Keep candidate conversations connected to Ashby
Stop relying on chat history to remember the context behind a candidate. Ask Notis to save relevant WhatsApp details as an Ashby candidate note.
Trigger
New Message Received
Triggered in real time when your WhatsApp Business number receives an inbound message from a customer (text, media, location, or contact). Delivered via the Cloud API webhook.
Action
Create Candidate Note
Create a note on a candidate profile. Use this to add comments, observations, or feedback about a candidate during the recruitment process.
Why this helps
Important candidate context can remain scattered across messages and personal memory instead of being visible on the candidate's recruiting record.
- Keep relevant conversation context with the candidate record.
- Make handoffs easier when another person on the hiring team takes over.
- Avoid copying every message by focusing the instruction on recruiting-relevant context.
Setup
Build it in a few focused steps.
- 1Connect WhatsApp and Ashby once in the Notis portal.
- 2Create an automation in Automations, New Automation, and give it a name.
- 3Tell Notis to add a concise Ashby candidate note for recruiting-relevant inbound messages only when it can identify the matching candidate, and to report uncertain matches for review.
- 4Pick the WhatsApp New Message Received trigger and choose where run reports should go.
- 5Test with one real example and confirm the note appears on the intended candidate.
Questions about this workflow
What happens if Notis cannot identify the candidate?
The instruction should have Notis report the uncertain match for review instead of adding a note to the wrong profile.
Will every inbound message become a note?
No. The prompt can limit notes to messages that contain useful recruiting context, such as a candidate update or a hiring-related question.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Whatsapp to Ashby. A trigger fires from one place; an action lands in another.
Whatsapp triggers
Ashby actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Add Candidate to Project
Add a candidate to a project in Ashby. Projects are sourcing initiatives or recruiting campaigns used to organize and track candidate pipelines. Use this to associate candidates with specific sourcing efforts. Common use cases: - Adding sourced candidates to recruiting campaigns - Organizing candidates by sourcing channel or initiative - Tracking candidates in specific hiring projects Requires candidatesWrite permission. Returns the updated candidate object on success, or error details if the candidate or project is not found.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Add Candidate Tag
Add a tag to a candidate in Ashby. Use this to categorize and organize candidates with existing tags from the system. This action allows you to apply labels/tags to candidates for filtering, searching, and organizational purposes. Tags must already exist in the system - use LIST_CANDIDATE_TAGS to view available tags or CREATE_CANDIDATE_TAG to create new ones. The response includes the full updated candidate object when successful, showing the newly added tag in the candidate's tags array. If a candidate already has the tag, the operation will still succeed idempotently.
Message Status Updated
Triggers when a WhatsApp message status changes. IMPORTANT LIMITATION: WhatsApp Cloud API does not provide a native polling endpoint for message status. Status updates are ONLY delivered via webhooks in real-time. This trigger cannot directly poll the WhatsApp API for status updates. This trigger will return empty results as WhatsApp does not support this operation. To track message status updates, you must: 1. Set up a webhook endpoint to receive status notifications from WhatsApp 2. Store the webhook data in your own database 3. Use a different mechanism to query your stored webhook data For more information, see: - https://developers.facebook.com/docs/whatsapp/cloud-api/webhooks
Add Hiring Team Member
Add an Ashby user to a hiring team at the application, job, or opening level. Use this when you need to assign a team member to participate in the hiring process with a specific role. Requires the organizationWrite permission.
New Message Received
Triggered in real time when your WhatsApp Business number receives an inbound message from a customer (text, media, location, or contact). Delivered via the Cloud API webhook.
Add User to Interviewer Pool
Add a user to an interviewer pool. Use this to assign interviewers to interview pools for scheduling and coordination. Requires the hiringProcessMetadataWrite permission.
Interactive Reply Received
Triggered when a customer taps a quick-reply button or selects an option from an interactive list message you sent.
Add Opening Job
Adds a job to an opening (job requisition) in Ashby ATS. An opening represents a position to be filled, while a job defines the role details. This action associates an existing job with an existing opening, allowing multiple jobs to be linked to a single opening. Use this when you need to add job definitions to an opening or when creating multi-role requisitions. Requires the jobsWrite permission. On success, returns the updated opening with the job added to its jobIds array. On failure, returns error details with specific error codes.
Message Template Status Update
Triggered when the review status of a WhatsApp message template changes — for example approved, rejected, or flagged — on your WhatsApp Business Account.
Add Opening Location
Tool to add a location to an opening (job requisition). Use when you need to associate a location with an existing opening. Requires the jobsWrite permission.
Anonymize Candidate
Anonymize a candidate by removing personally identifiable information. Use this when you need to permanently anonymize a candidate's data. This action cannot be reversed and requires all of the candidate's applications to be in the archived or hired state.
Approve Offer
Approve an offer or a specific approval step within an offer's approval process. This action supports two modes: - Complete offer approval: Provide only offerId to approve the entire offer - Step-specific approval: Provide offerId, approvalStepId, and userId to approve a specific step When approving a specific step, both approvalStepId and userId are required together. Requires the 'offersWrite' permission.
Connect any two apps with Notis in the middle.
Whatsapp and Ashby, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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