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Communications integrations

Communication actions can appear across candidate and client records. Availability depends on your workspace configuration and permissions.

Candidate communication actions​

Candidate records can show actions such as:

  • Teams Call
  • Mailchimp
  • WhatsApp
  • Email
  • Add Task
  • Add Note
  • Show contact log

Client communication actions​

Client records can show actions such as:

  • Mailchimp
  • Add Task
  • Add Note
  • Show contact log
  • Add Vacancy

Contact preferences​

Candidate and client records can include contact preference fields such as:

  • Phone
  • WhatsApp
  • SMS
  • Mailshot
  • Marketing
  • Data sharing consent

Use these fields to understand whether a person or organisation should be contacted through a specific channel.

If a candidate or contact is marked as not accepting a channel, RecSphere may warn you before you continue. Treat those warnings seriously and follow your agency's consent process before sending job alerts, mailshots or marketing communications.

WhatsApp​

WhatsApp actions are available where your workspace is configured for WhatsApp communication.

Before sending a WhatsApp message, check:

  • the recipient
  • the candidate or contact preferences
  • the message content
  • whether templates or consent rules apply

Mailchimp​

Mailchimp actions and audience information may appear on candidate or client records.

Use these features only where your agency has configured Mailchimp and confirmed the correct audience or marketing preference.

From a candidate record, the Mailchimp action can add the candidate to an existing audience or create a new audience, depending on your permissions and configuration. The action can also apply tags, including company-default tags where these have been configured.

Mailchimp audience membership and campaign activity may be visible back in RecSphere, such as whether the person is active on an audience and high-level campaign metrics imported from Mailchimp. Campaign design and sending still happen in Mailchimp unless your agency has configured a separate communication workflow.

Before exporting or adding candidates to Mailchimp, check:

  • contact preferences and marketing consent
  • the selected audience
  • any tags being applied
  • whether the candidate should be included in mailshots or job alerts

Aircall or phone integrations​

Phone numbers may open a calling workflow where telephony is configured.

Check the contact, number and call type before starting a call.

Where Aircall is configured, clicking a phone number can open a call flow. Check the Call From number, the Call To number and the call type before starting. If the person has multiple numbers, select the correct one before calling.

Calls may appear in the contact log after completion. Depending on configuration, the contact log can include call recordings, transcripts or AI summaries imported from the phone integration.

Teams Call​

Candidate records may show Teams Call for starting or arranging a Teams-based call.

Email, notes and activity​

Email actions can open a compose window with the recipient and sender pre-filled where accounts are configured. Users with access to shared inboxes may be able to choose from more than one sender.

Email templates can help keep candidate and client communication consistent. Check the recipient, sender, template content, attachments and signature before sending.

Notes can be used to record activity or pass information to another user. If mentions are enabled, tagging another user in a note can create an in-app and email notification that links back to the record.

Activity logs and contact logs help show what has happened on a record. Use their filters to narrow by type, user or date where available.

  • Candidate Records
  • Client Contacts
  • Communications Overview
  • Saved Lists and Bulk Actions