Texting Candidates from an iCIMS ATS Person Profile

Overview

Functionality from iCIMS Text Engagement is accessible from iCIMS Applicant Tracking (ATS), giving iCIMS ATS customers the ability to:

• Text candidates individually from their Person profile.
• Text candidates in bulk from the results of various searches.

Important Note: To utilize this functionality in your system, your organization must have an active Text Engagement integration with iCIMS ATS. If you're interested in purchasing or learning more about this integration, please contact your iCIMS account manager. (This integration requires the typical implementation process.)

Texting Candidates Individually

In iCIMS ATS systems with an active Text Engagement integration, a Text Engagement tab is included on every Person profile. This is where users can text a specific candidate and view all messages sent between that person and your organization.

Note: If your organization does not have the Text Engagement integration, your users will not see or have access to this tab.

The Text Engagement tab (formerly TextRecruit), which has the same interface used in the Text Engagement web application and browser extension, includes the following elements:

1. Contact Information: The person's name and phone number are featured at the top of the tab. This information matches what is listed on their Contact tab.
2. Text Messages: All text messages sent to and from the candidate are included in the conversation view in the middle, organized by date.
   • Messages sent from the organization to the candidate are included in gray on the right. Each message is labeled with the user's first name.
   • Messages sent from the candidate to the organization are included in white on the left. Each message is labeled with the candidate's name.
3. Message Box: The user can type a message to the candidate in the text field at the bottom of the tab.

Sending Texts through the Tab

Important Note: Only users with an active Text Engagement license have the ability to send messages through the tab. Users without a license can view messages in the tab but will get an error message if they attempt to text a candidate. For more information or to purchase additional licenses, please contact your iCIMS account manager.

1. Log in to iCIMS ATS and navigate to that candidate's Person profile (by running a Person search or a Quick search at the top right).
2. Click the Text Engagement tab.
3. Type your message in the text field at the bottom.
   • Tip: There is a 160-character limit. The character counter underneath the field displays how many remaining characters are available.
4. Send the message by clicking the blue Send button or by pressing Enter on your keyboard.
   • Tip: You can remove the ability to use the Enter key to send messages. To do so, click the icon with the three vertical dots (to the right of the Send button) and check the option for Click Button to Send instead of Press Enter to Send.

Note: Texts are delivered from a special phone number automatically generated by Text Engagement, so candidates will not see your real phone number.

Receiving Texts through the Tab

Once a candidate sends a message back to the organization, it displays immediately on the Text Engagement tab. To see texts between a candidate and your organization, you should regularly monitor the tab on that person's profile. You can also view conversations by logging in to Text Engagement.

Tip: If desired, you can set up desktop notifications in Text Engagement whenever a text is sent by a candidate. For assistance, please contact iCIMS Technical Support.

Texting Candidates in Bulk

Users with a Text Engagement license also have access to the Bulk Text Message option in iCIMS ATS, which enables you to quickly send text messages to multiple candidates at once. This option is available from the results of any of the following searches:

• Person
• Recruiting Workflow
• Sourcing Workflow
• Onboarding Workflow
• Event Attendee

Note: In Text Engagement, a scheduled bulk text is part of a campaign (like for a particular job). Campaigns allow you to easily track groups of candidates, see what messages have been sent to them, and send additional messages to the same group.

Sending Bulk Texts from Search Results

1. Log in to iCIMS ATS and run one of the searches listed above.
2. Review the search results on the right and check the box next to each individual that should be included on the bulk text. Up to 5,000 candidates can be selected at one time.
   • Note: Candidates selected through this action will be added to your Text Engagement account.
3. Click Bulk Text Message. This may appear as its own button or as an option under the More dropdown.

   

   • Note: The Bulk Text Message option is grayed out and inaccessible until at least one individual is selected.
4. Text Engagement will open in a new window. Review the following sections before proceeding:

   

   1. Ready to Send Your Campaign?: Check the number of recipients to ensure you added everyone you wanted.
   2. Scheduled Messages: Once your bulk text has been sent, it will be listed in this section.
   3. Candidates: Review the names here to make sure you added the correct individuals.
      • Tip: To add or remove recipients, click Actions at the top right and select Add Candidates, or simply close this window and change your candidate selection in iCIMS ATS.
   4. URL Preview: If necessary, add a URL to your message here.
   5. Chat: Send an instant message to Text Engagement with any questions.
5. Click the green Schedule Message button at the top right to proceed.
6. The Schedule Message window will open. Set the parameters for your bulk text and enter the message as desired:

   

   1. From and To: If necessary, change the name of the sender and add any new recipients.
   2. Schedule: Have the message sent now or at a later date/time.
   3. URL: Input a Web address if you plan to use the URL variable in the Message section below. After entering your URL, click the green Test URL button to preview the site.
      • Note: Any URL included in this field will be shortened in the actual text message. Text Engagement tracks clicks to this shortened link.
   4. Message: Enter your message here, utilizing any of the variables listed (e.g., First Name, Last Name). For other best practices on constructing bulk messages, review this blog from TextRecruit.
   5. Preview: As you enter your message, review this field to see what the message will look like when sent.
   6. Add Drip Message: If necessary, click this block to create up to three follow-up messages for your selected candidates. (You have the option to do this on the next screen, as well.) For more on drip messages, review the iCIMS Text Engagement: Understanding Scheduled Messages article.
7. Click the green Review button at the bottom to proceed.
8. In the next window, review the content in the Message, Message Status, and Recipients columns:

   

9. When ready, click the green Send button to send your bulk text (or Save if you scheduled it for a later time). It will then be listed in the Scheduled Messages section on the Text Engagement window.