Inviting Candidates To Interview & Driving Completion Rates
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
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
Step 1 Engage
Engage with candidates soon after they apply. Setting up appropriate email or text automations will be key.
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
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.
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.
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, Lever, Greenhouse, Bullhorn, Workable, Rippling, iSolved, or Manatal 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.
You can also layer in automated reminders (e.g., 24 or 48 hours later) for anyone who hasn’t completed their interview yet.
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 examples 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:
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:
💬 Consider adding your name to the message! It helps build trust since people are naturally wary of texts from unknown numbers.
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
Questions? HeyMilo offers 24/7 multilingual support for recruiters and candidates - reach out anytime: [email protected]
Candidate Confusion
Clarify instructions in invitation
Add FAQ section to emails
Provide example of what to expect
Offer phone support for questions
Pro Tip: The best completion rates come from clear, timely communication that emphasizes convenience and respect for the candidate's time.
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