Before you start
You need:- A working Meta Leads automation.
- A WhatsApp connection with the sending number available in HireData.
- An approved message template, synced to HireData.
- A form containing the questions you want to ask.
- A clear mapping from the answers to the candidate fields you want to update.
1. Establish the candidate and application
Complete the Meta-to-Carerix flow first. It finds the vacancy and adds the job application, linking the candidate to that vacancy. Use this candidate and application context for the follow-up. If you configure a separate automation triggered by a Carerix match, filter it to the source and stage used for these Meta applications.A candidate may have several applications. Use the relevant match for vacancy context and the candidate’s identifier for updates to their profile.
2. Prepare a short form
Create a form with only the information still needed. For example:- When are you available to start?
- Which work location do you prefer?
- Do you hold the licence required for this role?
3. Configure the conversation
Configure the Start a Conversation task:
Keep the introduction specific to the person’s enquiry. For example: “Thanks for your interest in the warehouse role in Utrecht. We’re contacting you from Example Recruitment to ask a few follow-up questions.”
Use your actual business and role details in the approved template. See How WhatsApp templates work for approval and syncing.
4. Map the answers back
Add Update field(s) after the conversation. Select the candidate object and use the candidate’s ID to target the correct record. Map each answer to the intended field—for example, the availability answer to the candidate’s availability date. Check that dates, choices, and text answers fit the destination field types. Do not treat a profile update as a change to every application the person has. If you need to update a match, target that specific match separately.5. Apply WhatsApp messaging requirements
Under the WhatsApp Business Messaging Policy, recipients must have supplied their mobile number and opted in to subsequent messages from your business. A lead submission alone is not blanket permission for unrelated outreach. Start the business-initiated follow-up with an approved template. Free-form replies are allowed within 24 hours of the user’s last WhatsApp message; outside that window, use approved templates. Submitting a Meta lead form does not itself open that WhatsApp window. Respect opt-outs and provide a clear way to reach a person. Keep follow-ups relevant and avoid repeated messages when the candidate does not respond.6. Test the candidate journey
Use contact details you own and test the automation. Testing with a user can send real messages. Check the complete journey:- Submit the Meta form.
- Confirm that the intended candidate and vacancy are linked in Carerix.
- Verify the sender, recipient, template, and vacancy details in the WhatsApp message.
- Answer the form questions.
- Check that the answers reach the correct candidate fields.
- Test an incomplete response and confirm that useful existing values are not unintentionally replaced.
Troubleshooting
- Template missing: Check its approval status and sync the WhatsApp account in HireData.
- Wrong recipient or vacancy: Review the candidate ID and match context used by the conversation task.
- Answers are not saved: Check the update task’s object, identifier, and field mappings.
- Multiple follow-ups: Review overlapping triggers and filters, especially if separate automations listen for both match creation and updates.