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This workflow sends candidates a WhatsApp update each time their application moves to a new stage. They get a confirmation when they apply, an interview invitation with a booking link, a confirmation of the interview time and a clear decision. Every message comes from a change to one HubSpot property, so your applicant tracking system (ATS) or your recruiters drive the updates.

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At a glance

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How it works

The diagram shows how each stage change leads to one message.

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Before you start

  • Connect Flowella to HubSpot. See HubSpot setup.
  • Keep candidates as contacts. Flowella’s actions run on contacts only, so if your pipeline keeps candidates on deals, tickets or a custom object, copy the stage and role to contact properties first.
  • Ask candidates for permission to message them on WhatsApp when they apply, for example with a checkbox on your application form. See Meta’s opt-in guidance.
  • Store WhatsApp numbers in international format. See Phone number format.
  • Plan interview booking. Flowella can’t show live interview slots in WhatsApp, so the invitation links to your scheduling tool. The tool or your recruiter then updates Application stage and Interview summary.
Create these contact properties:

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Create the templates

In every template, {{1}} is the first name and {{2}} is Role applied for. Put links in body variables: a HubSpot workflow can’t give a URL button a different value for each contact. All five are Utility: each concerns the candidate’s own application and contains no promotion. An invitation to join a talent pool or apply for other roles promotes opportunities, so send it as a separate Marketing template. See Meta’s template categorisation guidelines.
Don’t map a date property into a template: Flowella shows HubSpot dates as dd.MM.yyyy HH:mm in UTC. Use Interview summary in local time. If you add quick replies, use labels such as Change my interview rather than Cancel or Stop, which are opt-out keywords. See How keyword opt-outs work.

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Build the workflow

1

Set the trigger

Create a contact-based workflow that enrols contacts when Application stage is known. Turn on re-enrolment for Application stage, so each change starts a new run.
2

Branch on the stage

Add a Branch on Application stage, with one path for each value.
3

Send the update

On each path, add Send WhatsApp Template with the matching template. Map the contact’s WhatsApp number property, Template Variable 1 to the first name and Template Variable 2 to Role applied for. Map Template Variable 3 where the table above lists one.
4

Hand over offers

On the Offer path, add Create task for the recruiter to call the candidate.
5

Record the outcome

On the Unsuccessful path, add Edit record to set Hiring outcome to Not hired. When a candidate accepts an offer, the recruiter sets Hiring outcome to Hired.

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Test the workflow

  1. Create a test contact with your own WhatsApp number and fill Role applied for.
  2. Move Application stage through each value and check that the right message arrives each time.
  3. Check the workflow history in HubSpot. A failed send shows Flowella’s reason and error code.

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Troubleshooting

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Variations

  • Interview reminder: add an Interview time property (Date and time picker). In a second workflow, add Delay until a date one day before it, then a Utility reminder template that uses Interview summary.
Last modified on October 24, 2026