Email and SMS for Candidate Identity Verification and Communication

You can use email and SMS to verify candidate identity and as a communication channel throughout the selection process.

By default, the candidate email address is used for identity verification and communication. When SMS communication is enabled, candidates can confirm their identity and receive communication using their email address or phone number.

The communication channel (email or SMS) used by candidates for their first authentication on the career site is automatically marked as their preferred communication channel, and that's where the recruiting related communication will be sent by default. Candidates can manage their communication preferences on the candidate self service page and in the application flow, but they always need to have at least one channel marked as preferred. If SMS isn’t enabled, the check box to change the communication preference isn't displayed to candidates, so email is used as the communication channel.

Note: The phone number provided by candidates must be able to receive SMS. Otherwise, candidates won't be able to confirm their identity.

Here are examples of when email and phone number are used:

Verify the identity of new candidates and confirm that talent community sign up and job applications were made by the owner of that email or phone number.
Verify the identity of returning candidates to reuse data they provided in previous job applications.
Verify the identity of returning candidates when they access their candidate self service dashboard on career sites.
Verify the identity of returning candidates when they schedule interviews, provide more information, or view and accept job offers.
Verify if the email belongs to current employees. If so, redirect the employee to the company's internal career site.
Communicate with candidates during the selection process. When new external candidates apply for a job, they will receive communication by email or SMS depending on whether they used email or phone number to confirm their identity at the beginning of the application process. After that, candidates can change their communication preference to receive communications by email, SMS, or both when needed.

All candidates using an email or phone number are authenticated using a 6-digit verification code. Let's say for example that a candidate uses an email to apply for a job. The candidate will receive an email with a 6-digit code to confirm their job application. Similarly, the candidate will receive an SMS with a 6-digit code if applying for a job using a phone number. Candidates are locked out after they enter an incorrect code 5 times. They have to wait for 30 minutes before another authentication attempt.

Candidates can choose to be signed in instantly when they go to career site to schedule interviews, provide more information, view offers, or apply to another job. When candidates select the option Keep me signed in, the next time they visit the site on the same browser and within validity period, a verification won't be required. For details, see Enable Keep Me Signed In.

Verification of New Candidates

When candidates apply for a job or join a talent community, they're asked to provide an email or phone number. If that email or phone number isn't already being used, candidates are treated as new candidates. Communication with the candidates is done by email or SMS depending on what the candidates provided.

Candidates must confirm that they own the email or phone number they used to apply for the job or join the talent community. They're sent a 6-digit verification code by email or SMS. To confirm their identity, candidates enter the 6-digit code into a form presented after the talent community profile is created or job application is submitted.

When candidates remain in the same session, their identity has already been verified and they can apply to other jobs or access their candidate self service dashboard without the need to confirm their identity again. In general, the identity of candidates is confirmed within the same session for 4 hours. After that time, candidates need to reconfirm their identity.

Note: You must use the Job Application Confirmation Notification email template in order for candidates to receive the verification code the first time they submit an application from an external career site.

Verification of Returning Candidates

When candidates apply for a job or join a talent community, they're asked to provide an email or phone number. If that email or phone number matches the info provided by an existing candidate, the candidate is treated as a returning candidate.

Returning candidates can start the job application process or join the talent community only after their identity is verified. They're sent a 6-digit verification code by email or SMS to confirm their identity. Upon confirmation of the email or phone number, the candidates land in the application flow and the application form is prefilled with data from previous job applications. The most recent data that was submitted is used. Candidates can overwrite that data and submit their job application with updated details. Their candidate profile data is updated respectively.

Returning candidates won't be asked to confirm their identity if they previously selected the option Keep me signed in and they're using the same browser and are within the validity period.

Verification of Employees

When former employees or alumni provide their personal email to confirm their identity, they're treated as returning external candidates and they can access their talent profile data when applying for a job.

When current employees provide an email tied to their employee record, they're treated as internal candidates and they're redirected to the company's internal career site.

Candidate Authentication Path

When a phone number or email address is used for authentication, it gets verified. From this point, the field is disabled for editing and data isn'timported to that field if candidate imports profile from LinkedIn, Indeed or resume.

Candidates can easily edit the phone or email using an edit icon next to the field. They can also change their communication preference by clicking Use for communication next to either Email Address or Phone Number.

Brand new candidates can only select one communication method. Returning candidates can select both.

The candidate authentication path depends on these criteria:

If a candidate profile is associated with the email or phone number used for authentication.
If there's a draft associated with the email or phone number even if a candidate profile doesn't exist yet.
If the Candidate Autoconfirmation setting is enabled. For details, see Enable Candidate Autoconfirmation.

Here's what happens when the Candidate Autoconfirmation setting is disabled:

If there's no candidate profile:
- And there's no draft associated with the email or phone number: the verification code is sent at the end of the apply flow or talent community flow.
- And there's a draft associated with the email or phone number: the verification code is sent before entering the apply flow or talent community flow.
If there's a candidate profile:
- When the candidate enters the apply flow, the verification code is sent as soon as the candidate provides the email or phone number. After a successful verification, the candidate can enter the flow and see profile data associated with the email or phone number that was used.
- When the candidate enters the talent community flow, the verification code is sent as soon as the candidate provides the email (there's no phone verification when entering the talent community flow).
- After successful verification, the candidate can access the self service dashboard on the career site to manage their profile (there's no entry to the talent community flow because the candidate already has a profile).

Here's what happens when the Candidate Autoconfirmation setting is enabled:

If there's no candidate profile, and or draft associated with the email or phone number, the verification code isn't sent after completing the apply flow or the talent community flow, and the email or phone number is auto confirmed.
If there's a candidate profile, the behavior is the same as when the Candidate Autoconfirmation setting is disabled.

Note: If a returning candidate edits their communication preference in the apply flow, they'll have to verify immediately that they own the email or phone number using an inline PIN challenge during the apply flow. New candidates verify the communication channel after submitting application.