Texting Guide for HR Directors

HR directors oversee organization-wide communication where clarity, compliance, and timeliness are essential. TextUs gives you a centralized way to distribute key HR messages, such as policy updates, company-wide notices, or executive reminders, while keeping every interaction compliant and logged.

How TextUs Fits HR Director Workflows

TextUs Campaigns let you send coordinated messages across departments or regions for events such as open enrollment, training deadlines, or policy updates. You can attach PDFs or images like official memos, one-pagers, or event schedules so employees have context at a glance.

Keywords such as ACK, INFO, or HELP can automate confirmations or route questions to the correct HR contact.

Replies appear in the Shared Inbox, allowing HR leaders and managers to collaborate on responses in real time. Integrations with your HRIS, payroll, or LMS ensure that every message and acknowledgment syncs automatically.

What to Set Up First

Connect your HRIS so employee lists, locations, and department data stay current. Register 10DLC numbers and confirm that opt-out handling is active so STOP and UNSUBSCRIBE process automatically.

Define segments for key communication groups like All Staff, Managers, Leadership, and Regional Teams. Create templates for company-wide announcements, compliance updates, and engagement surveys. Assign Shared Inbox coverage by HR region so follow-ups never stall.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “All Employees” or “Regional Managers.” This can make sure your message targets the correct audience.
2. Write your message: Keep it concise and clear. Example: “Hi {{first_name}}, new workplace policy [Name] takes effect [Date]. Reply ACK to confirm or INFO for the summary.”
3. Attach media: Add official PDFs or one-page summaries for policies, schedules, or reminders. Attachments save time and reduce questions.
4. Set up an A/B test: Compare message formats (short vs. detailed) and keep the version with better engagement.
5. Schedule your campaign: Send during business hours in each region. Schedule reminders for acknowledgments or deadlines.
6. Create a keyword: Add a keyword such as ACK, INFO, or RSVP and include it in your message. TextUs handles responses automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Confirm acknowledgment or send info link. Step 2: Send a reminder to those who haven’t responded after 24 hours.”
8. Send and monitor: Launch your campaign, review replies, and assign owners for escalations or clarification.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. Your acknowledgment for [Policy Name] is recorded.”
• Step 2 (reminder): “Reminder to review [Policy Name]. Reply ACK once complete.”

Segmentation and Personalization Strategy

Segment by region, department, and role to maintain relevance. Use lists such as Leadership Team, Hourly Staff, Remote Employees, or Field Operations. Exclude inactive or non-applicable groups to prevent over-messaging.

Personalize messages with first name and one organizational detail. Example: “Hi {{first_name}}, your region’s compliance training for [Topic] is due on [Date]. Reply TRAIN for the link.” Personalization increases acknowledgment rates while maintaining professionalism.

Refresh segments weekly to keep data aligned with HRIS updates. Clean, current lists improve deliverability and engagement.

Template Library for HR Director Scenarios

Maintain a concise set of templates that support your key communication needs. Keep each message single-purpose and actionable.

• “Hi {{first_name}}, please review the updated [Policy Name]. Reply ACK when complete.”
• “Leadership town hall is scheduled for [Date] at [Time]. Want the link to join? Reply RSVP.”
• “Compliance training deadline is [Date]. Reply TRAIN for the course link or HELP for support.”
• “New benefits plan summary available. Reply INFO for details or HELP to contact HR.”
• “Annual engagement survey launches today. Reply START for the survey link.”

Review the template performance monthly with compliance. Retire low-performing messages and verify that attachments are current and under 1 MB.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine these with HRIS data for completion, acknowledgment, and attendance metrics. Maintain consistent campaign names, keywords, and send times for easy reporting.

Track delivery rate, acknowledgment rate, and completion rate by department or region. Compare results to previous campaigns to measure improvement. Share summaries with executives to demonstrate communication reach and timeliness.

Leadership and Policy Communication Strategy

For sensitive updates, send concise, verified information with clear next steps. Start with a high-level text, link to a verified document, and ask for acknowledgment. Use Keywords like ACK or INFO to track engagement without manual follow-up.

When rolling out large initiatives, such as organizational changes or benefits updates, schedule follow-up sequences to ensure understanding. For example, send a summary after 48 hours and a feedback request one week later.

Keep tone professional, factual, and transparent. Messages should guide action without overwhelming employees.

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox so HR leadership and regional teams can collaborate easily. The first responder assigns ownership to maintain accountability. Templates can ensure a consistent tone while allowing short personal notes when needed.

Use tags like Policy, Training, Event, Compliance, and Feedback to organize threads. Add notes before escalating issues to leadership or legal. Keep notifications active across business hours and regions for fast response coverage.

Compliance and Deliverability for HR Directors

Use registered 10DLC numbers for all company-wide messages. Keep opt-out handling active so STOP and UNSUBSCRIBE process automatically. Include a line such as “Reply STOP to opt out” in your first message.

Avoid spam triggers like all caps, multiple links, or emojis. Keep messages concise and relevant. Send updates during local business hours and follow a steady cadence to maintain trust.

Archive all campaign messages and reports for compliance audits. Maintain a 12-month retention policy for transparency.

FAQs About Texting Guide for HR Directors

Can I send company-wide announcements with attachments?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. HR directors often share one-page summaries or official memos this way.

Can I track acknowledgment of policies or training?

Yes. Use a keyword such as ACK or TRAIN to record acknowledgments. TextUs logs responses with timestamps for easy compliance tracking.

Can I automate reminders for large-scale HR initiatives?

Yes. You can link Sequences to send reminders automatically based on replies or timing. This helps maintain high acknowledgment and completion rates.

How does the Shared Inbox support HR leadership teams?

It centralizes replies, allowing HR staff and managers to collaborate and resolve questions quickly. Tagging and notes prevent duplicate outreach.

What key metrics should HR directors track?

Monitor delivery, reply, acknowledgment, and completion rates. Export TextUs data to combine with HRIS reports for full visibility into communication impact.