Reduce candidate ghosting: interview reminders via WhatsApp/SMS and instant refilling of dropped interviews
You coordinate interviews back to back and lose candidates between the yes and the appointment. TerminJet confirms every appointment via WhatsApp or SMS with documented consent, reminds automatically and instantly refills cancelled interview slots from your candidate pool.
No-shows cost you placements, clients and time
Every interview that falls through means an empty slot in your consultants' calendars and an open mandate with the client. Realistic ranges from practice, not wishful numbers.
- 20-40%
- of candidates fail to show or cancel at short notice without a reminder
- 60-90 sec.
- until a cancelled slot is automatically offered again
- 2-5 hrs.
- of phone and email effort per consultant per week that disappears
- 24/7
- confirmation and refilling, even outside office hours
From the yes to the confirmed appointment, automatically
- Schritt 01
Appointment booked, consent documented
The candidate books or receives an interview slot. At booking, consent for WhatsApp and SMS contact is collected and logged in an audit-proof way. No consent, no messages.
- Schritt 02
Confirmation and reminder via WhatsApp/SMS
A confirmation goes out immediately, then a reminder 24 hours and another 2 hours before. The candidate confirms, reschedules or cancels with a single tap, with no call to your team.
- Schritt 03
Cancellation detected, slot released
If a candidate cancels or does not respond to the final reminder, the engine marks the slot as at risk or free. Your consultant sees this in real time, not only at the appointment.
- Schritt 04
Slot refilled instantly
The freed interview slot is automatically offered to the right candidate from your consenting waitlist. Whoever says yes first gets the appointment. The calendar fills itself.
Cancelled interviews become new appointments, not idle time
The difference from plain booking software: TerminJet does not just accept appointments, the engine actively refills slots that fall through. If a candidate cancels the first interview, the system automatically offers the free appointment to the next suitable profile from your pool, via WhatsApp or SMS, with a clear deadline.
What noticeably eases coordination
WhatsApp and SMS in one thread
Reach candidates on the channel they actually read. WhatsApp first, SMS as a fallback, all from one system and with documented consent.
Multi-stage interview pipelines
First interview, technical interview, client meeting: separate reminders, deadlines and refilling rules for every stage. Templates per position and mandate.
On your own domain
Booking and reminders run under your brand, white-label. No third-party portal, no shared platform, no visibility of your candidates to competitors.
No commission per placement
A fixed plan instead of a success fee per appointment or placement. The software costs the same, no matter how many interviews you coordinate.
Documented consent
Every contact via WhatsApp and SMS is based on logged consent. That protects you and your clients, especially with sensitive applicant data.
EU hosting, encrypted
Operated with Hetzner in Germany, applicant data AES-256 encrypted. Set up with GDPR in mind, including a data processing agreement.
Three first interviews, one drop-out
A recruitment consultant has scheduled three first interviews for an open IT role. One candidate drops out in the morning. Here is how the day looks with and without TerminJet.
- The candidate cancels by email in the morning, the consultant only sees it two hours later
- The interview slot stays empty, the consultant waits for nothing
- Refilling means: scan the pool, call individually, hope for a callback
- The client asks why the pipeline is stalling
- By the end of the week: two lost slots, a stressed team
- The cancellation comes as a WhatsApp reply, the slot is marked free immediately
- The engine automatically offers the appointment to the next suitable candidate
- Within minutes a candidate says yes, the slot is filled again
- The consultant sees everything in the calendar, without a single call
- By the end of the week: calendar full, effort minimal, client happy
Common questions about interview coordination
Is sending WhatsApp and SMS to candidates GDPR compliant?
Yes, provided consent is in place. TerminJet collects it at booking and logs it in an audit-proof way. No message is sent without documented consent. Operations run in the EU with Hetzner, applicant data is AES-256 encrypted.
How exactly does this reduce candidate ghosting?
Two levers: first, clear, friendly reminders on the channel candidates actually read, with the option to confirm or reschedule in a single tap. Second, slots that fall through are refilled immediately instead of staying empty. So the damage drops, even when someone does not show up after all.
Does this run under our brand or through a portal?
Under your own domain and brand, white-label. TerminJet is not an applicant portal like other platforms, it is your own instance. Your candidates and mandates are visible to no one but you.
Is there a commission per interview or placement?
No. TerminJet is billed on a fixed plan, not per appointment or placement. The cost does not change, no matter how many interviews you coordinate through the system.
Who sets the system up?
We do. As an agency we set up the booking flow, the reminder logic, the templates per position and the refilling rules for you, tuned to your pipeline. On the Scale plan we take over ongoing management entirely.
Can we treat different interview stages differently?
Yes. First interview, technical interview and client meeting can each have their own reminder timings, deadlines and refilling rules. Templates per mandate and position are possible.
How booking feels for your candidates
This is the same intake flow that later triggers reminders and refilling. Test the experience the way a candidate sees it.