How do I set up WhatsApp communication with applicants?

With PitchYou, you can communicate with applicants directly via WhatsApp from d.vinci. 

1. Add credentials in the basic settings

d.vinci must first be connected to PitchYou. This is done in the basic settings.

Follow these steps:

1. Open the page Basic Settings. The page with the same name will be displayed.
2. Click on the tab Partner Integration. The details page will be displayed.
3. Click on the edit icon to edit the data. An input form will be displayed.
4. Enter the data you received from PitchYou in the section WhatsApp Messages with PitchYou under 1-to-1 WhatsApp Chat Client ID and 1-to-1 WhatsApp Chat Secret.
5. Click on the button Update. The detail view of the tab will be displayed.

2. Assign the permission to the user role

To allow d.vinci users to access the Messenger area at the top of the header and thus access WhatsApp messages, users must have a specific permission. This is included by default in the system role HR Department but can also be added to other roles. You can read how to do this here.

Follow these steps:

1. Open the page Roles. The page with the same name will be displayed.
2. Click on the name of the user role that will communicate with applicants via WhatsApp in the future. The details page will be displayed.
3. Click on the edit icon to edit the data. An input form will be displayed.
4. Click into the field Permissions and start typing "Instant". The permission Instant Messages | View/Send will be displayed.
5. Click on the highlighted permission. It will be added to the role's permissions.
6. Click on the button Update to save the changes.

Repeat this second step as often as necessary until all roles that should see WhatsApp communication have the permission.

Once both steps are completed, a WhatsApp chat can be started with individuals who applied via WhatsApp application. See: How do I send the first WhatsApp message to applicants?

3. Add consent and mobile number to the application form

To contact applicants via WhatsApp, first obtain their consent and then enter their mobile number in a structured format with the country code.

Follow these steps:

1. Open the questionnaire of the type Application Questionnaire in which you want to request consent and the mobile number.
2. Click on the Form tab. The settings for the form are displayed.
3. In the Application Form area, click on the edit icon . An input form is displayed.
4. Add the Mobile Number field and configure it:
   • Behavior in the form:
     • The country code is pre-filled according to the country of the organizational unit that posted the job advertisement.
     • Country codes for Germany, Austria, and Switzerland are pinned in the selection list; all other countries are listed alphabetically below. Long country names are displayed in full.
     • You can search for a country directly in the selection list by entering text.
     • Free input field for the number:
       • Only digits and spaces are allowed.
       • If you try to submit the form with invalid characters, the message “The phone number is invalid” will appear.
       • A leading “0” is automatically removed when the form is submitted.
5. For the option Consent to be contacted via WhatsApp, select the setting that you want to make available to applicants.
6. Press Update to save the changes.

Notes on phone number logic

If there are multiple phone numbers in an application, the mobile number is automatically preferred.

This is how the check works:

1. If the mobile number is filled in, it is used and the chat is started.
2. If the mobile number is not filled in:
   • d.vinci checks whether the number in Telephone is a mobile number based on the country of the job posting. If so, the chat is started.
   • If the telephone number is not a mobile number, d.vinci checks whether the number in Alternative telephone is a mobile number based on the country of the job posting. If so, the chat is started.
3. If no valid mobile number is recognized, the following message appears in the application after clicking on Send WhatsApp Message:
   • “No valid mobile number for WhatsApp could be recognized. Please contact the applicant directly for a valid mobile number.”