Texting Candidates from JazzHR

In today's competitive recruiting market, connecting with top talent quickly is more important than ever. Reaching candidates via their most preferred communication method is key to making the right hire faster.

JazzHR’s Candidate Texting arms you and your team with this competitive edge, empowering you to reach candidates via their most-used form of communication. 

You can add texting to your plan to start texting candidates by clicking here or you can contact our team.  Once texting is enabled: 

Looking to text candidates on the go? Download the Canvas mobile app from the Apple App Store or Google Play Store.

Enable Texting for Your Team

Users must first have texting enabled on their user profile in JazzHR in order to send text messages to candidates. Note that the user who signs up for texting will initially be granted texting access. Then, he/she will need to enable this functionality for others.

To enable texting for a JazzHR user:

  1. Click Settings.
  2. Click People.
  3. Click into the user profile you'd like to enable texting within.
  4. Click Enable Texting.

Confirm Candidate Consent 

The Telephone Consumer Protection Act (TCPA) requires that each candidate consent to text message communications. You will not be able to text candidates without their consent.

You can obtain this consent in multiple ways:

Candidate Opt-In

Candidates can opt-in proactively by confirming they'd like to receive texts when they apply to your job(s) by checking the box next to "I consent to be contacted over SMS/Text for this job."

Note: that this box will be checked by default and only appear on the JazzHR-hosted Responsive Layout, not on all job board partners.


Manual Opt-In

If candidates do not opt-in on their initial application, you can now send a text requesting their consent from their Candidate Profile in JazzHR.

To send the request, click Opt-In from the "Texting" section on his/her profile. The default messaging reads "Would you like to receive text messages from [company name]? Respond YES to continue." You have the option to personalize the opt-in request by adding in additional messaging (up to 500 characters). Then, click Send Message.


Once candidates are opted-in, you'll be able to start sending text messages.

Send or Schedule a Text 

Once the candidate has opted into texting, click Text This Candidate from the profile, or click the texting icon Screen_Shot_2020-07-06_at_12.02.19_PM.pngin the navigation bar at the top of the page. The texting module will open in the bottom right of the page. If you are not already logged in, click Log in. Once you are logged in, click Enable Link to sync the candidate with JazzHR texting. If the candidate is already synced, click Start a Chat

All text message conversations will begin with a preloaded Welcome Message, you can customize this message or choose not to use it at all. Click Click Send to send this message to the candidate or type your own message into the free-text field and click the airplane icon to send. 

To schedule a text message, click the clock icon. Type out a text message or click the text bubble icon below to use a saved message. Select a date and time for the scheduled message and click Add to Schedule.  


Add a Text Message as a Workflow Helper

Add automation to your hiring process with texting Workflow Helpers at the template level to ensure your automation reaches all new jobs going forward Here's how:

  1. Click Settings.
  2. Click Workflows.
  3. Click the name of the Workflow you'd like to edit.
  4. Scroll to the Workflow stage or disposition on which you'd like to set up texting automation. Remember Workflow Helpers will be triggered anytime a candidate is moved into this stage/disposition. 
  5. Click Add.
  6. Select Text Message. 
  7. Select a Message Template and click Add Text Message. 


Create Text Message Templates for Workflow Helpers

Please note that the Text Message Templates in-app are only available when setting up Workflow Helper automation.

  1. Navigate to Settings.
  2. Click on the Templates tab.
  3. Select Text Messages.
  4. Click the +New Message.
    • Create a Message Name.
    • Craft a Message Template (500 character limit).
    • Use the token fields on the right side of the page to auto-populate candidate/job-specific information into the message.  
  5. Click Save.



How do I know when I'm about to hit my texting limit?

When you are running close to your texting limit for the month, users will be able to see the number for candidate texts they have left. Users with purchasing privileges will have the ability to purchase additional texts by clicking Buy Now or contact our team.


Can I customize the Welcome Message?

Yes! To update the default Welcome Message, go to your Canvas profile and click Use External Login to enter via SSO. Then:

  1. Click your initials in the upper-right-hand corner.
  2. Click Preferences.
  3. Click Organizational Settings.
  4. Enter text into the "Welcome Message" field, or uncheck "Enable Welcome Message" to remove this.


Can I forward phone calls made to the texting phone number?

Yes! To set up call forwarding:

  1. Go to your Canvas profile.
  2. Click Use External Login to enter via SSO. 
  3. Click your initials in the upper-right-hand corner.
  4. Click My Canvas Number(s).
  5. Check the box next to "Forwarding Number."
  6. Enter the number you'd like calls redirected to within the free-text field.
  7. Click Save Changes.


Which countries will be supported by JazzHR Candidate Texting?

As of now, only customers with the United States and Canada will be able to use this functionality.

A picture/nickname is appearing in the texting extension for candidates. How do I turn this off?

Candidate phone numbers are sometimes associated with their Google account, causing their email photo/nickname to appear. To turn this off, reach out to support@jazzhr.com to be granted additional access in Canvas. Then:

  1. Go to your Canvas profile.
  2. Click your initials in the upper-right corner of the page.
  3. Select Preferences. 
  4. Click Data Settings.
  5. Find Magic Contact Lookups and uncheck the box. 
  6. Click Update Magic Contact Lookups. 

How will I know when a candidate texts me back?

From JazzHR, the number of new texts will appear in the top navigation next to the Text icon Screen_Shot_2020-07-13_at_1.28.59_PM.png.

If you're using the Canvas mobile app, you'll receive new text messages via push notifications.


How can I update a candidate's phone number after I text them?

If you have already texted a candidate in JazzHR and realize their phone number needs updated, you will need to update the number via Canvas. To do this, find the candidate name in the texting widget and click Screen_Shot_2021-02-09_at_9.56.12_AM.pngin the upper right of the profile. Select Open Chat in App. Once you are on the Canvas site, click the Screen_Shot_2021-02-09_at_9.56.12_AM.pngand select Edit. From there, update the candidate phone number and Save Changes.


When a candidate is merged or added to a job in JazzHR, does their Texting consent apply to the new job?

No. At this time the texting consent is for a singular job - not all jobs from the company. So the candidate will have to opt in to receive texts for each job they are on.



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