Texting Guide for Hiring Managers

Hiring managers rely on fast, clear updates to keep interviews on track and candidates engaged. TextUs helps you communicate efficiently with both your recruiting team and candidates, ensuring hiring moves forward smoothly without unnecessary delays.

How TextUs Fits Hiring Manager Workflows

TextUs Campaigns let you confirm interviews, follow up on feedback, and share updates with candidates or internal stakeholders. You can attach PDFs or images such as interview schedules, evaluation forms, or offer summaries so everyone stays aligned.

Keywords like CONFIRM, FEEDBACK, or HELP can automate replies and reminders for interview coordination.

Replies appear in the Shared Inbox, where hiring managers and recruiters can collaborate. Integrations with your ATS ensure that every message, timestamp, and attachment logs automatically, giving full transparency to the hiring process.

What to Set Up First

Connect your ATS so that candidate data, interview schedules, and job postings sync correctly. Register 10DLC numbers and confirm that opt-out handling is active so STOP and UNSUBSCRIBE are processed automatically.

Define message segments like “Scheduled Interviews,” “Feedback Pending,” and “Offer Discussions.” Prepare templates for confirmations, interview feedback requests, and candidate follow-ups. Assign Shared Inbox visibility so hiring managers can respond when recruiters are offline.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Feedback Pending.” This can make sure your message reaches only those who need to act.
2. Write your message: Keep it clear and concise. Example: “Hi {{first_name}}, quick reminder—please share interview feedback for [Candidate Name]. Reply FEEDBACK and I’ll send the link.”
3. Attach media: Add interview guides, evaluation rubrics, or offer summaries to reduce confusion.
4. Set up an A/B test: Try two versions of your reminder (one short, one more detailed) to see which gets faster responses.
5. Schedule your campaign: Send during normal work hours, ideally a few hours after interviews conclude.
6. Create a keyword: Add a keyword such as FEEDBACK or CONFIRM and mention it in your message. TextUs can capture replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Send the feedback form link. Step 2: Follow up after 24 hours if incomplete.”
8. Send and monitor: Launch your campaign, track replies, and note which contacts need manual follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming. Here’s your link to the feedback form: [short URL].”
• Step 2 (reminder): “Still need your feedback for [Candidate Name]. Reply HELP if you had any issues submitting.”

Segmentation and Personalization Strategy

Segment by role, stage, or candidate status to keep communications relevant. Use lists like “New Hires,” “Interviewers,” or “Pending Feedback.” Exclude inactive openings and filled roles to reduce noise.

Personalize messages with name and role details. Example: “Hi {{first_name}}, please confirm your interview slot for [Candidate Name]—does [Time] still work?” Personalization helps drive faster replies and a smoother hiring experience.

Refresh segments daily so your outreach stays aligned with real-time hiring progress.

Template Library for Hiring Manager Scenarios

Maintain a compact set of templates for your most common actions. Keep each one short and focused on a single request.

• “Hi {{first_name}}, quick check—can you confirm the interview for [Candidate Name] at [Time]? Reply CONFIRM.”
• “Reminder: please submit your interview feedback for [Candidate Name]. Reply FEEDBACK for the form link.”
• “Offer package for [Candidate Name] is ready for review. Want me to text the summary? Reply OFFER.”
• “Hi {{first_name}}, the interview panel starts at [Time]. Need the candidate’s resume again? Reply HELP.”
• “Thanks for meeting with [Candidate Name]. Want to discuss next steps this afternoon? Reply YES.”

Review the template performance monthly with compliance. Retire outdated content and ensure tone consistency across all communications.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine that data with ATS metrics like interviews completed, feedback time, and offer acceptance. Maintain consistent campaign naming and timing for reliable reporting.

Track reply rate, time-to-feedback, and feedback completion percentage. Compare message templates and send times to identify patterns. Share insights with HR and leadership to streamline communication across the hiring process.

Candidate Coordination and Follow-Up

Use TextUs to manage quick check-ins and ensure candidates feel supported. Send reminders for interviews, share directions, and confirm arrival times. A short, personalized text often prevents last-minute confusion.

After interviews, send a thank-you message or a short next-step note. Example: “Hi {{first_name}}, thanks for your time with [Candidate Name]. Expect the next update by [Date].” Keep every message polite, brief, and actionable.

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox so recruiters and hiring managers can coordinate easily. The first person to respond assigns ownership to avoid overlap. Templates can provide structure while allowing quick customization for tone.

Use tags like Interview, Feedback, Offer, and Follow-Up to organize threads. Add a short note before handing a conversation to HR or leadership so no context is lost. Keep notifications active during business hours to avoid delays.

Compliance and Deliverability for Hiring Managers

Use registered 10DLC numbers for all hiring communications. Keep opt-out handling active so STOP and UNSUBSCRIBE process automatically. Include a short line in the first message: “Reply STOP to opt out.”

Avoid long messages, multiple links, or excessive punctuation. Attach only relevant, lightweight files like job briefs or offer summaries. Send during business hours and maintain a professional tone to uphold candidate trust.

FAQs About Texting Guide for Hiring Managers

Can I attach feedback forms or offer details?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one messages. Hiring managers often share interview guides or offer summaries directly.

Can I automate interview reminders?

Yes. You can connect keywords like CONFIRM or FEEDBACK to Sequences that send scheduled reminders automatically.

Can recruiters and hiring managers share the same inbox?

Yes. The Shared Inbox lets multiple users collaborate, assign ownership, and leave notes. This keeps communication clear and prevents overlap.

How can I track hiring communication performance?

Track delivery, reply, and feedback submission rates in TextUs. Export the data and match it with ATS metrics for full insight.

Are text messages compliant with hiring regulations?

Yes, when used properly. TextUs automatically processes opt-outs and supports 10DLC registration for compliant communication. Keep messages concise and professional.