Use the Messages tab and SMS messages widget in Workstream to message applicants, chat with your team, and track their replies.
⚠️ All of these features are available only in the Workstream HR site and don't work in the mobile app.
📌 Access needed: Messaging applicants requires the Applicant Management: Send texts and emails to applicants permission.
The articles below show you how to send and manage messages, take action from threads, and stay updated with in-app notifications.
Messages tab
SMS messages widget (Workstream HR)
Track replies and notifications
After you send a message, Workstream helps you stay on top of replies through in-app, email, and text notifications. You can also view and track unread messages in the SMS messages widget.
Get notified of new messages
Workstream alerts you in two ways:
When an applicant replies via email, you’ll see a bell icon notification in the upper-right corner.
When an applicant or team member replies via SMS, the SMS messages widget icon will display a number badge showing unread messages.
You can choose to receive notifications by text or email when:
An applicant sends you an email
An applicant sends you a text message
You can turn these on or off in your notification settings.
Handle SMS and email replies
⚠️ Your personal phone number is never shared. Messages are sent using Workstream’s system numbers, not your account details.
Workstream uses two types of phone numbers when sending messages:
Short codes are for one-way messages only. If an applicant replies, it won’t reach you.
Long codes support two-way messaging and are used for direct conversations.
Workstream chooses the right number automatically. You don’t need to set up anything.
Number type | Purpose | Can recipients reply? | Example use |
Short code | Automated system messages | ❌ No | Text-to-Apply |
Long code | 1:1 applicant/team member conversations | ✅ Yes | Messages tab, SMS messages widget |
FAQs: Messages tab and SMS messages widget
Q: Can applicants and team members see the SMS messages widget?
A: No. Only HR users can access the SMS messages widget.
Q: Can I send both email and SMS through the SMS messages widget?
A: No. The SMS messages widget only supports SMS. Use the Messages tab to send emails.
Q: Where can I access message history?
A: Applicant messages are saved in the Messages tab and their profile for easy tracking. Team member chats are only visible in the SMS messages widget and won’t appear in their profile or the Messages tab.
Q: Can I archive chats with team members?
A: No. Team member chats stay in your list and can't be archived, even if the team member is already offboarded.
Q: Why can’t I see certain applicants or team members?
A: You can only view individuals assigned to your location(s).
Example: if you’re assigned to the Downtown store, you won’t see applicants from Uptown.
Q: Is there a limit to how many SMS messages I can send?
A: No. You can send an unlimited number of SMS through Workstream.
Q: Is there a character limit per SMS?
A: Yes. Each SMS is limited to 300 characters, which is roughly equal to two standard text messages. If your message exceeds this limit, it may be split into multiple messages when sent.
Q: When should I use the SMS messages widget instead of the Messages tab?
A: Use the SMS messages widget for quick, real-time SMS from any screen. Use the Messages tab for formatted emails and reviewing full message history.
Tool | Use it for | Supports email | Supports SMS | Message history |
Messages tab | Formatted messages, message tracking | ✅ | ✅ | Saved in profile |
SMS messages widget | Quick SMS while multitasking | ❌ | ✅ | Limited, no email history |
Q: Will applicants see my name, phone number, or email?
A: No. Messages sent through Workstream use:
A Workstream-assigned number (long code or short code) for SMS
A Workstream email address (e.g., service+XYZ@mail.workstream.is) for email
Applicants and team members do not see your personal contact information.
📌 About the {{hr_name}} merge tag
If you use the full text editor with merge tags, {{hr_name}} fills in the name of the last HR user who took action on the applicant, such as moving them to a new stage.
If no one has taken action yet, Workstream defaults to using [Your Company Name] HR. This means that your name may appear in messages only if the {{hr_name}} tag is used.
Otherwise, applicants will just see the company name or system sender.
Q: What if an applicant doesn’t want to receive SMS notifications for their application?
A: If an applicant replies STOP to a notification, they will stop receiving SMS notifications for their application.
To start receiving SMS notifications again, the applicant must reply with START to the same number. Only the applicant can do this.
Q: Can I export message history with applicants or team members?
A: Message history isn’t included in standard exports, but we can retrieve it upon request. To request message logs, contact our Support team or your Workstream point of contact. Please include:
Applicant or team member’s name
Location
Job title
These requests are handled manually and may involve help from Engineering, so turnaround times can vary.