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Phase 2: Customize Your Platform - Message Templates, Imports & More

In Phase 2, we focus on tailoring the platform to fit your team’s goals and workflows. You'll set up groups, build message templates, and import candidates, all key steps that lay the groundwork for streamlined communication and efficient follow-up. 

What You’ll Learn

  1. Groups & Lead Capture Forms
    Organize candidates by team, role, or region, and streamline how you collect interest with forms.

  2. Message Templates
    Build consistent, on-brand communication — use public templates for team-wide messaging and private ones for personalized outreach.

  3. Adding Candidates & Bulk Importing
    Quickly upload candidates so your platform is ready to go.

 

Step 1: Groups & Lead Capture Forms

Groups help you stay organized by allowing your team to track candidates by application, recruiter, or event. Whether you’re managing police cadet classes, seasonal hiring, or department-specific roles, Groups make sure the right people see the right candidates.

Lead capture forms are customizable forms that automatically route new candidates into specific groups, saving your team time and making sure no one falls through the cracks. They’re great for career fairs, QR codes, or direct interest forms on your site.

Together, Groups + Lead Capture Forms create a seamless pipeline: from interest to organized follow-up — no spreadsheet needed.

 

▶️ Watch Video: Creating Candidate Groups & Using Lead Capture Forms Effectively

 

Pro Tip: Start with welcome texts and common answers to questions you may receive. 

Help Articles:

 

Step 2: Create Message Templates

Message templates help you move faster while keeping communication consistent and professional. They can be used in two powerful ways:

  • Public templates: Share general info like welcome messages, event invites, or next steps — available to your whole team for consistency. (Can be used by any recruiter in your team)

  • Private templates: Customize messages for specific roles, regions, or recruiters — perfect for tailoring tone and content to your hiring style. (Used personally)

With templates, your team spends less time rewriting messages and more time connecting with candidates.

 

Bulk Messaging: Save Time, Stay Personal

Need to reach multiple candidates at once? Bulk messaging lets you send texts or emails to a group of candidates — perfect for reminders, updates, or next steps. Pair it with message templates to ensure every message is clear, consistent, and professional, without typing it over and over.

Whether you're following up after an event or nudging candidates to schedule interviews, bulk messaging makes high-volume outreach feel simple and personalized.

▶️ Watch Video: How to Create & Use Messaging Templates and Use Bulk Messaging

 

Help Article: How to Create a Message Template

 

Step 3: Adding Candidates & Bulk Importing

There are three ways to add candidates to the platform, depending on the size of your list and how you're capturing interest:

1. Bulk Import via CSV

Best for: uploading large lists of candidates all at once — from job fairs, previous campaigns, or internal databases. Use our CSV template to quickly get your data into the system and route candidates into the right groups automatically.

▶️ Watch Video: How to Bulk Upload Candidates



Help Article: How to Bulk Import Candidates

 

2. Manually Add a Candidate

Best for: one-off additions, for example, when someone calls in or hands you a resume.
Quickly enter just a few details and get the candidate into your workflow without missing a beat.

▶️ Watch Video: How to Manually Add a Candidate

 

 

Help Article: How to Manually Add a Candidate

3. Kiosk Mode

Best for: in-person events or walk-ins. Set up a tablet or laptop at a career fair or front desk, and let candidates enter their own information. Submissions are automatically grouped and ready for follow-up.

Help Article: Using Kiosk Mode for Events

By combining these methods, you can ensure no candidate slips through the cracks, whether they came in from a spreadsheet, a sidewalk conversation, or a hiring event.

 

That's All for Phase 2!

With your message templates, groups, and candidate data in place, your platform is now tailored to fit your team’s unique workflow. These tools set the foundation for faster outreach, better organization, and a smoother hiring process.

Have questions or want a second look at anything before your next session? Schedule a meeting with us! We’re here to help you make the most of it.

Meet with Kathy B.