Texting Guide for Staffing

Staffing firms depend on speed. Every candidate, client, and shift matters, and timing often determines placement success. TextUs helps recruiters and staffing coordinators reach candidates instantly, confirm availability, and fill roles faster without losing the personal touch.

This guide shows how to use TextUs for faster placements, better response rates, and streamlined communication across recruiting teams.

How TextUs Fits Staffing Workflows

Recruiters use TextUs to reach candidates faster than email or phone calls. A campaign lets you text hundreds of candidates from your ATS list while keeping each message personalized. Short messages with clear intent work best, such as confirming availability, sending shift details, or sharing onboarding information.

You can attach PDFs or images with job descriptions, shift calendars, or onboarding checklists to make responses easier.

Keywords like “APPLY” or “AVAILABLE” instantly route responses into automated sequences that confirm interest and send next steps. Every reply lands in the shared inbox, where recruiters can assign conversations, reply with templates, and keep communication consistent.

Integrations with ATS systems such as Bullhorn, Avionté, and JobDiva automatically sync candidates and messages, so you never lose track of outreach history.

TextUs metrics (deliveries, replies, and clicks) help you measure engagement and export data as a CSV for analysis inside your ATS reports.

Before You Start

Before launching campaigns, check that your ATS integration is connected. This ensures all messages, replies, and candidate data sync automatically. Confirm that your numbers are registered for 10DLC and that opt-out handling is active so candidates can reply STOP or UNSUBSCRIBE.

Prepare templates for your most common situations: confirming availability, sending job details, and onboarding instructions.

Assign inbox coverage so each recruiter knows their response window and SLA. Finally, build segmented lists such as “Available Nurses,” “Warehouse Candidates,” or “Drivers on Break” to keep messaging targeted.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a list from your ATS, such as “Active Candidates This Week.” This ensures messages reach verified, current contacts.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, quick one—are you available for a shift in [Location] starting [Date]? Reply YES if interested or NO if not available.”
3. Attach media: Add a PDF with job details or an image of the schedule. Attachments help candidates understand requirements before replying.
4. Set up an A/B test: Test two openings, such as “Quick question” vs. “Immediate opportunity.” Review which version drives higher replies.
5. Schedule your campaign: Send during active hours: early morning for healthcare roles or mid-afternoon for warehouse shifts. Schedule recurring sends for daily or weekly job updates.
6. Create a keyword: Add a keyword such as APPLY, YES, or SHIFT. Reference it in your message so TextUs can recognize replies automatically.
7. Link to a sequence: Connect the keyword to a short two-step sequence. For example, “Step 1: Confirm interest and request documentation. Step 2: Follow up 24 hours later if documents aren’t received.”
8. Send and monitor: Launch your campaign, track reply rates, and handle responses quickly through the shared inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming! Please reply with your updated resume or certification if applicable.”
• Step 2 (reminder): “Checking in—did you get a chance to send your documents? We’d like to confirm your assignment today.”

Segmentation and Personalization Strategy

Use segmentation to reach the right candidates with the right timing. Build lists inside your ATS based on availability, skill type, certification, and location. Sync these lists with TextUs regularly so your outreach reflects real-time staffing needs.

Avoid bulk lists that mix multiple job types; smaller, specific segments always perform better.

Personalize messages using merge fields for first name, job type, or start date. For example, a message that says “Hi Anna, are you free for an LPN shift in Denver tomorrow?” will outperform a generic “Hi, are you available?”

Keep messages short and end with an actionable keyword so candidates know exactly how to reply.

Review each segment’s performance weekly. If response rates drop, check whether job types or shift details have changed, and update lists to reflect current demand. Clean data directly improves reply rates and compliance.

Template Library for Staffing Scenarios

TextUs templates save time and ensure every recruiter communicates consistently. Use them for high-volume, repetitive outreach without losing authenticity.

• “Hi {{first_name}}, quick one—are you available for a [Job Type] shift in [Location] starting [Date]? Reply YES or NO.”
• “Thanks for confirming! Please send your latest resume or certification so we can finalize placement.”
• “Hi {{first_name}}, new opening for [Role] at [Client]. Pay is [Rate]. Reply APPLY if you’re interested and I’ll send full details.”
• “Just a reminder—your [Job Type] shift at [Client] starts [Time] tomorrow. Reply READY to confirm.”
• “Hi {{first_name}}, your assignment ends Friday. Would you like to be considered for another placement next week? Reply YES to stay active.”

