Candidate updates that protect employer brand. Hiring news on WhatsApp.

Tell candidates the moment they’re shortlisted, let them set up the interview or bow out in one tap, and close every application kindly, all from your HubSpot stages.

Get started free Try a live Flow on WhatsApp (opens in a new tab)
Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
A candidate is shortlisted
Channel
WhatsApp, with the answers in HubSpot
Workflow
3 templates and a Flow, then the decision
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the candidate.

Marcus applied for an account manager role and has just been shortlisted. Each step shows what he sees on WhatsApp and what lands on his HubSpot record. Your answers in the Flow decide the branch. All five properties are custom ones the play creates.

Flo pointing along one of three signpost arrows, the way the branch sends each candidate down one path
Job Applicant StatusStep 1 of 5
  1. Where Marcus comes from

  4. Yes, still in: send the booking link

    No, plans changed: close it kindly

  5. Interview: interview_booking and a slot

    Closed: candidate_withdrawn, with thanks

Acme AgencyBusiness account
Sample data

Today

Marcus Bell+44 7700 900645
Sample data

Properties

candidate_stage
shortlistedSent by your ATS
still_interested
No value
interview_format
No value
interview_needs
No value
interview_status
No value

Activity

    1 of 5 properties written

    Workflow triggers and actions need HubSpot Professional or Enterprise. Workflow actions guide

    Try a live Flow

    Scan the code with your phone to open one in WhatsApp. It’s Flowella’s own Flow, not this playbook.

    Open it in WhatsApp (opens in a new tab)

    The candidate status blueprint.

    A shortlist, the good news and a short Flow, then one branch: candidates still in get a booking link, and the rest are closed kindly. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment triggerStage turns shortlisted

      Set by your ATS or a recruiter. Applying gets its own acknowledgement send.

      Get consent at the start

      Ask for WhatsApp updates on the application form, by name. Surprise messages erode trust.

    2. Delay5 minutes

      Time to undo a mis-click before the candidate hears anything.

    3. Send WhatsApp TemplateThe good news

      candidate_shortlisted, with the Flow button “Set up my interview”.

    4. Delay until event happensForm Completed, up to 3 days

      The answers land as still_interested, interview_format and interview_needs.

      No answer in 3 days: the recruiter gets a task to call.

    5. BranchIs still_interested yes?

      Yes goes to booking; a change of plans closes the application.

      People decide, not workflows

      Every offer and regret comes from a stage a person sets. The workflow only sends it.

    6. Yes
      Send WhatsApp TemplateThe booking link

      interview_booking, with Book your interview

      Delay until event happensA decision is made

      A person sets offer or regret in HubSpot; nothing is decided automatically

      Send WhatsApp TemplateOffer or regret, same day

      candidate_regret or your offer, sent the day a person decides

      GoalProcess closed

      candidate_outcome set, for your hiring reports

      No
      Send WhatsApp TemplateThe kind close

      candidate_withdrawn, closing the application with thanks

      Edit recordinterview_status: withdrawn

      So nobody chases a candidate who has moved on

      GoalClosed kindly

      Thanked, not ghosted, and free to apply again

      Keep booking one tap away

      A meetings link in the chat beats a back and forth by email.

      Send the regrets

      Silence is the worst candidate experience. A prompt, kind no protects your employer brand.

    Workflow triggers and actions need HubSpot Professional or Enterprise. The answers land as contact properties on every HubSpot plan, Free included. Workflow actions guide

    Copy that keeps candidates moving.

    Three WhatsApp templates and the Flow they open carry the shortlist stage, with offer and regret messages to follow. Each is a utility template about one application, and every variable comes from the HubSpot record.

    Show the messages as

    • candidate_shortlistedUtilityEnglish (UK)Sample data

      Sends 5 minutes after the stage turns shortlisted

      You’re through to interviewHi {{first_name}}, good news: you’re through to the interview stage for the {{role_title}} role with us. Two quick questions help us set it up, and you can tell us if your plans have changed.Questions? Just reply to this messageSet up my interview
      You’re through to interviewHi Marcus, good news: you’re through to the interview stage for the account manager role with us. Two quick questions help us set it up, and you can tell us if your plans have changed.Questions? Just reply to this messageSet up my interview

      Good news first, then one tap to plan the interview, and an easy way to say plans have changed.

    • interview_setupWhatsApp Flow1 screenSample data

      Opens from the opener’s button, synced from your HubSpot form

      The Flow, Your interview: are you still interested in the role (yes, let’s talk; no, my plans have changed), how would you like to interview (video call, in person, phone call) and an optional question, anything we should arrange.

      Marcus’s Flow, with yes, let’s talk and video call chosen, and the optional question left blank.

      Still interested, how they’d like to meet and anything to arrange, each as its own property.

    • interview_bookingUtilityEnglish (UK)Sample data

      Sends when still_interested is yes

      Thanks, {{first_name}}. Use the button below to pick a time for your {{role_title}} interview. If none of the times work, just reply here and we’ll find one.Book your interview
      Thanks, Marcus. Use the button below to pick a time for your account manager interview. If none of the times work, just reply here and we’ll find one.Book your interview

      A meetings link in the chat, so the slot is booked without an email chase.

