Applying via WhatsApp: The modern way to contact

WhatsApp Recruiting: The benefits of applying via WhatsApp

The application process via WhatsApp offers numerous benefits for both sides. It allows easy contact, quick exchange via chat and easy sending of application documents. Direct dialogue also creates a personal atmosphere throughout the application process. Generation Z in particular, which is the focus of many companies, prefers mobile and digital ways to apply. It is therefore important to move away from traditional contact forms and lengthy online questionnaires and use modern channels such as WhatsApp.
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Applying via WhatsApp offers companies a number of benefits that make the application process more efficient and user-friendly. Some of these benefits are explained in more detail below:

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Quick and direct communication: By using WhatsApp as an application channel, companies can communicate with applicants directly and in real time. Messages can be sent and received quickly, resulting in accelerated communication. On WhatsApp, applicants tend to answer messages significantly faster than with emails or applicant portals. This enables effective coordination of appointments, inquiries or quick updates on the application status.

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Easy submission of documents: WhatsApp makes it easy to send application documents such as curriculum vitae, cover letter and certificates. Applicants can simply send their documents as an attachment in the chat conversation, without annoying online portals with technical errors or postal submissions. This simplifies the process for applicants and makes it easier for companies to organize and manage incoming applications.

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Easy appointment scheduling: Applying via WhatsApp enables companies and applicants to quickly and easily make appointments for job interviews or other selection processes. Through direct communication, queries or schedule changes can be resolved quickly, which leads to efficient scheduling and speeds up the application process.

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Flexibility and mobile use: Since WhatsApp is a mobile messaging platform, applicants can send applications anytime and anywhere via their smartphone or using WhatsApp Web via their laptop or tablet. This allows for greater flexibility for applicants, as they are not bound to fixed working hours or office locations. Companies benefit from a wider range of applicants and can reach potential candidates more easily.
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Data protection & application via WhatsApp: comply with the GDPR

When it comes to data protection, companies are facing a challenge: Both the private version of WhatsApp and the WhatsApp Business app are not GDPR-compliant and therefore not recommended for business purposes, in particular when handling personal data such as when applying for a job. The only privacy-compliant solution for mobile recruiting via WhatsApp is WhatsApp Business API. Only by using this API interface can companies make the application process legally compliant and guarantee the protection of personal data. In addition, you avoid the frequent warnings, severe penalties and expensive legal costs against you and your company if you do not comply with the GDPR.

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How to receive applications via WhatsApp

In order to make it as easy as possible for potential applicants to contact you, there should be various options available. One option is to integrate WhatsApp with the company website via a web chat so that prospects can send messages or ask questions directly. Another option is to add a WhatsApp link or a WhatsApp QR code to the job posting.

By the way: We have integrated a practical tool on our website that allows you to create a Create a WhatsApp link and a WhatsApp QR code Can.

By using a QR code or a WhatsApp link, applicants can directly access the chat with your company. You can even store pre-formulated messages, which include, for example, the data of the respective position. Applicants then automatically send this data to your company.

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Applying via WhatsApp: Tips for companies

WhatsApp links for applications can be used not only in job advertisements, but also in Facebook ads or other advertisements. Many innovative companies are already using so-called click-to-chat or click-to-WhatsApp ads on Facebook, taking your application process to a higher level.

In order for companies to make optimal use of the potential of advertising via WhatsApp, there are a few best practices to consider. Here are a few recommendations to make the application process smooth and effective:

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‍Setting up a professional WhatsApp account: Companies should set up a dedicated WhatsApp account for the application process. This ensures a clear separation between business communication and personal contacts. It is important to ensure that the account is professionally designed and has a clear company profile. You can easily implement this with and the WhatsApp API interface.

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‍Using automatic replies and message templates: Automatic replies and message templates can help simplify exchanges and save working time. Message templates with information about the job offer can be integrated into the click-to-WhatsApp link or QR code of the respective position, thus allowing your HR department to clearly assign it and save your applicants writing time. As soon as a new application has been received, an automatic response can be sent to inform the applicant that the application documents have been received and, if necessary, to point out other important documents. WhatsApp templates can be used throughout the recruiting process and make communication easier.

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Here is an example of a WhatsApp template in recruiting:
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‍“Hi {{first name}},

We have received your application and are now starting to process the documents. We'll get back to you shortly.

Best regards from {{company location}},
{{employee name}}, {{company name}}”

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Set clear communication guidelines: Companies should develop clear guidelines for communication via WhatsApp during the application process. This includes, for example, the language and tonality of the messages, the appropriate response time, and the type of information that can be shared via WhatsApp. Clearly defined guidelines ensure consistent and professional communication.

Ensuring data protection and confidentiality: Companies should ensure that the Privacy Policy is complied with and sensitive applicant data is protected. Companies should therefore refrain from using the normal WhatsApp business app and absolutely use the WhatsApp API interface use.

Effective communication: Companies should write clear and concise messages to avoid misunderstandings. It is important to provide all necessary information, such as the application process, the required documents or the next steps. Companies should also ensure friendly and professional communication to provide applicants with a positive experience.

By following these tips, companies can make the application process efficient and professional via WhatsApp. This enables effective communication with applicants and an optimized selection of potential candidates.

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Start the application process via WhatsApp with hellomateo

Hellomateo is a good way to effectively use WhatsApp as a recruiting channel. Hellomateo not only enables communication with customers but also with applicants via the WhatsApp Business API. Hellomateo only uses German server locations and continuously adapts the software to changing data protection regulations in order to be able to guarantee 100 percent GDPR compliance. With many useful functions such as message templates, automatic replies and text modules, communication via hellomateo is highly efficient and saves valuable working time. Hellomateo supports sending and receiving many different file types and has integrated internal contact management.

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Hellomateo's software has a lot to offer. Our customers particularly appreciate the following features:

• ‍Central user interface: hellomateo combines WhatsApp Business Platform, email, Instagram, SMS and Facebook Messenger in one central inbox. The intuitive user interface includes various tools for efficient customer communication and saves you valuable working time.
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• integrations: With hellomateo, you can use WhatsApp in integrate over 6,000 software programs and fully automated Customer trips create with invitations, order confirmations, shipping information, invoices, and reminders.
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• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 95%.‍
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• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
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• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
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• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
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• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.

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Would you like to learn more about how you can use WhatsApp as an applicant channel? Or do you have any questions about the WhatsApp Business API? Contact us easily and without obligation via WhatsApp (activate cookies and use the button at the bottom right) or Schedule a demo directly with one of our messaging experts.