The Text to Apply feature in Jobvite ATS enables candidates to initiate applications through a simple text message conversation. Using Intelligent Messaging, recruiters can set up a Text to Apply bot that captures candidate details such as name, email, and resume, and submits them directly to a requisition. This article outlines the prerequisites, configuration steps, and best practices for building and activating a Text-to-Apply bot. This functionality expands on the existing Keyword bot tool and Intelligent Messaging (IM) Jobvite (JV) ATS integration.
Audience
Recruiters, Hiring Managers, Administrators
Prerequisite
Text to Apply must be enabled for your account before configuring the Text to Apply bot. If Text to Apply is not enabled, please submit a Help Center ticket.
Capture Requisition ID(s)
For a Text to Apply bot to work correctly, it needs to know which JV ATS requisitions it is allowed to send candidates to as applicants. The first step is to determine which requisitions you want to utilize with Text to Apply and retrieve the necessary ID(s) for each requisition from the ATS. You can find these IDs by following the steps below:
Click the Requisitions tab, then select a requisition.
On the Requisition Summary page, navigate to the web URL in your browser. Highlight and copy the 8-digit value towards the end of the URL.
Past the value is a Word or Notes file for later.
Repeat this process for any requisition you plan to use Text to Apply for.
Text to Apply Bot Configuration
Text to Apply Bot Settings
To start building a new Text to Apply Bot, click the blue SMS icon, then select the bot tab.
Within the Intelligent Messaging pop-up, click New Keyword Bot.
Click the Settings tab.
You will have four settings to configure:
- Keywords – This field allows you to set your trigger keywords. These are the words a candidate can use to initiate the Text-to-Apply bot. For example, TextToApply, Jobvite, and JoinUs. NOTE: You can have as many keywords on a given bot as you would like; however, you can't use the same keyword for different bots.
- Phone – This dropdown field displays the available phone numbers that your company is approved to send messages from using your bot(s). NOTE: Most companies only have one phone number in this dropdown.
- Track Referrals – This text box should be left unchecked.
- Maximum Responses per Prospect - This field allows you to restrict the number of times a candidate can submit their information through the bot.
Text to Apply Boy Messages
The bot will automatically use default messages at different times, depending on the situation, so all you need to do is set them once, and the bot will take care of the rest.
Click the Messages tab.
You will have four default messages to configure. The message options are:
- Welcome Message – This is the first message all the candidates who interact with your bot receive. Think of this as an opportunity to tell your candidates that they made it to the correct place and to set expectations.
- Closing Message – This is the last message all the candidates who interact with your bot receive. Think of this as your opportunity to inform candidates that they have completed submitting their information and establish expectations for the next steps in their application process.
- Eject Message – This message will only be used when you set up a conditional action within your Text to Apply bot to remove candidates that do not meet specific criteria or requirements.
- Clarifying Message - This message will be sent to candidates when the bot cannot recognize or understand the text message content sent in by the candidate. The bot will send the Clarifying Message and allow the candidate to reword or rephrase their message and submit it a second time.
Text to Apply Bot Logic
The bot logic determines how the bot interacts with candidates and what information it captures.
IMPORTANT: Keyword bots can do many different things, so to avoid confusion, this overview will only cover the necessary steps to enable Text to Apply functionality. To avoid issues with your Text to Apply bot, please adhere to the recommended configuration outlined below. Please submit a Help Center ticket if you have further questions.
Click the Builder tab.
Click + Add Message.
The new message box will be displayed.
You will configure four messages. Text to Apply is only able to include the following fields in the candidate’s application submission:
First message:
- Message Name – Type name.
- Data Type – Select text from the drop-down.
- Enter a message – Type What is your first and last name?
Click + Add Message.
Second message:
- Message Name - Type emailAddress.
- Data Type - Select text from the drop-down
- Enter a message – Type What is your email address?
Click + Add Message.
Third message:
- Message Name - Type resume.
- Data Type - Select file from the drop-down. This allows the candidate to send a picture of their resume. This resume picture will be attached to the candidate’s application in the ATS.
- Enter a message – Type Please take a picture of your resume and send that picture as a response to this message.
NOTE: The name, email address, and resume must be entered as shown above to ensure the bot sends the correct information to the correct fields in the ATS. The bot will automatically capture the candidate's phone number behind the scenes and include that number on the candidate’s application.
Fourth message:
- Message Name – Type Desired_Job.
- Data Type - Select sentiment from the drop-down. This enables the bot to utilize Natural Language Processing and determine whether the candidate’s response is positive-leaning, negative-leaning, or neutral (e.g., “yes” = positive, “no” = negative, “maybe” = neutral).
- Enter a message – Type Great, we have your information. To confirm, do you want to apply to our “position name” role? Please reply YES or NO.
The fourth question has two different conditional actions, the green YES and NO rows. Conditionals allow the bot to make decisions based on various candidate responses. To configure conditional actions, click + Add Conditional.
Each conditional is looking for a particular type of response.
- Configuration for the YES conditional:
- Configuration for the NO conditional:
Click Save Conditional.
Once you have your two conditionals set up, you can add actions for the bot to take when a candidate’s responses meet one of the criteria in either conditional. Click + Add Action.
For candidates who respond YES, select the Submit Text to Apply action from the actions list menu.
Enter the Jobvite Requisition ID for the requisition you copied in Capture Requisition ID(s).
Click Save Action.
For candidates who respond NO, you can select to send the Send to Ejection Message that was previously configured in the Messages tab.
Click Save Action.
The bot is now ready for candidates to start applying, and you can activate it. You can do this from the menu icon at the top right corner of the widget screen. You can activate the bot right away by selecting 'Start Bot', or you have the option to Schedule It, where it will activate at a future time.
As candidates complete Text to Apply applications, they will automatically appear as applicants on the configured requisitions you have set up. Those candidates will appear with a Source of Job Board: Intelligent Messaging Apply, making them easy to identify.