The WhatsApp inbox in HireData gives you a clear overview of all your candidate conversations, their status, and who is managing them. This article explains how the inbox is organised, what the coloured indicators mean, and how to collaborate with your team.
Inbox Layout
Inbox Layout
When you open the Inbox, you'll see two main views:
My Chats - shows conversations you personally own or are currently handling.
All Chats - displays all WhatsApp conversations across your organisation, based on your permissions.
Conversation Indicators
Conversation Indicators
Each conversation in the inbox has a coloured dot on the recipient's avatar that tells you the current status of that chat.
Green = Active chat
The conversation is active and being managed by the conversation owner.
An ongoing chat managed by you:
An ongoing chat managed by another person:
Grey = Session open, but no active chat
The 24-hour messaging window is open, but no conversation is currently active. Any user can send a message during this period.
Open session, anyone can chat:
Red = Session closed
The 24-hour messaging window has expired. You can only reach the candidate again using an approved WhatsApp template, or by waiting for them to reply first.
Session closed, need a WhatsApp template to re-engage:
Teal = Unread Inbound Message
A teal dot appears on the right side of a manual conversation when the candidate's last message has not been answered yet and has arrived within the last 24 hours. It disappears once you reply.
This indicator is visible in both My Chats and All Chats, so nothing slips through, and it disappears once you reply or when 24 hours have passed from receiving it.
Open session (left grey dot) with an inbound message (right teal dot) in the last 24 hours:
Understanding the 24-Hour Conversation Window
Understanding the 24-Hour Conversation Window
The WhatsApp conversation window remains open for 24 hours after the recipient sends or replies to a message. Each new inbound message resets this 24-hour period, allowing you to continue messaging freely until the window expires.
During this window:
You can freely exchange messages.
The system automatically tracks which conversations are open.
When the window expires, you will only be able to message the candidate again using an approved WhatsApp message template.
❗️ Only the candidate owner or the conversation owner can send outgoing messages.
If a person doesn't have an assigned owner, then anyone can message them.
Chat Ownership and Permissions
Chat Ownership and Permissions
A conversation appears in My Chats when:
You are the owner of the candidate or conversation, or
You’ve recently interacted with the candidate (sent or received a message).
If you are not the conversation owner, you will not be able to close or modify the conversation, and it will be visible to you in the All Chats section.
Using Comments for Internal Collaboration
Using Comments for Internal Collaboration
You can add internal comments to any conversation directly from the inbox by using Comments. This is particularly useful for sharing notes or collaborating with your team without affecting the conversation.
Comments are visible to all users.
Comments are not visible to the candidate as they are for internal use only.
Messages reactions
Messages reactions
Candidates can react to your WhatsApp messages with emoji reactions. These reactions are visible directly in the inbox, giving you a quick read on how a message landed. Click on a reaction to see a full overview of who reacted and how.
💡 Tips
💡 Tips
Use All Chats to get a full picture of what your team is handling, especially useful for managers or team leads.
The teal dot is your priority signal. If a conversation has a teal dot on the right side, it means a candidate is waiting for a reply.
Comments are private. Candidates will never see what you write there, so use them freely for internal notes.