Text Messaging Candidates using ClearText

Using ClearText is a convenient and quick way to communicate with candidates via text messaging. Texts can be sent to candidates in bulk or individually, and continued on your mobile phone once sent from the system. Before you get started, make sure you have a mobile number tied to your account. Learn how to set up your user account here.

In this article:
Texting a single candidate
Bulk texting candidates
Viewing historical text conversations
Candidate experience
Troubleshooting texting errors

Texting a single candidate

All texting conversations must first be initiated from the ClearCompany system before they can be continued from a mobile device. Each candidate must also be Opted-In to receiving texts from your business before you can message them. Follow the steps below to send a text to an individual candidate.

1. Open the candidate profile of the applicant you wish to communicate with.

2. Click on the candidate's phone number, listed in the upper right-hand corner.

   

     If the candidate has not Opted-In to receive texts, you will be unable to move forward with the next steps. Please refer to this article to learn about the Opt-In feature and how to request permission to text the candidate.

3. In the texting window that appears, begin typing your message or click the chat bubble to select a text template.

   

4. When satisfied with your message, click SEND. 

   

5. Once the message has been sent, it will appear both in the texting window and if configured, on your mobile device. Learn how to manage your mobile device texting settings here.

   

     Review the section below to learn how to troubleshoot any errors that occur.

6. You can now continue the conversation in the ClearCompany app, or directly from the text message chain on your mobile device.

     The entire conversation will get captured on the candidate profile for later reference, even if you delete the text message on your mobile device.

Bulk texting candidates

Bulk texting is the ability to send the same text message to a group of candidates, up to 100 at one time. The limit of 100 candidates is in place in order to comply with mobile carrier guidance and avoid having messages flagged as spam. Each candidate must also be Opted-In to receiving texts from your business before you can message them. Follow the steps below to learn how to send a bulk text.

1. Navigate to the list of candidates you want to communicate with. This could be through the all Candidates page (Tools>Recruiting>Candidates), the Candidates page within a single requisition, or the results from a candidate Advanced Search.

2. Select up to 100 candidates you want to send a text to.

   >

   

3. Click Bulk Actions and select Send Text Message (max 100 at a time) from the dropdown menu.

   

     If you selected more than 100 candidates, you will see an error message advising you to reduce the selection in order to continue.

   

4. Begin drafting your text message. Select a template from the dropdown menu or use the text editor to write your message.

   

   Use the General Info or Candidate Info menus to insert variables that auto-fill requisition or applicant information in order to create dynamic, customized messages.

   

5. Optional: Select a workflow stage that the candidates should be placed into once the text is sent.

   

6. When satisfied with your message, click SEND TEXT MESSAGE.

   

7. That's it! You should receive a green success confirmation message when the texts are sent.

   

     A copy of the text will be stored on the Timeline and within the ClearText tool on each candidate profile.

8. Review the section below to learn how to troubleshoot any errors. 

 

Viewing historical text conversations

Your text message conversations with the candidate are automatically saved and displayed in the ClearText tool and Timeline on the candidate's profile. Visibility into these conversations depends on both the permission level of the user viewing the candidate profile and the location in which they're viewing the texts. See below for details.

1. ClearText tool

   • For all users, they will only be able to see the messages that they themselves have sent to the candidate in this window. You will not be able to see messages that another user has sent, only your texting conversation with the applicant.

     

2. Timeline view

   • Users with access to the candidate profile, such as members of the Hiring Team listed on the requisition and those users with which the candidate has been shared, will be able to see the historical text conversations on the Timeline view.

     

Candidate experience

The image below is an example of what the candidate will see when they receive your message. They can reply directly to the text to continue the conversation. 

  Reminder: The candidate will not see your personal phone number as being associated with the text. Instead, the phone number listed comes from (one of) the phone number(s) registered to your organization in ClearText.

Troubleshooting texting errors

Below are the scenarios that could result in a text message failing to send, followed by the recommendation to resolve the issue.

1. Error Message: "We're unable to send your message because the number is not a valid US or Canadian mobile number." 

   

   Solution: Navigate to Actions > Edit Candidate Info and update the phone number listed to a valid mobile phone number.

2. Scenario: 
   1. A selected candidate has not opted-in to receive texts.
      
      Solution: Follow the instructions listed here to send the applicant a request for permission to communicate via text.

   2. A selected candidate does not have a Mobile-type phone number listed on their profile.
      
      Solution: After confirming with the applicant that their number is a mobile device, navigate to Actions > Edit Candidate Info and update the phone number Type to Mobile.

      

If you receive an error message that is not listed or need additional assistance troubleshooting these scenarios, please reach out to ClearCompany's Support team.

Additional resources

If you're still looking for more information, check out our FAQs for ClearText.