How to send SMS reminders to candidates when documents are expiring

Keeping candidate documents current is easier when candidates get a nudge before anything lapses. Alongside email reminders, you can send automatic SMS text reminders that reach candidates a set number of days before a document expires. You choose how many days ahead each reminder goes out, and you can send more than one.

Before you start: set up SMS for your agency

SMS reminders only send if your agency has a phone number configured. If you have not set this up yet, you will see a "No Phone Number Configured" notice at the top of your Candidates settings letting you know SMS notifications will not be sent, along with a Submit a Request to Set Up SMS button. Use that button to request SMS setup, and once your number is active, the reminders below will start sending. Each candidate also needs a valid mobile number on their profile to receive a text.

Where to find the document expiry notification settings

1. From the top navigation, open More,
2. Select Global Settings.
3. Under the Settings column. Open the Candidates tab,
4. Scroll down to the Documents section and expand it.

The expiry reminder fields are grouped together near the lower part of this section.

You will find three separate settings, one for each channel: Email, SMS, and Push Notification. Each works on its own, so you can use any combination you like.

How to set up SMS reminders for expiring documents

Find the field labeled SMS - notify candidate if they have a document expiring in X days. In it, enter the number of days before expiration that you want a reminder text to go out. To send several reminders leading up to the expiration date, enter multiple numbers separated by commas, for example 2, 10, 30. That example sends a text 30 days before the document expires, again at 10 days, and once more 2 days before.

Leaving this field blank turns SMS reminders off. No text is sent when a document is expiring unless at least one day value is entered here.

SMS reminders are sent to the candidate only. Admins are not notified by this setting. To alert your team about expiring documents, use the Email - notify candidate and admins field or the Admin notification emails when document is expiring field in the same section.

One thing to watch: if Notify only admins when a document is expiring (candidates will not be notified) is checked in this section, candidates will not receive SMS or push reminders no matter what day values you enter. Leave that box unchecked if you want candidates to be texted.

Push notification reminders work the same way

Just below the SMS field is Push Notification - notify candidate if they have a document expiring in X days. It follows the same pattern: enter comma-separated day counts to schedule reminders, or leave it blank to send none. Push reminders reach the candidate through the mobile app, so the candidate needs the app installed with notifications enabled. Like SMS, push reminders go to the candidate only.

Which candidates receive reminders

These reminders only run for the candidate statuses and types you have chosen to check for expiring documents, set under Statuses to check expiring documents and Types of candidates to check expiring documents in this same section. If either is left blank, all statuses or all candidate types are checked. If a candidate falls outside those selections, no reminder is sent regardless of the day values above. For more on the status option, see Select the statuses of candidates to be notified of expiring documents.

If you also want candidates and admins to receive email reminders, set those up in the same section. See How to send email notifications to candidates and admins when documents are expiring.