10 Ways Recruiters Can Use WhatsApp For Recruiting Candidates

Recruiters can use WhatsApp to share job openings, conduct preliminary screenings, or send personalised updates, leveraging its versatile features to bolster their recruitment strategy. In this article, we will explore how recruiters can utilise WhatsApp to transform their recruitment processes. We'll cover the advantages of using WhatsApp for recruitment and provide practical tips on integrating it into your hiring practices, ensuring you have all the information needed to effectively employ WhatsApp in recruiting candidates.

Why is WhatsApp useful for recruiters?

WhatsApp shines as a pivotal tool for recruiters, thanks to its comprehensive features that address various facets of the recruitment journey. Let's delve into the reasons that make WhatsApp an essential asset for recruitment and staffing endeavours.

Wider Reach and Accessibility

WhatsApp presents recruiters with an unmatched platform to expand their reach and tap into a vast, varied candidate pool thanks to its huge numbers of active users. This proves especially advantageous for international recruitment, as WhatsApp's popularity spans 180 countries, simplifying the challenge of bridging geographical and linguistic divides.

Instant Communication and Engagement

WhatsApp's real-time messaging capability enables swift communication between recruiters and candidates, leading to quicker responses and more efficient follow-ups. This heightened engagement accelerates the hiring process. Recruiters can leverage WhatsApp for various purposes, including answering queries, updating candidates on the recruitment status, and scheduling interviews with ease.

A VoIP phone system that provides omnichannel software allows you to use WhatsApp messaging in addition to multichannel communications to close the deal with a lead. A recruiting software like Ringover makes creating a strong rapport with a candidate easy. You'll know how and when they like to be contacted, creating an engaging candidate experience.

Multimedia Content Sharing

The app's support for multimedia content allows recruiters to share an array of materials such as job descriptions, company profiles, videos, and testimonials. This dynamic and interactive method enriches the recruitment experience, offering candidates a deeper insight into the role and the organisation.

Building Relationships with Hard-to-Reach Candidates

WhatsApp facilitates the creation of more personalised and informal connections with candidates, pivotal for fostering trust and rapport. This feature is particularly beneficial for engaging with passive candidates or those elusive through traditional recruitment avenues. By sharing industry news, career advice, or updates on the hiring process, recruiters can nurture long-term relationships and cultivate a robust talent pipeline.

Group Chats and Collaborative Recruitment

Utilising WhatsApp groups, recruiters can establish dedicated channels for various recruitment processes, promoting real-time collaboration within the hiring team. This allows for the discussion of candidate profiles, exchange of feedback, and coordination of interviews, streamlining the hiring process and ensuring team alignment.

Automated Messages and Chatbots

WhatsApp's automation features, including AI chatbots, streamline repetitive tasks and ensure prompt candidate responses. This automation covers answering common questions, updating application statuses, and conducting initial screenings, freeing up recruiters to concentrate on the strategic elements of recruitment.

By harnessing these functionalities, WhatsApp not only streamlines the recruitment process but also boosts candidate engagement and relationship building, proving to be an invaluable tool for recruiters.

How to Use WhatsApp for Recruiting in 10 Steps

To effectively integrate WhatsApp into your recruitment strategy, here are 10 steps to guide you through the process:

1. Establish a Professional WhatsApp Profile

Create a dedicated WhatsApp profile for recruitment purposes. Use a professional headshot or your company logo as the profile picture, and include a brief description of your role and company in the status section. This helps establish credibility and authenticity from the outset.

2. Advertise Job Openings and Share Your WhatsApp Number

Publicize your WhatsApp number through various channels such as your company's social media profiles, job postings, and even your WhatsApp status. This ensures that potential candidates know they can reach out to you via WhatsApp for job inquiries.

3. Initiate Personalised Candidate Outreach

When reaching out to candidates, craft concise and professional messages that respect their privacy. Introduce yourself, mention the job opportunity, and be ready to answer any questions they might have. This personal touch helps in building trust and engagement.