Update templates monthly, review engagement results, and retire any that stop performing. Consistency across recruiters builds brand trust and keeps the candidate experience professional.

Reporting and Attribution Workflow

Track SMS performance to see how texting drives actual placements. Export deliveries, replies, and clicks from TextUs weekly and join them to placement data in your ATS. Map replies to new job orders and successful assignments.

Use campaign labels like “Week10_LPN_Opportunities” or “Warehouse_Swing_Shifts” so you can trace results later. Keep records of which message versions, templates, and keywords perform best.

Run a simple weekly report that includes delivery rate, reply rate, and placements from replies. Track improvement over time, not just single-campaign spikes. As reply rates rise, you’ll see placement times shorten and fewer missed opportunities.

Candidate Segmentation and Availability Tracking

TextUs integrations with ATS systems make it easy to keep candidate availability current. Every time a recruiter logs an update or marks a candidate unavailable, that data flows into TextUs. Use this to avoid double contacting candidates already placed or inactive.

Create “availability confirmation” campaigns once a week. Example: “Hi {{first_name}}, can you confirm you’re available for assignments this week? Reply YES or NO.” When candidates respond, update your ATS automatically.

This keeps your database clean and improves compliance with opt-in policies.

This continuous feedback loop ensures you always know who is ready to work. It also helps maintain high trust with your candidate base by reducing unwanted messages.

Managing Replies in the Shared Inbox

When replies arrive, all messages appear in the shared inbox. The first recruiter to respond should assign ownership to themselves, ensuring each candidate talks to one consistent contact. Use templates for quick responses and personalize where needed.

If a candidate needs additional verification or documentation, forward the thread internally with notes for compliance or payroll. When a candidate goes silent, add them to a re-engagement sequence that sends a polite check-in after 24 hours.

Keep alerts active during working hours so no reply goes unanswered. Quick response times increase fill rates and maintain candidate satisfaction.

Tracking Results and Improving Performance

Monitor metrics daily for active campaigns. A delivery rate above 95% indicates healthy lists and compliance, while high reply rates show your message relevance. Compare A/B test outcomes to identify which tone or format works best.

Use click data to track interest in links or job PDFs. Export data as a CSV from TextUs and combine it with ATS reports to analyze the full candidate journey, from message to placement.

Example: After one week, the conversational message version achieved a 15% reply rate compared to 10% for the formal tone. Keeping that style increased fill speed by 18% in the following campaign.

Compliance and Deliverability for Staffing

Staffing messages must follow strict compliance rules due to the high message volume. Always send from registered 10DLC numbers so carriers verify your traffic as legitimate business communication. Keep opt-out handling enabled so STOP and UNSUBSCRIBE messages are processed automatically.

Include a simple line like “Reply STOP to opt out” in your first message to stay transparent. Avoid using emojis, excessive punctuation, or long URLs. Send during appropriate local hours to reduce spam flags and keep delivery rates high.

Weekly availability or job notifications are the best cadence for staffing. If you send attachments, use lightweight PDFs or images to maintain fast delivery. TextUs automatically handles attachments, so you can stay compliant while keeping communication visual.

FAQs About Texting Guide for Staffing

Can I attach documents or images to my texts?

Yes. TextUs supports PDFs, images, and GIFs in both campaigns and one-to-one messages. Staffing teams often use PDFs for job descriptions, onboarding forms, or shift schedules. Keep files small so they open easily on mobile.

Can I schedule recurring campaigns for job updates?

Yes. You can schedule campaigns to repeat daily, weekly, or monthly. Many staffing firms use this feature to send weekly job openings or daily shift reminders without manual effort.

How do Keywords and Sequences help recruiters?

When candidates reply with a keyword like APPLY or YES, TextUs automatically enrolls them into a sequence. This can send an instant confirmation and a reminder if no response follows. It eliminates manual follow-up for routine confirmations.

How does the Shared Inbox work for staffing teams?

The shared inbox keeps every conversation in one view, so recruiters can coordinate responses and hand off candidates easily. Assign ownership for each reply and use templates for fast, consistent responses. This helps maintain professional, timely communication.

What metrics should I track in staffing campaigns?

Focus on delivery, reply, and click rates. Export your data and align it with ATS placements to measure how many SMS replies lead to confirmed assignments. Tracking these numbers weekly shows real ROI on texting efforts.