Use Text Communication

library.ukg.com/Prebuilt/newgen/Recruiting/Content/RECUse_Text_Communication.html

Once text communication has been activated by an administrator and the recruiters and
hiring managers have their phone numbers authorized for use by the carrier, they will be able
to send and receive text messages. They can choose recipients, compose text messages,
incorporate merge tags, provide message translations, and send messages from within the
Recruiting solution.

When a user with an assigned, active texting number logs into the Recruiting solution, the
texting app is available on every page of the recruiter/hiring manager experience in the
bottom right corner of the screen.

Start a New Text Message

You can start a new text message to an individual or group from the following pages:
People (UKG Pro Recruiting > People)
Pool (UKG Pro Recruiting > select Pool)
Applicant List (UKG Pro Recruiting > Opportunities > select opportunity > Applicant
List)
Candidate Details (UKG Pro Recruiting > People > select a candidate > (optional)
select an Application

To start a new individual text message from the People, Pool, or Applicant List pages, select
the Send Text Message action in the Actions menu next to their name.

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To start a new individual text message from the Candidate Details page, select the Send Text
Message action in the action menu next to their name:

or from the Applications tab for the desired application.

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You can also select multiple people to receive the same message. This type of message is
not a group text; each individual will not see any of the other candidates who also receive the
message. Select a group of candidates on the People, Pool, or Applicant List page using the
checkboxes. Select the More Actions drop-down menu and select Send Text Message.

Note:

You can only send text messages to candidates that meet all of the following criteria:

1. They are an external candidate.

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2. They have opted in to receive text messages.

3. They have a U.S. or Canada phone number in the Primary Phone Number field.

If any of these conditions are not met, the Send Text Message action will be unavailable for
an individual candidate on any page that has the texting action.

When you select the Send Text Message action, the New Message page of the texting app
opens. Recipients available for texting are listed in the page header.

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If your text message for multiple candidates includes someone who cannot receive texts,
select the Review link to review them.

Compose a Text Message

Once you have selected the candidate(s) you wish to text, you can compose your text
message in the Write Message field of the New Message window. The New Message
window appears any time you select candidate(s) and select Send Text Message anywhere
in the Recruiting solution.

1. Enter your message at the Write Message field. The maximum message length is 1600
characters. Longer texts may be broken down into multiple messages by the SMS
provider. Attachments, images, and rich text formatting are not currently supported.

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2. Candidates will not see your name when you message them, only your 8XX phone
number.

We recommend introducing yourself by name in your opening message.

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3. (Optional) Use the Merge Tags icon to easily customize your message.

A message started from one of the Candidate pages can add merge tags
associated with the Candidate(s).
A message started from an Application page can add merge tags associated with
the Candidate and the Application.

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4. (Optional) Add translations to the message.
a. If you are texting an individual candidate, their preferred language will be shown
next to their name, if it is different that the default language set for your company.
Enter your translation directly in the Write Message box.
b. If you are texting to a group of recipients, select the Globe icon after typing your
message (the Globe icon is unavailable until at least one character is entered).
The translation page will open.

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 c. You will see the preferred languages of your recipients that are different from the
company default language. Select the tab from the top bar that matches the
language you will be translating to. Select Save translation when complete.

Send a Text Message

Once you have selected your recipients, written your message, included any merge tags and
any necessary translations, you are ready to send the message. Select the Send button.

A message that has been composed for a group will be sent as an individual message to
every eligible recipient in their preferred language, if the translation exists. If translation is not
available, the default language from the main New Message screen will be used.

After sending a message, the Messages window will pop up and you can review the
messages that have just been sent.

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Note:

Message statuses such as Pending, Sent or Failed are not currently available.

View Candidate Responses

When a candidate sends you a response you will see a new message indicator in the
collapsed texting app icon.

1. Select the Texting app icon.

The Messages page opens. This page contains the history of your candidate
conversations. You cannot see conversations between candidates and other recruiters
of hiring managers.

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 2. Select a conversation to review or continue it. Conversations with new messages have
a circle icon with a number indicating how many unread messages are in the
conversation.

3. If necessary, you can search by candidate name.

4. Use the filter icon to search by Unread or All

Reply to a Candidate
1. Select the texting app icon from any page.
The Messages page will open.

2. Locate the conversation in the list of messages and select it.

The Conversation details page opens.

3. Write your response at the Write Message field. Merge tags are not available on the
Conversation details page.
4. Select Send to send your message when finished.

View Text Messages in Candidate Notes

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All text messages successfully sent by Recruiters or Hiring Managers to a candidate, as well
as a candidate's responses, can be viewed on the Notes tab of the Candidate Details page.
Use the Text Message Notes filter from the View dropdown to filter the notes.

Note:

Only successfully delivered messages are displayed. Messages that are Pending or Failed
are not displayed.

Candidate Opt-In and Unsubscribe from Text Messaging

Text messaging is governed by anti-spam laws in multiple countries. In particular, Canada's
Anti-Spam Law (CASL) requires organizations to obtain a candidate's consent before
sending a text message (opt-in consent). To comply with CASL's requirement and to limit the
collection of location data from candidates, the Recruiting solution's text communication
function requires candidates' consent before sending a message.

Candidates have multiple ways to opt-in to receive text messages, or to unsubscribe:

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At registration, candidates can opt-in by providing a 10-digit phone number and
checking the box.

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 Candidates can opt-in, unsubscribe or resubscribe by logging in to your company's
recruiting site and navigating to their communications options (Candidate Name >
Communications > Text Messages), moving the Recruiting SMS toggle to the desired
position, and selecting Save..

Candidates can reply STOP or UNSTOP to stop or restart text messages.

If a candidate has never opted in, a recruiter can send them an email invite from the
Applicant List page by selecting the Action icon and choosing Invite Candidate to Text.

Text Communication FAQ

Questions and answers to some frequently asked questions about Text Communications in
the Recruiting solution.

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