Sending Broadcast Messages in SMS Campaigns

Last updated: July 28, 2025

Feature Overview

Broadcast messaging allows you to send one-way communication updates to selected candidates within SMS-based campaigns, providing valuable updates about hiring process status without requiring candidate responses. These messages are sent outside of the AI conversation flow, and any candidate replies will trigger "needs review" notifications for manual handling. Broadcast messages are useful for keeping candidates informed about process updates, timeline changes, or final decisions.

Available Actions

This feature enables you to perform the following actions:

  1. Select multiple candidates - Choose specific candidates for broadcast messaging

  2. Create broadcast campaigns - Set up one-way communication messages

  3. Customise message content - Include variables and personalised content

  4. Send immediate updates - Deliver messages instantly to selected candidates

  5. Handle manual responses - Manage candidate replies through needs review notifications

  6. Track message delivery - Monitor broadcast message status and delivery

  • Step-by-Step Instructions

    Setting Up Broadcast Messages

    Candidate Selection Process

    1. Navigate to Target Campaign: Open the SMS campaign containing candidates you want to message

    2. Select Candidates: Use the tick boxes on the left-hand side to select desired recipients

    3. Multiple Selection: Choose as many candidates as needed for your broadcast message

    4. Selection Confirmation: Verify the correct candidates are selected before proceeding

  • Accessing Broadcast Options

    1. View Bottom Menu: After selecting candidates, three options appear at the bottom of the screen:

      • Change Stage: Update candidate status

      • Add to Existing Campaign: Move candidates to another campaign

      • Send Message in New Campaign: Create broadcast message (select this option)

    2. Choose Broadcast Option: Click "Send Message in New Campaign" to proceed with broadcast messaging

  • Creating Broadcast Messages

    Message Configuration

    1. Campaign Title: Provide a descriptive title for your broadcast campaign

    2. Message Personalisation: Include candidate variables for personalisation

      • First Name Variable: Add placeholder for candidate's first name

      • Custom Variables: Include other relevant personalisation options

    3. Message Content: Type your broadcast message content

    4. Required Elements: Include mandatory elements like stop message instructions

  • Example Message Setup

    Title: "Hiring Manager Campaign Update"

Message: "Hi [First Name], this role has now been filled. Thank you for your consideration."

Stop Message: "Reply STOP to unsubscribe" (required for SMS compliance)

    Message Requirements

    1. Stop Message: Must include unsubscribe instructions at the bottom

    2. Professional Tone: Maintain appropriate professional communication style

    3. Clear Information: Provide specific, useful updates to candidates

    4. Compliance: Ensure message meets SMS communication regulations

  • Sending and Managing Broadcasts

    Finalising Broadcast Setup

    1. Review Recipients: Click "Next" to confirm selected recipients

    2. Message Preview: Review the complete message content and recipient list

    3. Delivery Confirmation: Verify message content and recipient accuracy

    4. Send Message: Click "Send" to deliver the broadcast message immediately

  • Post-Send Management

    1. Delivery Tracking: Monitor message delivery status in the campaign interface

    2. Campaign Location: Find broadcast campaign in your campaign dashboard

    3. Delivery Confirmation: System shows when messages have been delivered

    4. Message History: Access sent broadcast messages for reference

  • Understanding Broadcast Behavior

    AI-Free Communication

    1. No AI Involvement: Broadcast messages are sent without AI conversation management

    2. One-Way Communication: Messages are designed for information delivery, not interaction

    3. Manual Response Handling: Any candidate replies require manual intervention

    4. Needs Review Notifications: System alerts you when candidates respond to broadcasts

  • Response Management

    1. Automatic Flagging: Candidate responses trigger "needs review" status

    2. Manual Handling Required: You must personally respond to any candidate replies

    3. Conversation Context: Responses appear in the broadcast campaign conversation thread

    4. Follow-Up Options: Decide whether to respond, transfer to another campaign, or take other action

  • Broadcast Message Use Cases

    Process Updates

    • Timeline Changes: Notify candidates about delayed decisions or extended timelines

    • Status Updates: Inform candidates about their progress in the hiring process

    • Next Steps: Communicate upcoming interview schedules or requirements

    • Process Completion: Announce when hiring process has concluded

  • Final Communications

    • Position Filled: Inform candidates when roles have been filled by other candidates

    • Application Status: Provide final decisions on candidate applications

    • Thank You Messages: Express appreciation for candidate participation

    • Future Opportunities: Mention potential future openings or talent pools

  • Administrative Updates

    • Contact Changes: Provide new contact information or process updates

    • Documentation Requests: Ask for additional materials or information

    • Schedule Confirmations: Confirm interview times or other appointments

    • Policy Changes: Communicate changes in company policies or procedures

  • Best Practices for Broadcast Messaging

    Message Content Guidelines

    • Clear Purpose: Ensure each broadcast has a clear, specific purpose

    • Professional Tone: Maintain consistent professional communication standards

    • Relevant Information: Include only information that's useful to candidates

    • Appropriate Timing: Send messages at reasonable business hours

  • Candidate Selection Strategy

    • Targeted Recipients: Select only candidates who need the specific information

    • Logical Grouping: Group candidates with similar status or needs

    • Avoid Over-Communication: Don't send unnecessary broadcasts that might annoy candidates

    • Personalisation: Use candidate names and relevant personalisation when possible

  • Response Management Planning

    • Response Expectations: Anticipate that some candidates may reply to broadcasts

    • Response Protocols: Establish clear procedures for handling broadcast responses

    • Team Coordination: Ensure team members know how to handle needs review notifications

    • Timely Responses: Plan to respond promptly to candidate replies

  • Technical Considerations

    SMS Compliance

    • Stop Instructions: Always include unsubscribe options in broadcast messages

    • Regulatory Compliance: Ensure messages meet local SMS communication regulations

    • Opt-Out Handling: Respect candidate requests to stop receiving messages

    • Business Hours: Consider appropriate timing for SMS communications

  • Delivery and Tracking

    • Message Delivery: Monitor delivery status to ensure messages reach candidates

    • Failed Deliveries: Investigate and address any delivery failures

    • Response Monitoring: Regularly check for candidate responses requiring attention

    • Campaign Organisation: Maintain clear organisation of broadcast campaigns

  • Integration with Campaign Workflow

    Original Campaign Connection

    1. Source Campaign: Broadcast messages originate from existing campaigns

    2. Candidate Context: Recipients maintain their context from the original campaign

    3. Campaign Linking: Broadcast campaigns appear connected to source campaigns

    4. Workflow Continuity: Maintain clear connection to original recruitment process

  • Follow-Up Actions

    1. Response Handling: Manage candidate replies appropriately based on content

    2. Further Communications: Decide whether additional follow-up is needed

    3. Campaign Transitions: Move candidates to appropriate next steps if needed

    4. Documentation: Keep records of broadcast communications for process tracking

  • Quick Reference

    Setup Process: Select Candidates → Send Message in New Campaign → Create Title → Write Message → Include Stop Instructions → Send

    Key Features:

    • Multiple Recipient Selection: Choose specific candidates for targeted messaging

    • Personalisation Variables: Include candidate names and custom variables

    • One-Way Communication: Messages designed for information delivery, not conversation

    • Manual Response Handling: AI doesn't handle replies; manual intervention required

  • Required Elements:

    • Campaign title for organisation

    • Message content with clear information

    • Stop message for SMS compliance

    • Recipient confirmation before sending

  • Best Practices:

    • Send relevant, timely information only

    • Maintain professional communication tone

    • Plan for response management

    • Use personalisation appropriately