4. Nurture Candidate Relationships

Use WhatsApp to provide ongoing support and updates to candidates. Share relevant job updates, company news, and industry articles that align with their interests. Consistent but non-intrusive communication is key to creating a positive candidate experience.

5. Share Relevant Information and Updates

Leverage WhatsApp to share various types of content such as job descriptions, company videos, and industry articles. Ensure the information is relevant and engaging, preventing your messages from becoming clutter in the candidate's chat.

6. Schedule Interviews and Assessments

Utilise WhatsApp for scheduling interviews and assessments. Send calendar invites, conduct initial video interviews, and coordinate follow-up meetings all within the app. This streamlines the process and makes it more convenient for both recruiters and candidates.

7. Use Automation and Chatbots

Implement chatbots or automated messages to handle initial queries, provide basic information, and schedule interviews. This automation saves time and ensures prompt responses to candidate inquiries.

8. Maintain Timely and Respectful Responses

Ensure that you respond promptly to candidate messages, even if it's just an acknowledgement. Maintain politeness and courtesy in all interactions, as this reflects positively on your recruitment process.

9. Utilise Group Chats for Team Collaboration

Create WhatsApp groups for team collaboration. Share candidate profiles, discuss feedback, and coordinate interview schedules in real-time. This enhances teamwork and keeps everyone aligned throughout the hiring process.

10. Handle Rejections Professionally

When delivering rejection news, do so with empathy and respect. A well-crafted message maintains the candidate's dignity and your company's reputation. This approach ensures that even rejected candidates leave with a positive impression of your company.

By following these steps, you can effectively leverage WhatsApp to enhance your recruitment process, improve candidate engagement, and streamline your hiring activities.

WhatsApp Integrations: ATS, Business Phone, CRM

To unlock the full potential of WhatsApp in your hiring processes, it's essential to integrate it with key platforms like your business phone system, ATS, and CRM. Here are four commonly used recruiting software which integrate with WhatsApp.

An integration allows data to flow smoothly between two or more software, significantly boosting productivity. Oftentimes, a feature from one software will be added to another. For example, once you've integrated the VoIP software Ringover with Bullhorn, you'll be able to call and message contacts in your Bullhorn database using Ringover features like click-to-call. Bullhorn integrations also enable you to cut down on manual data entry, as your contact records will be automatically updated in the two software.

1. Ringover

Ringover offers an omnichannel messaging solution that includes WhatsApp, in addition to social media messaging, video calls, unlimited calls, and more. With Ringover and WhatsApp, recruiters can easily create a cohesive nurturing cycle that reels in even the most elusive candidates.

With your interaction history centralised in Ringover's interface, you'll be able to plan out nurturing that includes WhatsApp messages, calling, LinkedIn messaging, and more. Any recruiter can easily pick up the thread of a conversation with any candidate, because the contact history is easily accessible.

2. Talkpush Recruitment Platform

Talkpush leverages WhatsApp through its cutting-edge AI and omnichannel features, facilitating a more dynamic engagement with candidates. This integration supports mass messaging, automated pre-screening of candidates, streamlined interview scheduling, and paid advertising initiatives.

3. Factorial Applicant Tracking System (ATS)

Factorial enhances communication with candidates through its WhatsApp integration, synchronising phone numbers for direct interactions. Recruiters and admins can initiate WhatsApp conversations with candidates with a simple click on their phone number within the Factorial candidate profile, making the communication flow smoother.

4. Pipedrive CRM via Ringover

While Pipedrive and WhatsApp do not directly integrate, utilising a third-party service like Ringover bridges this gap. This connection allows for the management of WhatsApp messages, along with other communication channels, directly within the Pipedrive CRM, ensuring that all messages are automatically recorded in the contact's profile and eliminating manual data entry.

Integrating WhatsApp with these tools not only propels the efficiency of your recruitment efforts but also ensures a seamless and engaging experience for candidates, cementing WhatsApp's role as a vital component of your recruitment toolkit.

