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Communications overview

RecSphere's communication tools are woven through the app rather than gathered into a single inbox page. You compose an email or start a call from any contact detail you see, every conversation is logged against the record it relates to, and a communications menu in the top bar keeps you on top of what needs a reply.

The tools at a glance​

Communications in RecSphere are made up of a few connected parts:

  • The top-bar communications menu, with a notifications panel that surfaces your in-app, email and WhatsApp activity at a glance. See The communications menu and notifications.
  • A contact log on every record, holding the full history of calls, emails, WhatsApp and SMS for that candidate or client. See Candidate records.
  • Email, sent through your connected Microsoft 365 or Google Workspace mailbox. See Email.
  • WhatsApp, with a dedicated page for your chats. See WhatsApp.
  • SMS, for short, time-sensitive updates such as shift confirmations. See SMS.
  • Templates, configured centrally so common messages are quick to send. See Message templates.

Compose from anywhere​

Throughout RecSphere, email addresses and phone numbers are shown as gold links. Click a gold email address to compose an email, or a gold phone number to start a call, without leaving the page you are on. The message is logged automatically against the record.

The communications menu and notifications​

The top bar holds a communications menu with a notifications panel. It shows three notification types, each with a count:

  • Gold for in-app notifications.
  • Blue for email notifications, once your mailbox is linked.
  • Green for unread WhatsApp.

Click the panel to read your notifications. Each one links through to the record it relates to. When a colleague @ mentions you in a note, it appears here as an in-app notification and also emails you.

See The communications menu and notifications for the full tour.

The contact log on a record​

Every candidate and client record carries its own contact log, holding the complete communication history with that person: calls, emails, WhatsApp and SMS together in one place. Filter the log by channel, and open any item to see its detail.

Where a call is handled through Aircall, the contact log pulls in the transcript, summary and recording, so anyone picking the record up later has full context.

One history per record

Because every message is logged against the candidate or client, the next person to work the record sees the whole story without digging through separate inboxes.

Templates​

To speed up common messages, RecSphere supports templates for email, WhatsApp and SMS, with merge fields such as the candidate's first name. Templates are configured centrally so your whole team sends consistent messages. See Message templates for how to set these up.