WhatsApp Recruiting: here's how to do it effectively

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In WhatsApp Business, you can create a click-to-chat link. Post it on your website, in a job posting, or on your socials. Candidates then enter directly into a WhatsApp conversation with one click, without having to save your number first.

But WhatsApp Business also has limitations:

• Only one user per account
• Limited automation capabilities
• No link to an ATS or CRM
• Few reporting and scaling capabilities.

With the free WhatsApp Business App, you’re limited to just a few quick automated replies, so there’s no way to set up proper pre-screening to help you save time further.

WhatsApp integration with your ATS

Want to use WhatsApp not just as a standalone chat app, but really make it part of your recruitment process? Then ATS integrations via the WhatsApp Cloud API are the solution. With this, you can link WhatsApp directly to your system and get much more out of it.

A good example is WhatsApp Hiring from Tellent Recruitee. This add-on plugs right into your ATS, seamlessly integrating WhatsApp into your workflow. It's convenient for quick communications with candidates and scalable enough for larger companies with complete hiring teams.

Here's how it works:

• Candidates click an "Apply via WhatsApp" button in your job posting or careers page, or scan a QR code on location.
• A WhatsApp conversation opens immediately, allowing candidates to ask questions 24/7.
• An AI assistant (multilingual AI bot) answers those questions with information from your ATS, job descriptions, and company profile.
• Only questions requiring a personal response (or that the AI assistant can’t help with) can be answered directly by you or your colleagues.

In addition, the bot also does a brief pre-screening. It works very simply:

• The candidate answers a few targeted questions without having to submit a resume directly.
• Do they meet the requirements? After the candidates have answered all relevant questions, the data will be transferred directly to your ATS to continue the hiring process. 

All calls and job applications are automatically saved in your ATS. This means you don't have to track anything manually, you don't lose context, and your entire hiring team always has insight into each candidate's status. This not only saves time, but also makes your process streamlined and organized. 

What are the benefits of WhatsApp in recruitment?

We have already mentioned some of the advantages of hiring via WhatsApp. But in practice, it delivers even more than you might think. Here are five key benefits:

1. Lower application requirements = more applicants

Many candidates see your position on the road or during a busy day. Uploading a resume or writing a cover letter while on the go often doesn't work. WhatsApp allows them to ask questions or express interest directly and easily. This way, you extend your reach and also attract candidates who would normally drop out.

With WhatsApp, you remove those obstacles. Moreover, once a candidate searches, they are more likely to remain engaged throughout the process. 

Ströer X/Avedo got over 5,000 candidates via WhatsApp in the first eight months since using WhatsApp Hiring.

2. Keep dropouts in the loop

Many candidates start filling out an application but drop out halfway through the form. With WhatsApp, you can immediately see who has contacted you and actively follow up with them. This not only increases your conversion rate but also shows that you are actually interested in your candidates.

Clients using WhatsApp Hiring have noticed a conversion rate of up to 75% conversion rate.

3. Shorter time-to-hire

Speed is crucial in today's job market. While emails often linger for days, WhatsApp messages are opened almost immediately. WhatsApp's open rate is around 90-98%, compared to an average of 20-25% for email. Candidates therefore respond more quickly, significantly reducing your time-to-hire.

Our Industry Report shows that companies with a recruitment cycle of more than 40 days have 12% higher dropout rates. Especially in sectors like retail, hospitality and logistics, the faster you switch gears, the more likely you are to get the candidate.

Tools such as Whatsapp Business and WhatsApp Hiring help with this by answering standard questions automatically, leaving recruiters more time for personal contact during job interviews.

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4. Lower marketing costs

WhatsApp is easy to link to your existing channels: via a button in your job application, a link on your socials, or a QR code on location. As more candidates search and apply through these accessible channels, you get more return on your existing visibility. 

Not only do you convert better, but you also need to spend less on paid campaigns to achieve the same results. Van Cranenbroek calculated that thanks to WhatsApp Hiring, they save €168,000 in recruitment costs annually. 

5. Stronger candidate experience

For candidates, WhatsApp feels familiar and approachable. They can respond at their convenience, without the formal tone of an e-mail or the pressure of a phone call. Quick responses and automatic updates make them feel heard and keep them involved in the process.

This results in a smoother candidate experience and strengthens your employer brand. Candidates usually know they are talking to a bot, but they don't see that as a negative thing. On the contrary, because they start the conversation themselves and immediately receive the information they are looking for, the experience actually feels fast and helpful.

WhatsApp Hiring is convenient, efficient, and accessible. It especially appeals to younger applicants, who engage much more easily this way.

Stan Adams

Recruiter at Van Cranenbroek

Who is applying for a job via WhatsApp (extra) suitable for?

