Keeyora Onboarding SMS Integration: Two-Way Texting and Automation to Streamline New-Hire Handoff
Titus Juenemann •
January 9, 2025
TL;DR
Keeyora for Greenhouse Onboarding is a texting integration that embeds two-way SMS and automated sequences into your onboarding records—enabling unlimited texting, bulk scheduling, templates, mobile messaging, and compliance logging. Organizations from small businesses to enterprises gain measurable reductions in admin time, improved task completion rates, and fewer start-day issues. The guide explains how the integration works, who should adopt it, implementation steps, metrics to measure success, and operational best practices; together these capabilities streamline the handoff from hiring to productive employment. For teams also looking to speed up the hiring funnel, ZYTHR provides AI resume screening to reduce screening time and deliver more accurate candidate shortlists into Greenhouse and Keeyora-enabled workflows.
Keeyora for Greenhouse Onboarding is a purpose-built texting integration that connects SMS workflows directly into Greenhouse Onboarding records, enabling onboarding teams to message new hires reliably, at scale, and with audit-ready logs. The integration is designed to reduce manual outreach, accelerate task completion, and keep new hires engaged with scheduled messages, templates, and two-way conversation history stored within the onboarding platform. This article explains how the Keeyora integration works, who benefits most from adopting it, practical implementation steps, measurable outcomes to expect, and best practices for getting the most value from text-based onboarding communications.
At a glance, Keeyora adds a dedicated SMS channel to Greenhouse Onboarding with features such as unlimited texting, call forwarding, automated onboarding sequences, bulk-action scheduling, and mobile apps for on-the-go messaging. Built by former recruiters, the product focuses on ease-of-use, compliance (message logging and opt-out handling), and affordable subscription options for companies of all sizes.
Core features and what they deliver
- Unlimited texting & call forwarding Send and receive unlimited SMS and MMS to new hires from numbers tied to your onboarding workspace; forward calls to recruiters or HR when needed.
- Automated onboarding sequences Create scheduled message flows that trigger before day one, on the start date, and during the probation period to guide hires through paperwork and milestones.
- Bulk-action text scheduling Schedule messages to cohorts of hires to notify them of deadlines, group orientation sessions, or common tasks—reduces repetitive manual sends.
- Message templates and personalization Save reusable templates with tokens (name, start date, role) to keep messages consistent while personalizing at scale.
- Mobile apps Keep communication synchronous across devices so hiring teams can respond to candidate queries even when away from a desk.
- Compliance and audit logs Message history and consent records are stored in Greenhouse Onboarding, helping meet recordkeeping requirements and internal policies.
AI resume screener for Greenhouse
ZYTHR scores every applicant automatically and surfaces the strongest candidates based on your criteria.
- Automatically screens every inbound applicant.
- See clear scores and reasons for each candidate.
- Supports recruiter judgment instead of replacing it.
- Creates a shortlist so teams spend time where it matters.
| Name | Score | Stage |
|---|---|---|
| Oliver Elderberry |
9
|
Recruiter Screen |
| Isabella Honeydew |
8
|
Recruiter Screen |
| Cher Cherry |
7
|
Recruiter Screen |
| Sophia Date |
4
|
Not a fit |
| Emma Banana |
3
|
Not a fit |
| Liam Plum |
2
|
Not a fit |
Technically, the integration connects via Greenhouse’s integration points to map new-hire records to Keeyora phone numbers and conversation threads. That means two-way messages appear in the onboarding record and Keeyora captures timestamps, message content, and delivery status. For admins this reduces data entry and centralizes communication trails in one system of record.
Common onboarding use cases and Keeyora’s role
| Use case | How Keeyora helps |
|---|---|
| Pre-start paperwork reminders | Automated texts with links and reminders increase form completion before day one and reduce admin follow-ups. |
| First-day logistics | Send check-in messages, parking info, arrival times, and IT access instructions just-in-time on the start date. |
| Document collection (IDs, tax forms) | Bulk or templated messages request and track submissions, with message audit trails stored in onboarding records. |
| Group orientation coordination | Notify cohorts of schedule changes or virtual links via bulk scheduling to reach everyone simultaneously. |
| Rehire or contingent worker check-ins | Automated sequences ensure compliance checks and contract renewals occur with minimal manual oversight. |
Who should consider Keeyora for Greenhouse Onboarding
- Onboarding teams and HR operations Teams managing paperwork, IT provisioning, and first-day logistics that need a reliable, trackable messaging channel.
- Recruiters with high-volume hiring Recruiting teams that frequently convert candidates to hires and need fast, consistent follow-up for pre-employment steps.
- Companies with remote or distributed hires Organizations that rely on digital-first touchpoints to keep new hires informed regardless of time zone or location.
- Compliance-focused organizations Firms that require message logging, consent records, and auditable communication histories linked to onboarding files.