How to Identify a WhatsApp Recruiting Scam

One drawback of recruiting activity growing on WhatsApp is the growing number of scams. To avoid falling prey to a fake job offer. The most commonly used scam tactic sent by those pretending to use WhatsApp for recruitment is called a task scam, during which the scammer asks you to complete a simple task. To help you separate the real recruiting messages from the fake, we've put together this quick guide on WhatsApp recruiting scams.

What is a Task Scam?

A task scam is often part of a broader recruitment scam. These scams typically start with an enticing job offer, followed by a series of tasks that the victim is asked to complete. Sometimes, the task alone is all the scammer wants. But the more serious task scams sent via WhatsApp can also solicit private information from you, such as financial information, your social security number, your address, etc. Needless to say, sharing this information with a scammer can lead to serious issues.

WhatsApp Recruiting Scam Example

The scam can start innocently enough, and look legitimate:

"Hi, I'm Amelia from [a recruiting agency]. Would you be interested in flexible, full or part time roles?

Here are the requirements:

-18 years or older

-Citizen/visa holder

-Active bank account

May I share more details?"

This message might seem legitimate at first, but it is a common tactic used by scammers to lure victims into their trap.

If you respond expressing interest, the scammer may tell you something like this:

“Great, glad to hear of your interest! To get started, we need to set up a training session. Please click this link to get started: [link]

Don't delay, as we have a limited number of spots available!”

As you can see, the scammer quickly asks you to perform a task–in this case, clicking a link. The task could also be filling out a form, or scheduling an appointment. These requests are innocuous and are normal steps a legitimate recruiter might ask you to take. So to identify a scam, make sure you check for the typical signs of something fishy.

Common Signs of a Recruiting Scam

Requests for Personal Details or Payment

Legitimate companies will never ask for personal financial details, payments, or sensitive information at any stage of the hiring process. If a recruiter requests payment for applications, background checks, or onboarding, it is a clear red flag.

Informal Communication Channels

Scammers often use messaging apps, private social media accounts, or personal email addresses to communicate. Legitimate companies typically use official business emails and phone numbers. Be wary of job offers or communications that come through unofficial channels.

Job Offers That Sound Too Good to Be True

If a job offer seems unusually appealing, with abnormally high salaries, minimal experience requirements, or unusually short working hours, it is likely a scam. Genuine job descriptions will highlight the benefits but also provide realistic expectations about the role and its requirements.

Instant Job Offers Without Interviews

Scammers may offer jobs without conducting any interviews or may conduct brief, superficial interviews. Legitimate recruiters invest time in ensuring the candidate is the right fit for the company, which includes thorough interviews and assessments.

Urgency or Pressure Tactics

Scammers often create a sense of urgency, claiming the job offer is time-sensitive or insisting on immediate action. This is a tactic to rush the victim into making a decision without fully evaluating the situation.

Poorly Written Messages

Scam messages often contain grammatical errors, typos, and vague job descriptions lacking specific details about the company, role, or responsibilities. Legitimate recruiters ensure their communications are professional and well-written.

Recently Created Email Addresses and/or Foreign Origins

Be cautious of emails or messages originating from generic email addresses instead of official company domains, or those coming from foreign countries where the job offer doesn't align with your location or expertise. Another telltale sign of an illegitimate message is an email domain that was recently registered. You can check out email domains using the WHOIS database.

Improve Productivity with Ringover

Ringover centralises your communications, including WhatsApp messages, in one interface. It’s never been easier to create personalised, effective outreach. 

Try Ringover Today!

Benefits of WhatsApp Recruitment

Utilizing WhatsApp for recruitment brings numerous advantages that greatly improve the hiring process's efficiency, effectiveness, and overall experience for candidates. Below are the key benefits of integrating WhatsApp into your recruitment strategy:

QR Codes for Job Applications

QR codes revolutionize the job application process by allowing candidates to quickly and effortlessly start their application with a simple smartphone scan. This method significantly extends your reach to potential candidates, especially considering that 78% of job seekers apply for jobs using their smartphones.

Make Yourself More Available to Candidates

WhatsApp enhances recruiter accessibility and responsiveness. Thanks to its real-time messaging feature, recruiters can offer immediate updates, respond to queries, and maintain ongoing communication throughout the hiring process, improving candidate relationship management and candidate satisfaction.

