Texting Guide for HR Services

HR services move on timely scheduling, document collection, and policy clarity. Clients and candidates expect quick confirmations and simple next steps. TextUs helps recruiters, payroll specialists, and HR consultants coordinate at scale while keeping every conversation visible and compliant.

How TextUs Fits HR Services Workflows

TextUs Campaigns let you reach targeted lists from your ATS, CRM, or HRIS with short messages that drive one action. You can attach PDFs or images for onboarding checklists, benefits summaries, or policy one-pagers so people can act without digging through email.

Keywords like APPLY, DOCS, or SCHEDULE route replies into Sequences that confirm intent and send the next step automatically.

Replies appear in the Shared Inbox so recruiters and HR coordinators can assign owners and respond with Templates. Integrations keep contact records and message history synced to your system of record.

Inside TextUs, you can review deliveries, replies, and clicks, then export CSVs to connect messaging with interviews booked, documents received, and placements made.

What to Set Up First

Integrate your ATS, CRM, or HRIS so segments and conversations sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE are processed. Align with compliance on approved topics, quiet hours, and attachment types before your first send.

Create Templates for high-volume moments. Prepare versions for interview scheduling, document requests, offer coordination, benefits FAQs, and payroll reminders. Assign Shared Inbox coverage by pod and hours so someone always owns replies.

Build focused segments that map to HR workflows. Useful lists include New Applicants Last 7 Days, Candidates Ready for Interview, Onboarding This Week, Benefits Enrollment Window, and Payroll Exceptions Today. Smaller lists make your first touch relevant.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your ATS or HRIS, such as “Onboarding This Week.” This makes sure your messages reach the right people.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, welcome to [Company]. Do you want a quick walkthrough to finish onboarding? Reply DOCS for the checklist.”
3. Attach media: Add a PDF or image if helpful, such as an I-9 guide, direct deposit form, or benefits overview. Attachments help candidates act without switching channels.
4. Set up an A/B test: Create a second version that changes one element, like the opener or the call to action. Compare reply rates to choose the winner.
5. Schedule your campaign: Send during business hours for the recipient’s time zone. Use recurrence for enrollment windows or weekly interview blocks.
6. Create a keyword: Add a keyword such as APPLY, DOCS, or SCHEDULE and reference it in your message. When someone replies with that word, TextUs recognizes it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the booking link or checklist. Step 2: Follow up 24 hours later if there is no response.”
8. Send and monitor: Launch your campaign, track replies, and handle exceptions quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming. Here is your scheduling link: [short URL]. Text a preferred time if you like.”
• Step 2 (reminder): “Checking in on your interview time. The link is here: [short URL]. I can text a prep PDF if that helps.”

Segmentation and Personalization Strategy

Segment by lifecycle and task so each text supports one clear outcome. Examples include First Contact, Interview Scheduling, Background Check Pending, Benefits Enrollment, and Payroll Follow-up. Exclude recent opt-outs and contacts who already completed the step you are driving.

Personalize lightly with first name and one contextual field such as role, location, or date. Example: “Hi {{first_name}}, are you available Thursday for the [Role] interview?” Keep fallbacks for missing fields so messages never look broken.

Refresh segments daily for recruiting and onboarding, and weekly for benefits or payroll tasks. Hourly refresh helps during high-volume hiring events or enrollment deadlines. Clean segments raise reply rates and reduce manual triage.

Template Library for HR Services Scenarios

Keep a small library your team can send without rewriting. One goal per message and a single next step.

• “Hi {{first_name}}, we would love to schedule your interview for [Role]. Reply SCHEDULE for times.”
• “Onboarding checklist is ready. Reply DOCS for the secure link, and we will guide you.”
• “Reminder: open enrollment ends on [Date]. Reply BENEFITS for a one-page summary.”
• “Background check invitation sent to your email. Reply HELP if you need it resent.”
• “Payroll notice: we need your direct deposit info. Reply PAY for the secure form.”

Review the template performance monthly with compliance. Retire low performers and note which tones lift replies. Keep attachments small and relevant.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with ATS or HRIS outcomes such as interviews completed, offers accepted, and onboarding finished. Preserve campaign, segment, keyword, and variant fields so cohort analysis is easy.

Track reply-to-interview and interview-to-offer rates by role and location. For HR operations, track reply-to-completion rates for document collection and benefits selection. Include attachment and link usage to see which files accelerate completion.

Publish a one-page summary with delivery rate, reply rate, completion rate, and time-to-step. Add short notes on copy and timing changes so the team repeats what works.

Managing Replies in the Shared Inbox

All replies arrive in the Shared Inbox for full visibility across recruiters and HR coordinators. The first responder assigns the thread to themselves so the contact has one owner. Templates keep answers consistent while one personal line maintains rapport.

Use tags like Interview, Docs, Offer, Benefits, and Payroll to organize threads. Add a short note before forwarding to another team so context is preserved. If someone goes quiet, move them into a brief re-engagement Sequence that offers one clear next step.

Keep notifications on during business hours for each region. Fast replies protect show rates and reduce delays in onboarding and payroll.

Tracking Results and Improving Performance

Check delivery and replies a few hours after each send. Delivery below 95 percent usually indicates list or registration issues that you should fix before the next batch. Compare A and B versions and keep the stronger performer for the next cycle.

If your text included a link or attachment, review clicks as a readiness signal. Export CSVs and reconcile with interviews booked, documents received, and enrollments submitted to prove impact. For example, a benefit-led opener can raise reply rate by 15% compared to a formal notice.

Tune cadence by workflow. New applicants respond best within the first hour, while benefits nudges perform on a weekly rhythm. Keep tests small and frequent so insights compound.

Compliance and Deliverability for HR Services

Use registered 10DLC numbers for all business messaging. Keep opt-out handling on so STOP and UNSUBSCRIBE are processed automatically. Include a short line in the first message such as “Reply STOP to opt out.”

Do not send sensitive personal data in SMS. Avoid SSNs, birthdates, or medical information. Use secure links for forms, signatures, and portals.

Avoid spam triggers by limiting links, punctuation, and all caps. Send during local business hours and match cadence to the workflow. Keep attachments lightweight and relevant, such as checklists or one-pagers.

FAQs About Texting Guide for HR Services

Can I attach documents or images to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. HR teams often attach onboarding checklists, benefits summaries, and pay setup guides to speed completion.

Can I automate interview scheduling or document collection?

Yes. You can schedule campaigns and connect Keywords and Sequences to automate these flows. A reply with SCHEDULE or DOCS can trigger a booking link or a secure checklist immediately.

How do Keywords and Sequences reduce manual follow-ups?

You choose a keyword like APPLY, DOCS, or SCHEDULE and reference it in your message. When someone replies with that word, TextUs can enroll them in a Sequence that confirms the action and follows up later if there is no response. This keeps routine coordination consistent.

How does the Shared Inbox keep recruiters and HR aligned?

All replies appear in one view so recruiters, coordinators, and payroll see the same context. You can assign ownership, tag threads for routing, and use templates for consistent answers. Notes make handoffs to operations or finance straightforward.

What metrics should I track to prove value?

Start with delivery, reply, and completion rates. Export TextUs data and join it with ATS or HRIS outcomes like interviews completed, offers accepted, and onboarding finished. Weekly reviews help refine timing, tone, and audience segments.