- Small businesses and enterprises alike Keeyora scales from startups to enterprises with flexible subscription pricing and no per-message caps.
The measurable benefits of integrating Keeyora with Greenhouse Onboarding include reduced admin hours, higher completion rates for onboarding tasks, and fewer no-shows on start dates. For example, organizations using scheduled SMS reminders commonly see document completion rates rise and average time-to-complete drop—translating into faster productivity ramp for new hires and fewer manual status checks for HR.
Common questions and clear answers
Q: How is candidate consent and opt-out handled?
A: Keeyora records opt-in/opt-out status and retains message logs with timestamps in Greenhouse Onboarding. Standard SMS opt-out keywords are recognized and escalated to the system to prevent further sends.
Q: Can I use templates with personalized tokens?
A: Yes. Templates support variables such as candidate name, start date, role, and other fields mapped from Greenhouse Onboarding to personalize messages automatically.
Q: Is there a limit to bulk sends or message volume?
A: Keeyora advertises unlimited texting; however, fair use policies apply and international message delivery may be subject to carrier limits. Discuss volume expectations with Keeyora support during onboarding.
Q: How long does implementation take?
A: Most customers complete setup within days—mapping fields, importing numbers, and configuring templates—though complex enterprise workflows may take longer with additional testing.
Implementation checklist for a smooth rollout
- Audit contact data Confirm phone numbers and consent flags in Greenhouse Onboarding before sending messages.
- Map data fields Align name, start date, role, and other variables so templates populate correctly.
- Create message templates and sequences Draft core templates (paperwork reminder, first-day check-in, IT access) and test tokens.
- Schedule a pilot Run a small-cohort pilot to verify deliverability and workflow logging before scaling.
- Train users and set governance Train recruiting and onboarding staff on templates, approved language, and escalation procedures.
- Monitor analytics and iterate Use post-deploy metrics to adjust timing, frequency, and message content for better outcomes.
Key metrics to track after deploying Keeyora
| Metric | What to measure / expected improvements |
|---|---|
| Form completion rate | Increase in percentage of pre-start documents completed on time after adding SMS reminders. |
| Time-to-complete tasks | Average hours/days to finish onboarding tasks; should trend downward with timely SMS prompts. |
| Start-date no-shows | Reduction in no-shows when new hires receive confirmations and day-of logistics via SMS. |
| Admin hours saved | Hours saved weekly on manual follow-ups and phone calls replaced by scheduled messages. |
| Response rate | Higher candidate response rates to time-sensitive queries compared to email. |
Best-practice message examples and timing: send a paperwork reminder 3–5 days before a start date, a quick ‘see you today’ message the morning of the first day, and a follow-up 3–7 days into employment to check for outstanding issues. Keep messages concise, include clear links or next steps, and use templates with personalized tokens to maintain a human tone at scale.
Troubleshooting and operational tips
Q: Messages not appearing in Greenhouse Onboarding?
A: Confirm API keys and field mappings, check for rate-limit errors in Keeyora logs, and verify that conversation threads are linked to the correct onboarding record.
Q: Poor deliverability or undelivered messages?
A: Verify phone number format and country codes, check carrier filtering for business messages, and review content for keywords that trigger filters.
Q: Handling international hires?
A: Confirm Keeyora supports SMS delivery to required regions and verify rates and local compliance requirements for international messaging.
Q: Recovering from accidental mass sends?
A: Stop sequences immediately, notify recipients with a clarifying message, and review governance controls (who can send bulk messages) to prevent recurrence.
ROI scenarios by company size (examples)
- Small company (1–100 employees) One HR generalist reduces manual follow-ups by several hours weekly using templates and automated sequences; faster hires and better candidate experience lead to quicker ramp-up.
- Mid-size company (101–1,000 employees) Onboarding teams see measurable reductions in time-to-productivity and task slippage for cohorts—bulk-sends and scheduled sequences reduce administrative headcount pressure.
- Enterprise (1,001+ employees) Large-scale deployments centralize audit trails for compliance, reduce vendor support tickets (IT provisioning), and increase throughput during high-volume hiring periods.
Keeyora for Greenhouse Onboarding offers a focused, practical way to bring SMS into your onboarding lifecycle: lower friction communications, auditable records, and automation that reduces repetitive work. For teams that prioritize speed, visibility, and reliable two-way communication during the critical pre- and post-start window, the integration delivers clear operational uplift while remaining budget-friendly and simple to implement.
Speed up hiring and reduce screening time with ZYTHR
While Keeyora streamlines onboarding communications, ZYTHR accelerates the front end of hiring — an AI resume-screening tool that saves time and improves review accuracy by shortlisting the best matches from your applicant pool. Try ZYTHR to cut screening hours, reduce manual bias in resume review, and hand over higher-quality candidates into Greenhouse and Keeyora-powered onboarding workflows.