WhatsApp 1:1 Chat - Features & Settings

Product Overview

The WhatsApp 1:1 Chat enables direct, personal communication between recruiters and applicants – fully integrated into the existing ATS. Instead of email exchanges or phone calls, the chat allows for quick, straightforward contact via the most widely used messaging channel.

The product addresses two key challenges in modern recruiting:

First, traditional communication channels (email, phone) create unnecessary delays in the application process. WhatsApp enables direct and fast responses – on both sides.

Second, many ATS systems lack a low-barrier channel for informal exchanges with applicants. The 1:1 Chat fills this gap without replacing the existing process.

Ideal target audience: Companies that already use WhatsApp recruiting via talentsconnect, or that have applicants who have consented to the WhatsApp communication channel.

How It Works & Requirements

Consent to WhatsApp Communication

In accordance with Meta's guidelines, explicit consent from applicants must be obtained before any contact is made via WhatsApp. Companies typically obtain this consent as part of the privacy policy, in which applicants explicitly agree to being contacted via WhatsApp. It is essential that applicants are aware that they will be contacted through this channel.

The chat is not only available for applicants who applied via WhatsApp – it can also be used for applicants who have given their consent through other means.

The 24-Hour Window

Meta has implemented a built-in spam protection mechanism controlled by a 24-hour window:

• If candidates send a message in the 1:1 Chat, an unlimited number of messages can be exchanged within the following 24 hours.
• If recruiters wish to initiate the conversation – without the applicant having previously applied via WhatsApp – or wish to make contact again after the window has expired, a contact request via a Template Message is first required.
• If candidates agree to the request, the 24-hour window reopens. Changing a response to "Yes" after the fact does not reactivate the window.

Important: The 24-hour window serves exclusively as spam protection – it has no data privacy relevance. If in doubt, applicants can also be contacted by phone or email independently of the chat. Meta's guidelines must be strictly followed to avoid suspension of the WhatsApp Business Account.

Template Messages for Making Contact

Template Messages are configured in coordination with the talentsconnect support team and stored in the customer's WhatsApp Business Account (WABA). The following template is set up by default:

Hello {{1}}! We would like to contact you regarding your application from {{2}}, {{3}}. Kind regards, {{4}}, {{5}}. Do you give us permission to get in touch?

• {{1}} – Name of the applicant
• {{2}} – Date of application
• {{3}} – Job title
• {{4}} – Name of the recruiter
• {{5}} – Company name

The placeholders can be customized individually. The following are available by default: first name, last name, job title, date of application receipt, recruiter's name, and company name.

WhatsApp Business Accounts (WABA)

The WABA is the company's digital business card towards applicants and is a prerequisite for WhatsApp communication. One WABA is occupied per application or contact attempt. Each customer should therefore set up at least 2 WABAs. If only one WABA is available, a talentsconnect WABA will automatically be used from the second simultaneous use onwards.

Chat Interface & Features

The chat opens as an iFrame directly within the ATS. The following features are available:

1. If the chat follows a previous WhatsApp application, the last message from the application history is displayed.
2. All subsequent messages appear in chronological order – including an optional referral message, the first recruiter message, and the applicant's response.
3. Email notifications can be activated via the bell icon to be informed when applicants send new messages.
4. Automatic translation: Incoming messages from applicants are translated into the recruiter's language – and vice versa.
5. Show original language: This toggle displays all messages in their original language.
6. Display of the deletion date for chat history and data. Clicking on the date allows the deletion date to be adjusted. Default: 6 months after the application is received (for chats without a talentsconnect application: 6 months after the chat is opened).
7. Button to start a new contact request – available once the 24-hour window has expired.
8. Input field for the message to be sent together with the contact request.
9. Language selection for the Template Message – automatically detected based on the input.
10. Preview of the Template Message with a selection option if multiple templates are stored.
11. Preview of the message history as it will appear to applicants.
12. Recruiter's language setting: Changing this setting causes all chat messages to be automatically translated into the newly selected language.

Chat Status Overview

The chat status can be identified on the chat button or in the open chat area:

• Chat open: Within the 24-hour window – free message exchange is possible.
• Chat closed: Outside the 24-hour window – a contact request via Template Message is required.
• Contact request pending: Applicants have not yet responded. The pending message is displayed highlighted in blue.
• Contact request declined: Applicants have not consented to being contacted.
• No WhatsApp link: The stored number is not connected to WhatsApp.

Additional Features

Marking Messages as Unread

By hovering over a read message from an applicant, the option appears to mark that individual message or all subsequent messages as unread. This causes the chat to reappear in the ATS notifications and can be flagged for further follow-up.

Features & Customization

• Multilingual support: Automatic translation in both directions – applicants and recruiters each communicate in their preferred language. Over 25 languages are supported.
• Template Messages: Multiple templates per WABA are possible – e.g. formal and informal variants. Multilingual storage for automatic sending in the correct language.
• Default texts: In addition to contact requests, free default texts with placeholders can also be stored, e.g. for requesting additional documents.
• Email notifications: Recruiters are notified by email when applicants send a new message.
• Data deletion: The deletion date for chat data is individually configurable.

Benefits

For Applicants

• Fast responses: Communication via the most widely used messaging channel – without delays caused by email processing.
• No app installation required: WhatsApp is already installed on virtually every smartphone.
• Multilingual communication: Applicants can communicate in their native language.

For Companies & HR

• Higher scheduling rate: Faster communication reduces the time between application receipt and the first interview.
• Reduced time-to-hire: Shorter response times accelerate the entire recruiting process.
• Complete chat history: All messages are accessible directly from the ATS – no switching between different tools.
• Seamless ATS integration: The chat is embedded directly within the existing applicant management system.

Data Privacy & Data Storage

Chat data is deleted by default 6 months after the application is received. For chats that are not linked to a talentsconnect application, the period begins 6 months after the chat is first opened. The deletion date can be individually adjusted and changed directly in the chat interface.

Communication via WhatsApp is subject to Meta's guidelines. The 24-hour window and the obligation to obtain prior consent are binding requirements from Meta and must be strictly observed.

FAQ

Can applicants who did not apply via WhatsApp also be contacted?
Yes – provided the applicant has consented to the WhatsApp communication channel in the privacy policy, the 1:1 Chat can be used regardless of the application method.

What happens when the 24-hour window has expired?
After the window expires, a contact request must first be sent via a Template Message. If applicants agree, the window reopens and the chat can be continued.

What is a Template Message?
A Template Message is a predefined message template that has been approved by Meta and is used to initiate a conversation outside the 24-hour window. It is set up in coordination with the talentsconnect support team and stored in the customer's WABA.

How many WABAs are needed?
It is recommended to set up at least 2 WhatsApp Business Accounts, as one WABA is occupied per active application or contact attempt. With only one WABA, a talentsconnect WABA will automatically be used from the second simultaneous use onwards.

In which languages can communication take place?
The automatic translation supports over 25 languages. Applicants and recruiters can each write in their preferred language – translation occurs automatically in both directions.

How long is chat data stored?
By default, chat data is deleted 6 months after the application is received. The deletion date can be individually adjusted and configured directly in the chat interface.