RecSphere lets you message candidates on WhatsApp from inside the same Inbox you use for email and SMS. Messages are sent through the official Meta WhatsApp Cloud API, so candidates see them as proper business messages.
How RecSphere integrates with WhatsApp​
RecSphere connects to WhatsApp through the Meta WhatsApp Cloud API, Meta's official business messaging service. Each agency is registered with Meta as a WhatsApp Business sender. Once approved, messages sent from RecSphere are delivered through the Cloud API to candidates' WhatsApp accounts.
See WhatsApp Cloud API integration for the technical setup.
Per-recruiter phone number assignment​
Each recruiter is assigned a WhatsApp number for their conversations. This means candidates always see the same number when they message Sarah Williams' recruiter, and replies route back to the correct person.
Your assigned number is shown at the top of the WhatsApp compose window. If you do not have a number assigned yet, ask your agency admin.
Sending a message​
How you send depends on whether you are inside the 24-hour customer service window with that candidate. The 24-hour window opens whenever the candidate sends you a message, and lasts 24 hours from their last reply.
Inside the 24-hour window:
- Open the candidate record (for example, Sarah Williams).
- Go to the Communications tab.
- Click New message and choose WhatsApp.
- Type a free-form message.
- Click Send.
Outside the window or for first contact:
You must use a Meta-approved template (see below).
Any first-contact or out-of-window message must use a Meta-approved template.
Approving message templates with Meta​
WhatsApp templates used outside the 24-hour window need approval from Meta before they can be sent.
- Open Settings, then Templates.
- Click Add template and choose WhatsApp as the channel.
- Write the template using merge fields where needed.
- Submit for approval.
Meta usually responds within 24 hours. Approved templates appear in the WhatsApp template picker when composing a message. See Message templates for full details.
Replying​
Replying is the same as for any other channel. Open the conversation in the Inbox, type into the message box and click Send. As long as the candidate has messaged you in the last 24 hours, you can reply with free-form text.
Opt-out handling​
If a candidate replies with a stop keyword (for example, 'STOP' or 'UNSUBSCRIBE'), RecSphere flags them as opted out of WhatsApp. Outgoing WhatsApp messages to that candidate are then blocked. You will see a clear opt-out indicator on their record. They can opt back in by messaging you again.