Conduct Video Call Interviews

With WhatsApp's video calling, recruiters can conduct remote face-to-face interviews, an invaluable tool for international recruitment or situations where in-person interviews are impractical. This ensures a smooth interviewing experience, conserves time and resources, and offers a familiar environment for both recruiters and candidates.

Use WhatsApp Templates for Efficient Updates

WhatsApp templates enable sending of standardised, yet personalised, messages to candidates at various recruitment stages, such as application confirmation, interview scheduling, or feedback provision. This automation promotes communication consistency and efficiency, allowing recruiters to concentrate on strategic tasks.

Bulk Messaging with WhatsApp Broadcast Feature

The WhatsApp Broadcast feature allows for sending messages to multiple candidates simultaneously, facilitating efficient communication of updates, job opportunities, or other information. This is especially useful for informing a large candidate pool about new job vacancies or changes in the recruitment process.

Cost-Effective and Global Reach

As a cost-effective recruitment solution, WhatsApp eliminates the need for costly job fairs, print ads, and other traditional methods.

User-Friendly and Personalised Approach

WhatsApp's user-friendly interface and personalised communication capabilities make it an excellent platform for fostering strong relationships with candidates. Recruiters can leverage one-to-one and group messaging to customise their communication, ensuring content relevance and engagement for each candidate, thereby enhancing the candidate experience and increasing the chance of successful hires.

Final Thoughts on WhatsApp for Recruitment

In conclusion, leveraging WhatsApp for recruiting offers a plethora of benefits, from instant and global communication to cost-effective and streamlined hiring processes. Key points to remember include the ability to engage candidates in real-time, access a vast global talent pool, and utilise multimedia features to provide comprehensive job information.

WhatsApp also enables efficient screening, automated messaging, and the use of QR codes and group chats to enhance the recruitment process. To maximise the potential of WhatsApp in recruitment, ensure you integrate it with other tools like ATS, CRM, and business phone systems, and be cautious of potential scams.

By embracing WhatsApp as a recruitment tool, you can enhance candidate engagement, speed up the hiring process, and stay competitive in the modern recruitment landscape. Start incorporating WhatsApp into your recruitment strategy today to see the significant improvements it can bring to your talent acquisition efforts.

WhatsApp for Recruiting FAQ

Is it Normal for Recruiters to Use WhatsApp?

Yes, it is becoming increasingly normal for recruiters to use WhatsApp as part of their recruitment strategy. With over three billion monthly active users, WhatsApp offers a widely used and familiar platform for both recruiters and candidates to communicate. Many recruiters leverage WhatsApp to streamline the hiring process, enhance candidate engagement, and provide real-time updates.

Do Companies Use WhatsApp for Interviews?

Yes, companies do use WhatsApp for conducting interviews, especially virtual ones. WhatsApp's video and voice call features make it convenient for recruiters to schedule and conduct interviews directly on the platform. This is particularly useful for remote positions or when working with candidates in different time zones.

However, as WhatsApp popularity with recruiters grows, some bad actors have begun running recruitment scams via WhatsApp. To get an idea of how to identify such a scam, see the section above: How to Identify a WhatsApp Recruiting Scam.

Is it Normal for Employers to Contact You Through WhatsApp?

While it is not uncommon for employers or recruiters to contact candidates through WhatsApp, it is essential to be cautious. Legitimate recruiters may use WhatsApp to communicate, but they will typically introduce themselves professionally, provide clear information about the company and the role, and avoid asking for sensitive personal or financial information. Always verify the authenticity of the contact through official channels if you are unsure.

Do Indeed Recruiters Use WhatsApp?

Indeed, like other recruitment companies, may use WhatsApp as a communication channel, but it is not a standard practice for all recruiters at Indeed. If you are contacted by someone claiming to be from Indeed via WhatsApp, ensure you verify their identity through official Indeed channels or the company's website to avoid falling prey to scams. Legitimate recruiters will usually communicate through official email addresses or phone numbers.