What is the WhatsApp Communication via PitchYou? – Help Portal

With WhatsApp communication, you can contact applicants directly via WhatsApp from within d.vinci. This feature is based on an integration with our partner PitchYou. It allows you to send and receive messages quickly, easily, and in compliance with GDPR – all directly from the d.vinci system.

WhatsApp communication complements the WhatsApp application:
While applicants can apply via WhatsApp, this feature enables direct, individual communication in a 1:1 chat after the application has been received.

TABLE OF CONTENTS

Benefits of this feature
Contractual
Configuration
System behavior
How our customers use this
Further articles on this topic

Benefits of this feature

Fast response times: Messages reach applicants immediately on their preferred communication channel.
Direct communication: Questions, appointment arrangements, and further steps can be clarified easily.
High acceptance: Especially mobile target groups (Blue Collar, Gen Y/Z, trainees) prefer WhatsApp over email or phone.
No media disruptions: All communication remains within the system and is traceably documented.
Informal and professional: The tone can be flexibly adapted to the target group.

Tip: This feature is particularly suitable for counteracting the shortage of skilled workers and improving the candidate experience.

Contractual

Interested in WhatsApp communication?
Communication via WhatsApp requires an additional contract. Just contact us.
You cannot directly test the function yourself, but we are happy to provide you with a comprehensive demo in the system and clarify all open questions.

Configuration

WhatsApp communication must be set up.
See: How do I set up WhatsApp communication with applicants?

System behavior

Prerequisites
To communicate with applicants via WhatsApp, you need an additional contract (see above), and the feature must be set up for you.
Permission
To access WhatsApp communications and write messages, users need the permission Instant Messages | view/edit in their user role.
Access
In the application, the option Send WhatsApp message is hidden behind the gear icon . When users click on it, the chat window opens.
Alternatively, access to applications with existing WhatsApp communication is available via the Messenger area in the header.
Opt-In
Before you can communicate with applicants via WhatsApp, a standard message is sent to obtain the applicant's permission (Opt-In). Only after the applicant has explicitly agreed (clicked the "Yes" button) can WhatsApp be used as a communication channel.
Contact after 24 hours
Due to WhatsApp's technical requirements, the consent (Opt-In) must be renewed every 24 hours. If you want to start a chat with the applicant again after 24 hours, the window for sending the standard message will be displayed again, and the applicant must agree again before communication can continue.
Rejection of WhatsApp as a communication channel
If applicants reject communication via WhatsApp by responding to the standard message with No , you must contact them through other means, such as calling or emailing them.
Appearance of your WhatsApp profile
The name and profile picture visible to applicants in WhatsApp are controlled via your profile in PitchYou.
- Test
  You can test the appearance by entering your WhatsApp number in an application and starting a conversation. Note that these tests count towards your PitchYou quota and reduce it accordingly.
Appearance of messages
- Formatting
  You will only see plain text messages without formatting – even if applicants used formatting. However, if you use the correct commands, applicants will see formatted text.
  - Italic: _Text_
  - Bold: *Text*
  - Strikethrough: ~Text~
  - Monospace: ```Text```
  - Inline code: `Text`
- Emojis
  You can see emojis sent by applicants.
  When composing messages, you do not have an emoji selection available. However, you can open an emoji page on the internet, copy an emoji from there, and paste it into the message. If it is displayed correctly in your message, applicants will also see the emoji correctly.
  Tip: If you need bullet points, you can use dots from emojis to format the message clearly.
Sending a message
You can write text and insert paragraphs using Enter. The message is only sent when you press the green arrow .
Replies
Replies from applicants appear in the chat. New messages are displayed in the header.
Next to the WhatsApp icon, a yellow marker with a number indicates the number of WhatsApp chats with new messages.
Sound Signal
When new messages arrive, a sound will play. Prerequisite: The sound on your PC must be enabled, and it must not be muted in the browser tab.
Auto-Translation
This feature is provided by PitchYou. If you have any questions, comments, or suggestions for improvement, please contact PitchYou directly. We have no influence over this feature.
If you write to English-speaking applicants in German and the Auto-Translation option is enabled, applicants will receive the message in English. However, the translation will not be displayed to you.
If applicants reply in English, you will see the response in German if your system language is set to German.
Original Message
This feature is provided by PitchYou. If you have any questions, comments, or suggestions for improvement, please contact PitchYou directly. We have no influence over this feature.
- On: For automatically translated messages, incoming messages are displayed in their original language.
- Off: For automatically translated messages, incoming messages are displayed as automatic translations.
Messenger area in the header
In the header, the Messenger area is hidden behind the WhatsApp icon . The overview shows all previous WhatsApp conversations in tile view.
Filtering in the Messenger area
Currently, you can filter by read/unread status .
- Read messages
  You can recognize read messages by the green icon showing a checkmark with a circle around it.
- Unread messages
  You can recognize unread messages by the red icon showing an exclamation mark with a circle around it.
Sorting in the Messenger area
The tiles can be displayed in different orders. Either the date of the last message is decisive or the last name.
Notifications
For chats with new messages, there is a notification in the system, indicated by a number on the Messenger icon in the header. The update occurs every 5 minutes. When the chat window is open, a sound is played.
WhatsApp communication for non-WhatsApp applications
You can also communicate with applicants via WhatsApp directly from the system, even if their application was not submitted through WhatsApp. Check here: How do I set up WhatsApp communication with applicants?
Deactivation
The feature can be deactivated in two ways:
- Only for specific users
  Remove the right "View instant messages" from the respective user role. Then only these users can no longer use the feature.
- For all users
  Deactivate the integration completely in the basic settings. Then the feature is no longer available to any user.
Changes/Recall messages
Once sent, messages cannot be changed. Sent messages cannot be recalled.
Deletion
Individual WhatsApp messages cannot be deleted.
Entire chats can be deleted directly in the chat window using the trash can icon.
Note
Deleted chats are no longer viewable and cannot be restored.
History
The history of an application records when you first started WhatsApp communication with the applicant.

How our customers use this

WhatsApp communication is particularly used for target groups that need to be reached quickly and easily, such as in the Blue-Collar sector, with trainees, or young professionals. Companies report significantly improved reachability and faster processes in recruiting.

The feature is used both for all job openings and specifically for certain job openings – depending on the recruiting strategy.

Further articles on this topic

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