When RMA is installed in your application, several functionalities are automatically activated in Carerix.
What is activated after installation?
WhatsApp Inbox & Active chat counter logic
WhatsApp Inbox & Active chat counter logic
The WhatsApp Inbox shows in the left Activity Menu below 'Email'. This menu is visible for all users.
WhatsApp Count Badge
A number of active conversations will be shown behind the WhatsApp menu.
The active chats counter is a notification badge visible in the left side menu in Carerix, next to your WhatsApp inbox.
It shows the number of active conversations assigned to you at any given moment. The counter is personal, so it only reflects conversations that belong to you, the logged-in user.
What counts as an Active Chat?
Not every conversation shows up in the counter. A conversation is only included when it meets all of the following:
It is a WhatsApp conversation
You are the conversation owner (the logged-in user). This means you initiated a manual conversation or are the owner of an automated conversation.
It contains at least one real message (not a system message, e.g. "Conversation started for X")
It has not been closed yet
Both conversations handled by you manually and those triggered by an automation are included. A conversation that has ended, been closed, or is waiting with no reply from the candidate's side is not reflected in the counter.
When does the counter change?
Going up - The counter goes up when a new WhatsApp conversation is opened and assigned to you. As soon as it contains a real message and it's not closed yet, it is added to your count.
Going down - The counter goes down when a conversation is closed. Once a conversation is closed, it is no longer active and is removed from your count.
Opening a conversation to read it does not affect the counter. The count only changes when a conversation is actually closed.
How often does the counter update?
The counter refreshes automatically every 60 seconds. This means that after a conversation is opened or closed, it may take up to a minute before you see the updated number.
What should you do when the Counter goes up?
The counter is a prompt to take action. Depending on the type of conversation, you can:
Read and respond if the candidate is replying to your manual outreach.
Monitor or take over if the reply came in through an automated flow and the conversation needs a human touch.
Respond to an inbound contact if the message was unprompted and the candidate is already in your Carerix database.
WhatsApp Inbox - How does it work?
WhatsApp Inbox - How does it work?
In the WhatsApp Inbox, you will find “My Chats” and “All Chats”.
When are WhatsApp conversations visible in “All Chats”?
All conversations with Candidates and/or Contacts are visible in All Chats, regardless of the conversation status.
When are WhatsApp conversations visible in “My Chats”?
A conversation appears in My Chats when:
The chat is Open and you are the Responsible user for the Candidate or Contact person.
The chat is Closed and you are the Responsible user for the Candidate or Contact person.
You initiated the conversation with the candidate and the conversation is still Active.
Conversation Statusses
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:
Close Chat
Are you the owner of the conversation and would you like your colleagues to be able to take over? You can close the conversation with the "Close Chat" button.
The conversation will be set to the status "Session Open". Everyone can take over the conversation and will be the new owner.
WhatsApp Tab - Candidate file
WhatsApp Tab - Candidate file
In the Candidate’s file, you will find a tab called “WhatsApp”. Here you see the full conversation history with this candidate. You will also see:
The name of the candidate
The candidate’s contact information linked to this conversation
The Owner of the conversation (Merzieh Amini)
By clicking the “i” icon, more details become visible. You will see the contact information as well as the Owner/Responsible user of the candidate.
Once this conversation with Merzieh Amini has ended after 24 hours, or if she uses the “Close Chat” button, the conversation will receive the status Open and will become visible in My Chats of Milan, because he is the Owner of the candidate.
Because this chat is now Open, anyone can start a conversation with this candidate within the next 24 hours.
From this overview, you have the option to use a Template or create an internal note for yourself and/or your colleagues.
WhatsApp Tab - Match file
WhatsApp Tab - Match file
In the Match file, you will find a tab called “WhatsApp”. Here you see the full conversation carried out with the linked candidate. You will also see:
The name of the candidate
The candidate’s contact information linked to this conversation
The Owner of the conversation (Merzieh Amini)
By clicking the “i” icon, more details become visible. You will see the contact information and the Owner/Responsible user of the candidate.
Once this conversation with Merzieh Amini has ended after 24 hours, or if she uses the “Close Chat” button, the conversation will receive the status Open and will become visible in My Chats of Milan.
Because this chat is now Open, anyone can start a conversation with this candidate within the next 24 hours.
From this overview, you have the option to use a Template or create an internal note for yourself and/or your colleagues.
WhatsApp Tab - Contact file
WhatsApp Tab - Contact file
In the Contact Person’s file, you will find a tab called “WhatsApp”. Here you see the full conversation that has taken place with the linked Contact person. You will also see:
The name of the Contact Person
Their contact information linked to this conversation
The Owner of the conversation
By clicking the “i” icon, more details become visible. You will see the contact information as well as the Owner/Responsible user of the Contact person.
Once this conversation has ended after 24 hours, or if the “Close Chat” button is used, the conversation will receive the status Open and will become visible in My Chats of the responsible user.
Because this chat is now Open, anyone can start a conversation with this contact person within the next 24 hours.
From this overview, you have the option to use a Template or create an internal note for yourself and/or your colleagues.
