Managing Conversations
Work the conversation list, switch between a prospect's threads, keep the right teammates as members, and clean up threads you no longer need.
The list (left)
Conversations are sorted by the most recent activity. Each card shows the prospect's name, a preview of the last message (with an inbound or outbound arrow), the time, the current stage, any upcoming meeting, and the member avatars. Small icons flag things that need attention:
- overdue or upcoming tasks
- a scheduled message
- a queued Device Handoff send
- a draft queued by HiringCenter AI
- a star
- an error count when messages failed
Click the dot at the left edge of a card to Mark as read or Mark as unread.
Filters
Click Filters to narrow the list. You can combine them:
| Filter | Shows |
|---|---|
| Unread only | Conversations with unread messages for you (you must be a member) |
| Individual only / Group only | One-prospect or multi-prospect threads |
| Exclude Archived | Hides conversations whose prospect is archived |
| Queued Device Handoff | Threads with a Device Handoff send waiting |
| Queued by AI | Threads with a HiringCenter AI draft waiting for review |
| License: Not Started / In Progress / Licensed | Prospects with that license status |
| Errored messages | Threads with a failed send |
Next to Filters:
- Users (admins and owners) — show conversations a specific teammate is a member of. While a user is selected, the Filters menu is disabled.
- Identities — show only threads on one or more identities you are assigned to, or pick Device Handoff to show your personal (Device Handoff and Manual Log) threads.
Active filters appear as chips under the buttons. Click a chip's x to remove it.
"You do not have access to this identity" means you opened a link or filter for an identity you aren't assigned to. Admins and owners can click Add me to this identity. Everyone else can Clear filter or ask an admin to add them.
Thread tabs (center, top)
A prospect can have several threads: one per HiringCenter identity, a personal Device Handoff thread for each teammate who used one, and group threads. They appear as tabs above the messages, each with:
- an ID card icon for an identity thread, or a phone icon for a Device Handoff / Manual Log thread
- a people icon for a group thread
- how long ago it was last active
- a red dot when it is unread for you
Click a tab to switch. Show Hidden appears when some threads are hidden.
Start a new thread
- Click New Conversation (the + at the end of the tabs).
- Choose Individual or Group.
- Under Select Identity, pick who it sends from:
- a HiringCenter Identity you're assigned to
- your own personal thread, chipped Device Handoff when your Device Handoff is on, or Manual Log when it's off (for logging activity by hand)
- admins and owners also see teammates who have Device Handoff turned on
- For Group, search and add at least two prospects.
- Click Create Conversation.
Group threads are for text only. Every prospect needs a valid phone number, Device Handoff can't be used, and scheduling and AI message suggestions are turned off.
Thread header and identity menu
Above the timeline you'll see the prospect's name, a stage chip you can click to move them, and a star. Below that, the identity bar shows which identity (or whose Device Handoff) the thread uses. Hover the phone number for carrier and caller details.
Click the identity name to open the thread menu:
- Participants — the prospects in the thread. In group threads you can add (+) or remove prospects.
- Mark as Read / Mark as Unread
- Hide / Unhide — hides the thread from the prospect's tabs without deleting anything. Find it again under Show Hidden.
- Delete — permanently deletes the thread and all its messages. Only admins, owners, and users on that identity can delete. If the thread came from an unknown sender, you're asked whether to also block future inbound contact.
In a group thread, prospects who unsubscribed show under Won't receive below the header, with the channel they opted out of, for example Ann Lee (texts). Group texts still go to everyone else.
View Only users can read threads but can't change them.
Messages from unknown numbers or addresses
When someone who isn't a prospect texts, calls, or emails an identity, the thread shows as unverified. Use Create Prospect to turn the sender into a new prospect, Existing Prospect to link it to someone already in HiringCenter, or Delete it.
Members
Members are the teammates who get unread alerts for a thread. Their avatars sit in the thread header.
- Click + (Add user to conversation) to add a teammate. Only users assigned to that thread's HiringCenter Identity can be added, so this is available on identity threads only.
- Hover your own avatar to Leave conversation. You can only remove yourself.
Anyone with access can open and read a thread whether or not they're a member.
The timeline
Texts, emails, calls, video meetings, and logged activity share one timeline, oldest at the top.
- Outbound bubbles show a small avatar of who sent them.
- Emails show as cards. Click to open the full email, Reply to email, or see link clicks.
- Calls show the outcome, duration, notes, and any voicemail recording and transcription. Click the pencil (Edit call) to change the title, outcome, or notes.
- Scheduled messages show a clock. Click it for Send Now, Change Schedule, or Delete. See Schedule a Text or Email.
- Items you logged by hand show a small pencil next to the time so you can edit or delete them. See Logging Manual Activity.
HiringCenter AI drafts
When HiringCenter AI writes a text or email for review, it appears in the thread as Queued by HiringCenter AI:
- Send — sends it as written (you need access to the thread's identity).
- Edit — opens it in the composer so you can change it first.
- Cancel — removes it. You're asked for a reason, which helps HiringCenter AI improve.
See HiringCenter AI for how drafts are created.
Prospect Details (right)
Owner, star, summary, fields, change log, communication preferences, one-time sends and sequences, and activity. It's the same record as Prospect Details.
Common questions
No unread dot? You aren't a member. Open the thread and add yourself with + in the header (or ask a teammate on that identity to add you).
I can see a thread but can't send. You aren't assigned to that HiringCenter Identity. The composer shows "Only users with access to this HiringCenter Identity can use it" with a Create new conversation link so you can start a thread from an identity you do have, or your own Device Handoff thread.
Wrong identity on the thread? Start a New Conversation from the identity you want. Ask an admin to assign you on Identities if it isn't listed.
Where did a thread go? It may be hidden. Click Show Hidden on the thread tabs.