Texting Guide for Interview Scheduling

Interview scheduling succeeds when messages are fast, specific, and easy to act on. Candidates want clear times, simple rescheduling, and quick location or video details. TextUs can help recruiters and hiring managers coordinate interviews without email back-and-forth.

How TextUs Fits Interview Scheduling Workflows

TextUs Campaigns can reach targeted candidates from your ATS or CRM with short prompts that lock in times. You can attach PDFs or images like interview prep checklists, parking maps, or video setup guides so candidates can arrive ready.

Keywords such as SCHEDULE, CONFIRM, RESCHEDULE, or INFO can route replies into Sequences that can send links and reminders automatically.

Replies can appear in the Shared Inbox, where recruiters assign owners and answer with templates. Integrations can sync messages and outcomes back to your ATS so every touch is recorded.

You can review deliveries, replies, and clicks, then export CSVs to connect texting with interviews booked and show rate.

What to Set Up First

Connect your ATS so candidate lists, job IDs, and conversations can sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Align with hiring managers on interview types, time windows, and which attachments you can send.

Create templates for the key moments. Prepare versions for first-contact scheduling, rescheduling, video setup, onsite arrival, and post-interview follow-up. Define Shared Inbox coverage by recruiter and region so someone can handle replies quickly.

Build focused segments that match your pipeline. Examples include New Applicants Last 7 Days, Phone Screens Pending, Onsite This Week, Panel Next 48 Hours, and No-Show Follow-Ups. Smaller lists can keep each message relevant.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your ATS, such as “Phone Screens Pending.” This can make sure your message reaches candidates who are ready to schedule.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, can we book a 20-minute screen for [Role]? Reply SCHEDULE for my calendar link or share two times that work.”
3. Attach media: Add a PDF or image if helpful, such as a video setup card or parking map. Attachments can help candidates prepare without email.
4. Set up an A/B test: Create a second version that changes one element, like the opener or call to action. Compare reply or booking rates and keep the winner.
5. Schedule your campaign: Send during the candidate's local hours. You can set a recurrence for daily scheduling sweeps or same-day reminders.
6. Create a keyword: Add a keyword such as SCHEDULE, CONFIRM, or RESCHEDULE and reference it in your message. TextUs can recognize the reply automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the calendar or confirmation link. Step 2: Follow up 24 hours later if there is no response.”
8. Send and monitor: Launch your campaign, track replies, and handle edge cases quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the quick reply. Here is the calendar link: [short URL]. Text HELP if you prefer that I propose times.”
• Step 2 (reminder): “Checking in on scheduling for [Role]. The link is here: [short URL]. I can send two options if easier.”

Segmentation and Personalization Strategy

Segment by stage, role, and location so each text can drive one clear action. Useful dimensions include interview type, time zone, seniority, and priority. Exclude recent opt-outs and candidates who already booked.

Personalize with first name and one context field, such as role or location. Example: “Hi {{first_name}}, can you confirm your [Role] interview at [Time]?” Set fallbacks so no message looks broken.

Refresh segments daily for phone screens and hourly for onsite or panel scheduling. Clean segments can improve reply rates and reduce double-bookings.

Template Library for Interview Scheduling Scenarios

Maintain a compact library your team can use without rewriting. Keep one goal per message and one action.

• “Hi {{first_name}}, can we book a 20-minute screen for [Role]? Reply SCHEDULE for my link.”
• “Reminder: your interview for [Role] is [Date] at [Time]. Reply CONFIRM or RESCHEDULE.”
• “Video setup guide ready. Reply INFO for a 1-page checklist.”
• “Onsite tomorrow at [Address]. Reply MAP for parking and check-in details.”
• “Missed you today. Want to try again this week? Reply REBOOK for times.”

Review the template performance monthly with compliance. Retire low performers and note which tones can lift confirmations.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs each week. Join that data with ATS metrics such as interviews booked, show rate, pass-through to next stage, and time-to-schedule. Preserve campaign, segment, keyword, and variant fields so you can run cohort analysis.

Track reply-to-booking and booking-to-show rates by role and stage. Include attachment and link usage to see whether prep cards or maps can reduce no-shows. Publish a one-page summary that shows delivery rate, reply rate, booked interviews, and the show rate lift.

Candidate Experience and No-Show Reduction

Use concise prompts that set expectations and remove friction. A first touch can include the calendar link and a plain opt-out line. A day-before reminder can confirm time and share a prep PDF so candidates can arrive confident.

Handle reschedules with empathy and speed. Offer two alternatives or the calendar link immediately. A same-day reminder can include arrival notes or a video test link to reduce last-minute issues.

Collect quick feedback after the interview. A short survey link can capture experience data and uncover gaps in your process.

Coordination With Hiring Managers

Give managers visibility without adding steps. Use tags for role and stage so the Shared Inbox can route threads to the right recruiter. Add a short note before forwarding a thread to a manager so context can stay intact.

Standardize the time blocks you propose for common roles. Keep a small list of approved windows so candidates can pick quickly. For panels, send a single summary message with time, names, and a prep link.

When plans change, text candidates first and email details second. Clear, fast updates can protect experience and brand.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so recruiters, coordinators, and managers can see the same context. The first responder assigns the thread to themselves so ownership stays clear. Templates keep answers consistent, while one personal line can maintain rapport.

Use tags like Screen, Onsite, Panel, Reschedule, and Offer Stage to organize threads. Add notes before forwarding to a hiring manager or coordinator so handoffs can stay smooth. Keep notifications on during business hours in each time zone.

Tracking Results and Improving Performance

Check delivery and replies a few hours after each send. Delivery below 95 percent can signal list or registration issues that you should fix before the next batch. Compare A and B variants weekly and standardize on the stronger performer.

If your text included a link or attachment, review clicks as a readiness signal. Reconcile TextUs data with ATS outcomes like interviews completed and stage movement. Small changes to opener length and send time can lift reply rate by 15% in early cycles.

Tune cadence by stage. Phone screens can use two touches, while onsite interviews can use a day-before and morning-of series. Keep tests small and continuous so learning can compound.

Compliance and Deliverability for Interview Scheduling

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

Avoid spam triggers by limiting links, punctuation, and all caps. Do not include sensitive personal data in SMS. Use secure links for uploads, assessments, and signature tasks.

Keep attachments lightweight and relevant. Prep checklists, maps, and video setup cards should open quickly on mobile. Send during candidate local hours and match cadence to the interview timeline.

FAQs About Texting Guide for Interview Scheduling

Can I attach prep guides or maps to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Recruiting teams often attach prep checklists, parking maps, and video setup cards so candidates can arrive ready.

Can I automate confirmations and reschedules?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences to automate these steps. A reply with SCHEDULE, CONFIRM, or RESCHEDULE can trigger links and reminders so booking can finish quickly.

How do Keywords and Sequences improve the show rate?

When candidates reply with a keyword like CONFIRM or INFO, TextUs can enroll them in a Sequence. The first step can send the exact link or instruction, and the second step can check back if there is no response.

How does the Shared Inbox help recruiters and hiring managers align?

All replies appear in one shared view so teams can assign owners, tag threads, and add notes for context. This can prevent duplicate outreach and keep decisions moving.

What metrics should I track to measure scheduling performance?

Start with delivery, reply, booked, and show rates. Export TextUs data and join it with the ATS stage movement. Weekly reviews can show which messages and send times can improve time-to-schedule.