In a competitive job market, applying for a job should be especially quick and easy. The less effort needed on the front end, the more likely you are to attract and recruit the right candidates.

Applying via WhatsApp works especially well for these positions and target groups, 

• Retail, hospitality, and logistics: here, candidates often apply via mobile and usually do not have a resume ready. With applying via WhatsApp, this is not a problem.
• Younger audiences: Gen Z and millennials do (almost) everything on their phone and often expect immediate responses, preferably via a channel they use all day anyway. More than 52% of young candidates say they prefer to communicate directly with companies through a chat app such as WhatsApp.
• International audiences: WhatsApp is popular worldwide and has few barriers. It makes it easier to connect with candidates who speak other languages. This means that everyone can respond in their own time (and in their own time zones).
• Companies with many volume vacancies: think retail staff, customer service, or distribution. WhatsApp recruitment helps prevent dropouts, maintain an overview, and handle high numbers of applications.

WhatsApp is not meant to replace your existing job application channels; instead, it serves as an additional option. Candidates who prefer to apply through traditional methods can still do so. This approach provides greater flexibility and choice, while WhatsApp offers additional benefits.

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The AI assistant of WhatsApp Hiring can communicate in 26 languages, making it easy to engage with candidates who speak different languages.

How do you stay GDPR-proof when recruiting via WhatsApp?

GDPR is all about protecting personal data. This is especially important in recruitment, as you work with CVs, contact details and sometimes sensitive information about candidates on a daily basis. If you use WhatsApp, you need to think carefully about how to keep that data secure.

WhatsApp Business App

The WhatsApp Business smartphone app can be useful for initial contact or short updates. However, the app was not developed with recruitment and data protection in mind. You have limited control over data, there is no conclusive processing agreement, and data can be stored outside the EU.

It is also difficult to properly regulate candidates' rights (such as access or deletion). If you do use WhatsApp Business, it is important to make clear agreements and take appropriate measures. These are a few things to consider:

• Don't share sensitive data. Never ask candidates to forward their BSN, medical info, or other confidential documents via WhatsApp. Always do this through your ATS or email with secure upload.
• Conduct a brief risk assessment (DPIA). Check beforehand: what data are we going to share via WhatsApp? What are the risks involved? That way, you will know what is and is not wise to do through this channel.
• Secure your account. Set up two-factor authentication (2FA) and use WhatsApp Business only on work phones. This will prevent private and work from getting mixed up.
• Restrict access. Determine who on the team is allowed to use WhatsApp to contact candidates. If everyone can create groups and lists, you will quickly lose overview.
• Make clear agreements. Specify in your team manual which communications are done via WhatsApp (e.g., reminders or short questions) and which are not (resumes, documents, contracts).
• Be transparent with candidates. State in your privacy statement that you use WhatsApp so that candidates know what happens to their data and where they can go if they have questions.
• Raise awareness. Not everyone immediately thinks of data breaches. Train your team to use WhatsApp carefully, such as not forwarding messages to private contacts and paying attention to group conversations.

These measures will limit the risks, but you cannot eliminate them entirely. That is why it remains important to carefully consider whether WhatsApp Business is suitable for your recruitment process.

WhatsApp ATS integration

Wondering how to hire easily and safely via WhatsApp? Then choose an ATS integration via WhatsApp Cloud API that is fully GDPR-proof, such as our add-on WhatsApp Hiring.

This integration uses Meta's official WhatsApp Cloud API. This means that Meta does not have access to your conversations and does not store any messages. This ensures that you remain GDPR compliant and that you can be sure that:

• Your data is securely stored on servers located in Germany and the Netherlands.
• Messages are only temporarily saved for delivery.
• Delivered messages will be deleted immediately.
• Non-delivered messages stay up to 30 days.
• No personalized advertising is shown.
• Meta employees never have access to the content of posts.

The messages themselves are managed and stored by Tellent Recruitee, so you and your team can continue to view the entire conversation history with candidates.

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This allows you to enjoy the convenience of WhatsApp without the privacy risks associated with Meta. Want to know more? Read all about WhatsApp Hiring and the GDPR here.

Case study: applying for a job via WhatsApp at Van Cranenbroek

At Van Cranenbroek, candidates used to be required to upload a resume in the application form, while their target audience (retail and distribution employees) often did not have one. The result: a 60% dropout rate. 

On top of that, Stan Adams, recruiter at the company, received 30 to 40 separate WhatsApp messages from candidates every day, all of which had to be answered manually.

