Silence is what damages employer brand. This workflow keeps candidates informed at every stage over WhatsApp, from application confirmation through interview booking to a clear offer or a kind regret, with each step driven by your ATS or HubSpot.
At a glance
| |
|---|
| Trigger | ATS or pipeline stage change |
| Channels | WhatsApp |
| Templates | 3 (received, interview Flow, decision) |
| Typical cycle | Per pipeline |
| Platforms | HubSpot |
What this workflow does
When a candidate applies, they receive an acknowledgement with an expected timeframe. As they move through the pipeline, stage updates keep them informed. Shortlisted candidates get an interview booking Flow. At the end, the workflow sends either an offer message or a considerate regret, and records the hiring outcome so reporting stays clean.
What you will need
- Candidate stage synced from your ATS to HubSpot (or HubSpot used as the pipeline)
- WhatsApp templates for application received, an interview booking Flow, and decision messages
- Properties for role, stage, and outcome
Workflow steps
- Trigger ATS or pipeline stage change.
- Application received acknowledge the application with the role title and an expected review window.
- Stage updates send a short update as the candidate advances.
- Shortlisted send the interview booking Flow with available slots.
- Decision branch:
- Offer send the offer message and next steps.
- Regret send a considerate decline, optionally inviting them to stay in the talent pool.
- Record outcome write the final outcome for hiring reporting.
WhatsApp templates
tmpl_appl_received application received (Utility category)tmpl_appl_book interview slot booking Flow (Utility category)- Decision template for offer or regret
Tips and gotchas
Send a kind regret, not silence. A prompt, respectful decline protects your employer brand and keeps strong candidates open to future roles.
