# Inviting Candidates To Interview & Driving Completion Rates ![Ready to Share](/files/ezHCnFV1tZgwczrFrzEN) > Candidates can be invited to HeyMilo interviews in several ways. Manually, through email or text, via ATS integrations, or by bulk ingestion. This guide covers all options so you can choose what fits your workflow {% hint style="info" %} To turn off all automated emails and SMS from HeyMilo and handle comms yourself, use Turn Off All Candidate Communications under Settings → Company Context. {% endhint %} ## ATS Integration for Optimal Success By integrating your ATS with HeyMilo - you’ll see the highest success with completion rates. HeyMilo handles candidate engagement after they apply, including interview invites, reminders, and follow-ups across multiple channels. ### No ATS Integration? Here’s Your Next Step ATS integration is ideal for efficiency, but the following will help you manage candidates effectively without it!
Manual invite options without an ATS If you’re not using an ATS integration, you can still invite candidates instantly using: * The **Interview Link** from the agent’s Share button * **Email or SMS messages** that include the interview link * **Bulk ingestion** of resumes or candidate files, which can trigger interview invites automatically The **Add Candidates** menu also includes options for ATS linking, Indeed ingestion, bulk uploads, and webhook-based invites, depending on your workflow.
Manually inviting a specific candidate (unique link) If you need to invite a specific person without using the API, you can manually add them to the interview. When you add a candidate through **Add Candidates**, HeyMilo automatically generates a **unique interview link tied to that candidate**. This link is unique per person, tracks their progress, and does not require any API setup. * This is the recommended approach when you’re inviting one-off candidates, referrals, or prospects outside of an ATS.
#### **Step-by-Step Process for Manually Inviting Candidates** {% stepper %} {% step %} **Step 1** Engage Engage with candidates soon after they apply. Setting up appropriate email or text automations will be key. {% endstep %} {% step %} **Step 2** Channel For more professional roles, engagement over email works well. For more shift worker type roles, engagement over text tends to work best. * With ATS integration, HeyMilo can automate candidate engagement, ensuring you’re seeing the highest possible completion rates of interviews {% endstep %} {% step %} **Step 3** Messaging When messaging candidates, ensure you’re direct about the next steps of the interview process being an interactive interview. * You can copy the interview link directly from the agent’s **Share** button or **Add Candidates** menu and include it in any email, text, or ATS automation.
If you manually add a candidate, HeyMilo generates a unique interview link tied to that candidate, which you can copy and share directly. {% endstep %} {% step %} **Step 4** Reminders Sending follow-up emails for folks who don’t open the email or click the link can also drive completion rates. * If they do click the link, and input their Name/Email, but don’t finish the interview completely, you can also use our “Nudge” feature to auto-send a reminder to complete it before the deadline.
Using bulk ingestion to invite candidates If you already have candidate resumes or data, you can use **Add Candidates → Ingest Candidates** to upload PDF, CSV, or ZIP files. Candidates can be automatically invited to interview after ingestion, or reviewed first and invited manually.
{% endstep %} {% endstepper %} ### **Sharing Your Interview Link on Social Media: Facebook & Instagram** You can use the same interview link from your HeyMilo agent (Share button) on social media channels like Facebook and Instagram. Candidates click the link and start your interview flow!
