Texting Guide for Recruiters

Recruiters need fast, clear conversations to move candidates from interest to interview. Short, timely texts help you confirm availability, share links, and prevent no-shows. TextUs lets you run consistent outreach that feels personal and syncs back to your ATS.

How TextUs Fits Recruiter Workflows

TextUs Campaigns can reach targeted candidate lists from your ATS with one clear ask. You can attach PDFs or images like job briefs, interview prep, or office directions so candidates can act inside the thread.

Keywords such as APPLY, SCHEDULE, or HELP can enroll replies into Sequences that send links and reminders automatically.

Replies appear in the Shared Inbox, where recruiters and coordinators can assign owners and respond with templates. Integrations can log conversations, clicks, and outcomes to your ATS for full visibility. You can review deliveries, replies, and clicks, then export CSVs for weekly hiring reports.

What to Set Up First

Connect your ATS so candidate lists, stages, and owners sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Define segments like “New Applicants,” “Screen Scheduled,” “Interview No-Show,” and “Silver Medalists.”

Create templates for common steps. Useful sets include application confirmation, screening availability, interview prep, reschedule, and offer check-in. Assign Shared Inbox coverage by hours and roles so hot replies get fast answers.

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 “New Applicants Last 7 Days.” This can make sure messages match stage and intent.
2. Write your message: Keep it specific and friendly. Example: “Hi {{first_name}}, thanks for applying to [Role] at [Company]. Want to pick a screening time? Reply SCHEDULE and I will text the link.”
3. Attach media: Add a job brief, interview tips, or office map when helpful. Attachments can reduce questions and speed decisions.
4. Set up an A/B test: Create a second version that changes the opener or call to action. Keep the variant with the higher reply rate.
5. Schedule your campaign: Send during the candidate's local business hours and add one follow-up after 24 to 48 hours.
6. Create a keyword: Add a keyword such as SCHEDULE or APPLY and reference it in your message. TextUs can recognize and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the scheduling link. Step 2: Follow up after 24 hours if there is no booking.”
8. Send and monitor: Launch your campaign, watch replies, and assign owners immediately in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the quick reply. Here is your scheduling link: [short URL].”
• Step 2 (reminder): “Still want to chat about [Role]? You can grab a time here: [short URL].”

Segmentation and Personalization Strategy

Segment by stage, role, and location so each text drives one action. Useful dimensions include source, seniority, shift, and remote versus on-site. Exclude rejected, hired, or opted-out candidates.

Personalize with first name and one context detail, such as role or location. Example: “Hi {{first_name}}, are you open to a quick screen for [Role] in [City] this week?” Set fallbacks so every message looks clean.

Refresh segments daily. Accurate lists can lift reply rate and reduce repeated outreach.

Template Library for Recruiter Scenarios

Keep a compact library that covers your most common moments. One ask per message and one clear action.

• “Hi {{first_name}}, thanks for applying to [Role]. Want to choose a screening time? Reply SCHEDULE.”
• “Quick check on tomorrow’s interview at [Time]. Need directions or a video link? Reply HELP.”
• “We would like to invite you to on-site for [Role]. Want the prep guide? Reply PREP.”
• “Sorry we missed you today. Want to reschedule? Reply TIMES and I will share options.”
• “You are a strong fit for future roles. Want to join our talent community for updates? Reply JOIN.”

Review the template performance monthly with compliance. Retire low performers and keep files under 1 MB so they open quickly on mobile.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with ATS outcomes like screens booked, interviews completed, and offers accepted. Keep campaign name, segment, keyword, and send time consistent for clean analysis.

Track reply-to-booking, show rate, and time to schedule by role and source. Compare A and B variants to learn which opener and send time perform best. Share a one-page summary with delivery rate, reply rate, bookings, and top-performing message.

Interview Scheduling and No-Show Reduction

Send a scheduling link immediately after interest and include a same-day reminder. Add a morning-of confirmation with parking or video details and a simple “Reply RESCHEDULE if needed.” Follow up after missed interviews with a short path to new times instead of starting over.

Provide prep in one concise attachment. Include the agenda, interviewer roles, and expected duration. Keep language practical so candidates can scan on mobile.

Use Keywords and Sequences to handle logistics. A reply with RESCHEDULE can trigger the link and a check-in 24 hours later.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so recruiters and coordinators see the same context. The first responder assigns the thread to themselves so ownership is clear. Templates can standardize answers, and a short personal line can keep the tone human.

Use tags like Apply, Schedule, Prep, Reschedule, and Offer to organize threads. Add a brief note before forwarding to a hiring manager or interviewer. Keep notifications on during business hours to capture interest quickly.

Compliance and Deliverability for Recruiters

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

Avoid spam triggers by limiting links, punctuation, and all caps. Keep attachments relevant and small, such as a one-page role brief or interview guide. Respect local hours and cap cadence to protect candidate experience.

FAQs About Texting Guide for Recruiters

Can I attach job briefs or interview prep to texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Recruiters often attach role one-pagers, prep checklists, or maps to reduce questions.

Can I automate scheduling and reminders?

Yes. You can link keywords like SCHEDULE or RESCHEDULE to Sequences that send links and timed reminders. This reduces manual back-and-forth and improves the show rate.

How do Keywords and Sequences help with high volume?

Keywords standardize intent and enrollment. A candidate reply with APPLY or HELP can trigger the right response now and a follow-up later if needed.

How does the Shared Inbox help recruiting teams?

All replies appear in one shared view so coordinators and recruiters can assign owners, tag threads, and add notes. This setup prevents duplicate outreach and keeps handoffs smooth.

What metrics should I track to improve hiring speed?

Start with delivery, reply, and booking rates. Export TextUs data and match it to interviews completed and offers accepted in your ATS. Weekly reviews can reveal which messages and send times perform best.