Texting Guide for Talent Acquisition Specialists

Talent acquisition specialists depend on fast, clear communication to move candidates through the hiring process smoothly. TextUs helps you manage outreach, scheduling, and follow-ups efficiently, keeping every interaction personal, professional, and tracked in your ATS.

How TextUs Fits Talent Acquisition Workflows

TextUs Campaigns let you reach candidates at any hiring stage with precise, timely messages. You can attach PDFs or images, such as role briefs, benefits overviews, or interview prep guides, to provide context instantly.

Keywords like APPLY, CONFIRM, or HELP can automatically route replies into Sequences that send scheduling links or reminders without manual effort.

All replies appear in the Shared Inbox so recruiting teams can collaborate seamlessly. Integrations sync every conversation and timestamp back to your ATS, giving full visibility into outreach and candidate progress.

What to Set Up First

Connect your ATS so candidates, roles, and stages sync automatically. Register 10DLC numbers and confirm that opt-out handling is enabled to process STOP and UNSUBSCRIBE correctly.

Define key segments such as “New Applicants,” “Pre-Screen,” “Interviewing,” and “Offer Stage.” Create templates for initial outreach, confirmations, reminders, and reschedules. Assign Shared Inbox coverage by recruiter or time zone to ensure timely responses.

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 “Interviewing.” This can make sure your message matches the candidate’s stage.
2. Write your message: Keep it short and clear. Example: “Hi {{first_name}}, thanks for interviewing for [Role] at [Company]. Ready to confirm your next step? Reply CONFIRM and I’ll send the link.”
3. Attach media: Include a job summary, interview prep PDF, or benefits overview when helpful. Attachments help candidates prepare faster.
4. Set up an A/B test: Try two versions of your message (one conversational, one formal) and compare reply rates.
5. Schedule your campaign: Send messages during candidate business hours. For reminders, schedule one the day before and one the morning of the interview.
6. Create a keyword: Add a keyword like CONFIRM, APPLY, or HELP and include it in your message. TextUs will recognize replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Send the confirmation link. Step 2: Follow up 24 hours later if there’s no response.”
8. Send and monitor: Launch your campaign, track responses, and assign conversation owners in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}! Here’s your confirmation link: [short URL].”
• Step 2 (reminder): “Hi {{first_name}}, just checking in—did you confirm your interview for [Role]? Reply HELP if you need assistance.”

Segmentation and Personalization Strategy

Segment candidates by stage, role, or location to deliver precise messages. Lists like “Tech Roles,” “Sales Roles,” or “Final Interview Candidates” can keep communication targeted. Exclude filled or inactive roles to protect deliverability.

Personalize with first name and job title. Example: “Hi {{first_name}}, we’d love to move you forward for the [Role] position. Are you available for a quick call tomorrow?” Use fallback text to maintain message flow if data is missing.

Refresh segments daily so you’re always reaching active candidates. Clean data helps maintain trust and response rates.

Template Library for Talent Acquisition Scenarios

Keep a short library of messages that match your recurring actions. One purpose per message, one clear next step.

• “Hi {{first_name}}, thanks for applying for [Role]. Want to schedule a quick call? Reply SCHEDULE.”
• “Reminder: your interview for [Role] is tomorrow at [Time]. Need directions or the video link? Reply HELP.”
• “We’d like to move forward with your application. Can you confirm availability for a final round? Reply YES.”
• “Hi {{first_name}}, we missed you today. Want to reschedule your interview? Reply TIMES and I’ll send options.”
• “Your offer package is ready. Want me to text the details? Reply OFFER.”

Review the template performance monthly with compliance. Retire old versions, keep tone friendly, and limit attachments to under 1 MB.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine with ATS data like interviews booked, offers sent, and hires made. Keep campaign names, keywords, and send times consistent for clear attribution.

Track reply rate, time-to-schedule, and interview completion by segment. Compare opener and timing variations to learn what works best. Share weekly summaries showing delivery, reply, and scheduling performance.

Candidate Experience and Follow-Up Strategy

Use TextUs to make the candidate experience smooth. Confirm details, share helpful resources, and send reminders without overwhelming the inbox. For example, send a same-day message after an interview to thank candidates and share next steps.

Keep tone conversational and personal. Avoid long blocks of text; each message should prompt one simple action. If a candidate stops replying, move them to a slower sequence that checks back after a few days.

Use short templates for outreach, prep, and status updates. Example: “Hi {{first_name}}, wanted to share an update on your [Role] application. Expect feedback by [Date].”

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox, where recruiters, coordinators, and hiring managers can collaborate. The first responder assigns themselves as the owner to maintain consistency. Templates help standardize common replies, while short personal notes build rapport.

Use tags like Apply, Schedule, Interview, Reschedule, and Offer to stay organized. Add notes before forwarding threads to hiring managers or HR. Keep notifications active during business hours to respond quickly.

Compliance and Deliverability for Talent Acquisition Specialists

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 such as “Reply STOP to opt out.”

Avoid multiple links, excessive punctuation, or all caps. Send messages during business hours and keep attachments relevant. Respect frequency limits to maintain a professional tone and candidate trust.

FAQs About Texting Guide for Talent Acquisition Specialists

Can I attach interview prep or job details to texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Recruiters often attach job briefs or prep checklists so candidates can review quickly.

Can I automate interview confirmations and reminders?

Yes. You can link keywords like CONFIRM or SCHEDULE to Sequences that send follow-up messages automatically.

How does TextUs integrate with my ATS?

TextUs integrates with major ATS platforms, logging conversations, timestamps, and updates automatically so your data stays accurate.

How does the Shared Inbox help talent teams?

It lets multiple recruiters manage replies in one view, assign ownership, and leave notes. This keeps outreach organized and avoids overlap.

What metrics should I track to improve hiring outcomes?

Track delivery rate, reply rate, time-to-schedule, and interviews completed. Export TextUs data and compare against ATS reports to refine your messaging strategy.