Candidate Texting

this guide assumes your team has completed a2p 10dlc registration and walks through texting a candidate via ashby once this setup is complete if you’ve yet to set up candidate texting, please complete docid\ lrscwwbh0i1rwpuqxdqrn texting will not work if onboarding isn’t completed first texting currently requires setup support, please contact your csm or support to enable it for your account candidate texting is available on the foundations, legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ✅ ✅ ✅ ✅ please review the table below to view the number of texts included in your plan plan foundations plus enterprise included texts 1000/month 2000/seat/year 3000/seat/year additional texts $0 09/text, sold in batches of 1000 $0 09/text, sold in batches of 1000 $0 09/text, sold in batches of 1000 includes both foundations and legacy plus plans candidate texting overview this guide covers all the features currently supported in candidate texting, including two way sms messages via a shared company sms number candidate texting templates that support replacement tokens schedule template automation, including linking a direct booking text and sending a text upon stage entry built in compliance management to help prevent any issues with your messages being flagged as spam texting access texting currently requires setup support, please contact your csm or support to enable it for your account enable candidate texting to enable texting navigate to https //app ashbyhq com/admin/organizational settings/candidate texting toggle on enable candidate texting input your privacy policy (required) select your default organization phone number, either by selecting a country code, then selecting a number from the list provided, or by clicking advanced phone number search if you have some specifications around the phone number you’d like to use if you do opt to use the advanced phone number search option, you will be able to specify a country, an area code and also include preferences like what the phone number should start with, end with or contain once you’ve added your specifications, click search phone numbers this will pull up a list of around 30 options click buy beside the option you’d like to go with, or load more if you’d like to load other options meeting your preferences please note that not all area codes or number combinations may be available once a number is selected, it isn’t possible to access this option again once you have determined a phone number, add your privacy policy in the company privacy policy field this is required information optionally, you can also add in an email address to receive notifications on candidate texting in the notification email field manage permissions texting is supported for elevated access and organization admin users to grant access to users navigate to https //app ashbyhq com/admin/users choose an employee and visit their permissions tab set has candidate texting access to yes if the user has elevated access permissions, optionally scroll to additional user permissions and check create or edit text messaging templates manage notifications texting notifications appear on a user’s home page and can be configured to send via email and/or slack there are two types of notifications home page notifications appear on the texts tab of the tasks menu these tasks can be resolved by replying or clicking the ellipses to resolve subscription based notifications can be enabled in a https //app ashbyhq com/settings/notifications and will be sent to any user who texts a candidate, is a hiring team member, or follows a job create candidate texting templates templates help to create a consistent candidate experience and keep things moving fast your team can create organization and personal texting templates to set up organization templates, navigate to https //app ashbyhq com/admin/organizational settings/candidate texting templates click new to create a new template add in a title to refer to internally and the body of your text message click the t icon to access substitution tokens to pre fill candidate, job consideration, job and sender information to set up personal templates, navigate to https //app ashbyhq com/settings/candidate texting templates click new to create a new template add in a title to refer to internally and the body of your text message click the t icon to access substitution tokens to pre fill candidate, job consideration, job and sender information gather consent from candidates and leads as a best practice, you should always gather and log consent before texting a candidate ashby supports gathering it via application forms, via text message, and manually logging consent gathered a different way gathering consent via the application form when texting is enabled, phone number fields will include a consent request for candidates they can opt in or out at that point if they don’t respond, the first message ashby sends will be a request for consent via text gathering consent via text message when a lead/candidate hasn’t provided consent, and you attempt to text, they’ll first receive a message to opt in to receive further messages editing a person’s consent on their candidate profile consent status can be manually overridden on the summary tab of the candidate’s profile you can update the candidate's status if you’ve gathered consent outside of ashby and want to send a text immediately consent best practices we’ve built consent best practices into the texting feature, including automatically preventing texting people who have opted out of communication, gathering consent from inbound candidates, and clearly identifying your company to the candidate ensure your content is relevant to your hiring use case a part of 10dlc registration is sharing specifically how you will use texting the default use case is registered and specifically outlines contacting your existing candidates about jobs they’ve applied to and leads about jobs and related hiring events you’d like to share more information with them about stick to these use cases to remain compliant ensure recipients have provided express consent before texting them about roles ashby handles this automatically when consent hasn’t been registered for a candidate if you override the provided consent, ensure you’re able to provide more details upon request honor opt outs if a candidate’s consent status is consent not given do not attempt to text them again to get permission send a text to a candidate we currently support sending one off messages and setting up automation from the candidate's profile texts can be sent from the texts tab within the feed section of the candidate profile the user can select the number to send messages to, use templates, and/or manually type their message to their candidate via a scheduling automation texts can be sent automatically when a candidate enters a corresponding stage by setting up automate on stage entry? on the automation tab of a schedule interview activity template set up schedule template automation automations help streamline your candidate texting workflows for more information on automation in general, please check out docid\ mtfnbycncvnb4mtdsgeqb we currently support three schedule template automations linking a direct booking texting template to a schedule template as part of a schedule interview activity sending a text when a candidate enters a stage sending an interview reminder as a text message faq is there an inbox view where i can see all the texts across the team? not yet, please reach out to mailto\ support\@ashbyhq com to submit a feature request! what happens if a candidate opts out of receiving texts? subsequent attempts to send the candidate texts will automatically be blocked this does not impact email communication i've specified a phone number to send out texts but want to change it how do i do this? reach out to support\@ashbyhq com for help with this can i respond to candidate text messages via slack? you can, yes! once you receive a notification about a new sms in slack, you can click reply on an sms notification in slack, type out your response and then click send reply to send a response text to the candidate without logging into ashby for more on configuring the slack integration, check out docid\ w4wjftj8j0vkkxykl2vqo included & additional texts faq i’m a plus plan customer how many included texts do i get as part of my plan? plus plan customers get 2000 texts per seat annually for example, if your plan includes 100 seats, your team will have access to 200,000 texts per year if you need more, you can purchase additional texts in batches of 1000 what if i purchase more seats as part of my contract on a seat based plan? purchasing more seats adds the corresponding number of texts on a prorated basis so, if you purchase one seat six months into a one year plus plan contract, you’ll get 2000 x 5 = 1000 additional texts for the remainder of your contract will you warn me if i’m close to using up all of my credits? we will email you to warn you when you have used up 80%, 95%, or 100% of your credits if i don’t use all my credits, do they roll over to the next period? texts are tied to a contract period unused texts don’t roll over to the next contract year texts are granted yearly for customers on annual or multi year agreements; texts are granted monthly for customers on monthly agreements how long do i have to use additional purchased credits? for monthly plans, you have 30 days from the purchase date to use additional credits for annual plans, you have until the end of the current year of your subscription term additional batches of texts are co termed based on your contract term this way you have one contract with ashby with one renewal date how are credits deducted? a credit is used for each text message sent from your team’s ashby account inbound messages are not deducted from your allocation if a long message is sent and is split into multiple messages to the candidate, each message will use a credit what happens if i run out of credits? we won’t bill you more than you’ve already paid we will pause the ability to send texts and re enable them at renewal or if additional texts are purchased you can purchase additional texts as needed for annual plans, reach out to your contract manager for month to month plans reach out to support for seat based plans, are texts tied to individuals? texts are allocated based on the number of seats for plus and enterprise plans and tied to an organization, not an individual so, if you have 50 seats on a plus plan, you can use 50 x 2000 credits = 100,000 credits across any team members does this feature support international messaging? sms is only currently available for customers based in the usa and canada only us and canada based candidates can be contacted via the sms option currently