked?
Yes, as dated tasks on the candidate's opportunity.
Can clients see progress?
With the Viewer role, which reads conversations without replying.