#### Facebook Use your link in: * Job posts – Directly in the post or in the “Apply” button so people go straight to the interview. * Stories – Add a link sticker so viewers can open the interview. * Paid ads – Use the interview link as the destination URL. * Direct messages – Paste the link when someone asks how to apply. Post in relevant Facebook Groups (e.g. local job groups) and include your HeyMilo interview link so candidates can apply in one click. #### Instagram Use your link in: * Bio link – Put your interview link in “Website” so you can say “Link in bio” or “Apply in bio.” * Stories – Use the link sticker so viewers can open the interview. * Paid ads – Send traffic to your interview link. * Direct messages – Send the link when people ask how to apply. **Example - Share your link via Instagram stories** {% embed url="" fullWidth="false" %} ### **Or - Email Automation Setup (If You’re Not Integrated)** Even if you don’t have a direct integration with HeyMilo, you can still set up **email automations** inside most ATS or HR platforms to keep things running smoothly. * For example, systems like **iCIMS, Rippling, or iSolved** all allow you to configure an **automated email trigger** that fires whenever a new candidate applies. That automated message becomes your “invite to interview” — including the HeyMilo link and a short note about next steps. Because it’s automatic, every applicant receives the link instantly, without your team needing to manually send it out. {% hint style="success" %} You can also layer in automated reminders (e.g., 24 or 48 hours later) for anyone who hasn’t completed their interview yet. {% endhint %} This works almost like a “one-way integration” — candidates get consistent communication, response and completion rates go up, and your recruiters spend less time chasing applicants manually. #### **Example Email Template to Maximize** Candidate Completion Rates The example below work whether you’re sending messages manually or through ATS or email automations. To ensure that candidates are completing their interviews, here is an example of an email message you can send to encourage them to complete their interview: {% code overflow="wrap" %} ``` 💡 Hi [Candidate's Name], Thank you for applying to our [Role] position at Mitchell Martin! We’re excited to move forward with the next step in the process. To continue, please complete a quick virtual interview within the next [Insert Time Frame]. The interview should take no more than 10 minutes. ``` {% endcode %} #### **Example Text/WhatsApp Templates to Maximize** Candidate Completion Rates Alternatively, if contacting them through text message is more suitable, here is an example of a text message you can send to encourage them to complete their interview: {% code overflow="wrap" %} ``` 💡 Hey [Candidate Name], this is [Name] from Mitchell Martin. Thanks for applying to our [Role] position! As a next step, please complete the following virtual interview: [Insert Interview Link] within the next [Insert Time Frame]. The interview should take no more than 10 minutes. ``` {% endcode %} {% hint style="warning" %} **💬 Consider adding your name to the message! It helps build trust since people are naturally wary of texts from unknown numbers.** {% endhint %} ## Best Practices for High Completion Rates
✅ Clear Communication * **Set expectations** about time and process * **Explain the purpose** - why this interview matters * **Highlight convenience** - complete anytime, anywhere * **Provide support** - include help contact information
✅ Timing Matters * **Send invitations promptly** after application * **Avoid Fridays** for initial sends * **Consider time zones** for your candidate pool * **Follow up consistently** but not aggressively
✅ Mobile Optimization * **Test on mobile devices** before sending * **Use short, clear subject lines** * **Keep instructions simple** * **Ensure links work on all devices**
✅ Personalization * **Use candidate names** in all communications * **Reference their application** or background * **Customize for role level** (entry vs. senior) * **Match communication style** to your brand
## Tracking and Analytics
📊 Completion Metrics Monitor key performance indicators: * **Invitation sent** vs. **interviews started** * **Interviews started** vs. **interviews completed** * **Time to completion** after invitation * **Completion rates by source** (email, SMS, etc.)
📊 Optimization Opportunities * **A/B test** different subject lines * **Try different send times** and days * **Experiment with message length** and tone * **Test mobile vs. desktop** completion rates
📊 Red Flags to Watch * **Low open rates** - check spam filters * **High start, low completion** - interview may be too long * **Technical issues** - test links and mobile experience * **Candidate complaints** - review instructions and process
## Troubleshooting Common Issues
Low Response Rates * **Check spam folders** - work with IT to whitelist * **Simplify instructions** - reduce complexity * **Shorten the process** - remove unnecessary steps * **Improve value proposition** - explain benefits better
Technical Problems * **Test all links** before sending * **Verify mobile compatibility** * **Check browser requirements** * **Provide clear technical support** {% hint style="info" %} Questions? HeyMilo offers 24/7 multilingual support for recruiters and candidates - reach out anytime: {% endhint %}
Candidate Confusion * **Clarify instructions** in invitation * **Add FAQ section** to emails * **Provide example** of what to expect * **Offer phone support** for questions {% hint style="success" %} **Pro Tip**: The best completion rates come from clear, timely communication that emphasizes convenience and respect for the candidate's time. {% endhint %}
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