Since the move to WhatsApp Hiring the picture looks a lot brighter:

• The dropout rate dropped from 60% to virtually 0% (!)
• The number of single WhatsApp messages dropped from 30-40 to just 1-2 per day
• Within the first month, 36 applications already came in via WhatsApp, and that led to 7 new employees being hired.

And this is no exception: more and more companies are seeing the same benefits once they start using WhatsApp for recruitment. Figures even show that recruiters who combine AI and WhatsApp hire up to three times more people AND reduce their time-to-hire by 60%.

Read the full story of Van Cranenbroek here.

WhatsApp Hiring works extremely well for our type of vacancies. It reduces workload for recruiters while keeping the process simple for candidates

Stan Adams

Recruiter at Van Cranenbroek

7 tips for maximizing results with WhatsApp in recruitment

WhatsApp can give your recruitment a big boost. But to really get the most out of it, it's smart to get your process right from the start.

Tip 1: Add a WhatsApp Button to your job postings

It's great that candidates can contact you via WhatsApp, but they need to know that this option is available. An eye-catching button in your job ad or on your careers page immediately shows that applying is as easy as sending a message.

With one click, WhatsApp opens and starts a conversation with your team, without long forms or mandatory uploads.

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Tip 2: Use QR codes

Do you have stores, offices, or a distribution center? Put a QR code at the entrance, in the waiting room, or even on the window. One scan and a candidate can immediately get in touch with your team. Flyers and company vehicles are also ideal places to put QR codes because it allows you to reach people on the go.

Tip 3: Answer frequently asked questions automatically

Many candidates have questions before they apply. For example: What are the working hours? Are there opportunities for advancement? How much is the salary? By preparing standard answers, you save yourself a lot of repetitive work, and candidates always get a quick response.

In WhatsApp Business, this is easy to do with quick replies that you set up in advance. If you work with a tool such as WhatsApp Hiring, it goes one step further. A smart bot automatically reads your job postings and can also be fed with additional information.

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Tip 4: Don't make a resume mandatory right away

Not every candidate has their resume ready on their phone. If you make it mandatory right away, many people will drop out. So keep the first step simple: ask for a few short details or a LinkedIn profile. Once candidates are in the process, you can ask for a resume later.

Another good option is to let candidates choose for themselves: do they want to upload their resume immediately, or do they prefer to fill in their details manually in the form or chat? This flexibility lowers the threshold and makes it easier for different candidates to take the first step.

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For some positions, a resume is not necessary at all. Think of part-time jobs, hospitality, or retail positions. A few simple questions about availability and experience are often enough. The fewer steps there are, the greater the chance that candidates will complete their application.

Tip 5: Automate follow-ups and reminders

Confirming an application, inviting for an interview, or sending a friendly reminder are all recurring messages. By automating them, you ensure that candidates always receive a quick and polite response.

Create multiple templates for different stages of the process and keep improving them based on candidate feedback.

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Tip 6: Use WhatsApp for onboarding as well

WhatsApp is useful not only during the application process but also to give candidates a warm welcome once they have been hired. A personal message immediately shows that you are committed and ensures a positive start.

For example, send:

• A short video of the team saying hello
• A sneak peek of the office, showcasing the workspaces, meeting rooms and even the cafeteria
• A video in which the CEO gives you a warm welcome (with some extra background information about the company, for example)
• A message with practical information for the first day of work.

This makes someone feel truly welcome and takes some of the pressure out of their first day at work.

Tip 7: Involve your entire hiring team through the shared ATS inbox

WhatsApp is a great tool for fast communication, but it truly shines when you manage it together as a team. Be sure to establish clear roles and responsibilities for everyone involved.

If you work with a WhatsApp integration, the conversations will be neatly stored in the shared inbox of your ATS. The entire hiring team has access to this, so everyone involved in the hiring process has an overview and can quickly step in where necessary. Handy if you're on vacation, for example! 

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Establish clear roles and responsibilities within your team from the beginning. Determine who will handle each position, candidate, or stage of the conversation. This way, everyone will know when to engage, ensuring that communication with candidates is seamless and consistent.

Conclusion

Today's job market requires speed, simplicity, and a flawless candidate experience. WhatsApp perfectly fits this bill: it lowers the threshold for applying for jobs and allows you to communicate with candidates more quickly.

If you use WhatsApp effectively in your recruitment process, candidates will feel heard 24/7, and you'll have more time for what really matters: having genuine conversations and connecting the right talent to the right role.

Want to organize everything in a streamlined and GDPR-compliant way? There are handy integrations, such as WhatsApp Hiring, that link WhatsApp directly to your ATS.

‍Want to learn more about how WhatsApp Hiring & Tellent Recruitee's ATS can make your recruitment easier? Book a 30-minute demo for more information!