    • candidate_withdrawnUtilityEnglish (UK)Sample data

      Sends when still_interested says plans have changed

      Thanks for letting us know, {{first_name}}, and good luck with what’s next. We’ve closed your application for the {{role_title}} role. Thank you for the time you gave us.
      Thanks for letting us know, Marcus, and good luck with what’s next. We’ve closed your application for the account manager role. Thank you for the time you gave us.

      A kind close instead of a silent file, sent the moment they tell you.

    • candidate_regretUtilityEnglish (UK)Sample data

      Sends the day a person sets candidate_outcome to regret

      About your applicationHi {{first_name}}, thank you for interviewing for the {{role_title}} role. We’ve decided not to make you an offer this time, and we know that’s disappointing. If you’d like feedback from the interview, just reply here.
      About your applicationHi Marcus, thank you for interviewing for the account manager role. We’ve decided not to make you an offer this time, and we know that’s disappointing. If you’d like feedback from the interview, just reply here.

      A prompt, kind no on the day of the decision, with feedback one reply away.

    Sample templates. Meta approves each template before it can send, and the Send WhatsApp Template action maps HubSpot properties to its variables.

    Five things that make hiring feel human.

    The play captures all five, and each lands in HubSpot as something a workflow can read, not a note someone has to interpret.

    5 signals, what each looks like, and where each lands in HubSpot
    SignalLittle to go onSomething to act onLands in HubSpot as
    Whether they’re still inA one-tap no saves a week of chasing someone who has moved on. No answer Yes, let’s talk still_interested
    How they want to meetThe format is settled before anyone opens a calendar. Left to email Video call interview_format
    What to arrangeAccess needs and timing, in their words, before the day. Left blank Step-free access interview_needs
    How fast they open itFlowella logs how long the news took to read. A quick read is a keen candidate. Read days later Read in minutes timeToReadSecondsOn the Message read event
    Whether they write backA typed question needs a recruiter, not a template. Route it to your inbox. No reply “Is it hybrid?” flowella_last_reply_messageUpdated on every Text Reply

    Why candidate updates on WhatsApp work.

    Candidates judge the process by how fast and how clearly you talk to them. WhatsApp keeps every stage visible and one tap away.

    • Why candidates drop out

      Emails get missed, calls feel intrusive and silence between stages reads as a no. An update on WhatsApp the day the stage changes keeps strong candidates in the process.

    • How to enhance it

      Add an acknowledgement when they apply, a prep message the day before the interview, a short candidate survey at the end, and the outcome written back for reporting.

    • Gotchas

      Get WhatsApp consent on the application form, let a person make every decision, word regrets with care, and keep anything sensitive out of the chat.

    The point: candidate experience is a workflow, not a courtesy email.

    Every play, in one playbook.

    The HubSpot + WhatsApp Playbook, Vol. 01, puts each play on a two-page spread: why and when it works on the left, the blueprint on the right, and the WhatsApp copy ready to paste. Job Applicant Status is one of them.

    1. Leave your WhatsApp number. Four fields, and no sales call attached.
    2. A short Flow arrives. It’s a live Flowella Flow, so you see one working.
    3. The playbook lands in the same chat.
    Get the playbook

    Free. Reply STOP at any time to stop the messages.

    Vol. 01

    The HubSpot + WhatsApp Playbook

    Workflows that actually convert.

    • Each play on a two-page spread
    • The WhatsApp copy, ready to paste
    • Blueprints you can build in HubSpot

    flowella.ioField manual

    Page 1 of 3The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to candidate updates.

    Browse all playbooks

    This play is filed under Sales Support B2B SaaS Professional Services Agencies

    • Meeting Booking Workflow

      Book more meetings: a WhatsApp Flow asks the topic and timing, then sends a HubSpot meetings link that shows the right rep’s times, in the same chat.

      • Sales

    • Appointment Reminders

      Cut no-shows with WhatsApp appointment confirmations, timed reminders, prep requests, self-serve reschedule, and attendance follow-up.

      • Sales
      • Support

    • Customer Onboarding

      Guide new customers to first value with milestone WhatsApp prompts, setup nudges, support rescue, and HubSpot onboarding status updates.

      • Support
      • Customer success

    • NPS / CSAT

      Collect two-tap CSAT or NPS answers on WhatsApp, thank happy customers, and route every unhappy one to a person and a HubSpot ticket.

      • Support
      • Customer success

    • KYC Onboarding

      Complete KYC faster with WhatsApp document requests, missing-file nudges, verification branches, and manual review only for exceptions.

      • Support
      • Customer success

    • Contact Data Refresh

      Refresh stale CRM records with WhatsApp confirmations, structured corrections, one reminder, and a clear freshness flag.

      • Support
      • Customer success
    Flo jumping for joy with her fist in the air and a phone in her hand

    Ship the candidate update first.

    Turn stage changes in HubSpot into WhatsApp updates candidates can act on. Start free today, or book a 30-minute demo and we’ll map this play to your own hiring stages.

    Get started free Try on WhatsApp (opens in a new tab)
    Or book a 30-minute demo