Concept: Candidate Conversational Messaging for SMS
You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
Conversations can involve several team members and a candidate using SMS threads within the context of a job application, increasing agility as all members of your hiring team have context from previous messages with the candidate.
Example: A candidate applies for 2 jobs on different teams. The candidate is opted-in to receive SMS from Workday Messaging. There are separate recruiters and hiring managers with access to the candidate's job applications, which are at different stages. Recruiter 1 uses SMS to ask the candidate about scheduling an interview. Recruiter 2 uses SMS to request missing information to complete the offer process.
Messaging on Collaboration Panel
Security:
Manage: Candidate SMS Conversations
in the system functional area. You can configure Candidate Conversational SMS on the
Collaboration Panel
independently of:
- Candidate Notes.
- Candidate Job Application Notes.
Hiring Team Experience
You must have access to the candidate's job application to send messages and receive free form SMS from participating candidates.
Candidate SMS
conversations from the Collaboration Panel on the candidate profile. This functionality is only available for candidates.
For this release, the Candidate Conversational Message for SMS is available on desktop only.
Security groups with
View
access to the Manage: Candidate SMS Conversations
domain can view the conversations but can’t contribute.Security groups with
Modify
access can view and send messages to candidates. You can't edit SMS messages.
Workday notifies conversation participants, who already sent a message in the conversation, about incoming messages from an active SMS conversation through:
- A notification on the Collaboration Panel.
- A notification in My Conversations, if configured. Otherwise, the notification appears on the notifications page (bell icon).
- Email, if configured.
Workday batches email and bell notifications immediately.
Candidate Experience
Candidates can participate in Candidate Conversational Messaging for SMS if they:
- Opt-in to receive SMS from Workday Messaging.
- Have a phone number for a country that Workday Messaging supports.
- Have at least 1 active job application.
The phone number that candidates receive messages from differs per job application.
Candidates can't initiate conversations. Only a hiring team member can start the conversation.
Candidates don’t see the role of the message sender in the SMS. For clarity, hiring team members can include their details when sending the SMS.
Conversation Lifecycle
Conversations are group threads specific to job applications.
Only participants to a conversation thread receive notifications of new messages.
You can use these fields on the
Edit Tenant Setup – Recruiting
task, to specify the duration you want candidate conversations to remain open after Move to Hire or Disposition:
- Days of Open Candidate Conversation After Move to Hire
- Days of Open Candidate Conversation After Disposition
If you don't specify a duration to keep candidate conversations open, Workday automatically closes the conversation after 180 days or at the end of the day in the job requisition’s timezone on:
- Disposition
- Move to Hire
Candidate conversations also end when the:
- Candidate withdraws application.
- Candidate changes their opt-in phone number.
- Job application is rescinded or canceled.
When a conversation ends:
- No new messages can be sent or received for that job application.
- Hiring team can still see all previous messages. You can configure security settings to specify which members of the team have access to this information.
- Hiring team can see a message at the bottom of the panel informing them that the conversation has ended.
- Workday doesn't inform candidates that conversations has closed.
On non-production tenants, candidate conversations have a lifespan of less than a day and are closed after 6 hours.
Data Purging
You can purge candidate conversational messages when you select the
Job Application Conversational Messaging
purgeable data type when using the Purge Person Data
task to purge a job application or a candidate. When you select the
Job Application Conversational Messaging
purgeable data type, Workday purges all conversational messages associated with the job application or the worker from the:
- Candidate profile
- Candidate Communications Report
- Activity Stream
- Recruiting History Timeline
- Report Fields
- Audit Trail
Notifications
You can configure email notifications that conversation participants receive when they receive a new message in a conversation in which they are participants.