TextUs for Greenhouse: Two-Way SMS Recruiting Integration Guide

TextUs integrates two-way SMS and scalable texting campaigns directly with Greenhouse so recruiting teams can reach candidates faster, reduce scheduling friction, and keep all candidate activity in the ATS. Candidate records sync automatically, conversations are logged back to Greenhouse, and teams can use personalized campaigns, drip sequences, and templates without leaving the hiring workflow. This article explains what the TextUs–Greenhouse integration actually does, which recruiting teams gain the most from it, practical implementation and messaging best practices, and the measurable benefits to track so you can evaluate ROI and operational impact.

Core capabilities: send two-way texts from candidate profiles, launch personalized text campaigns to segmented lists, run automated drips for screening and scheduling, auto-sync candidate metadata (job ID, status), and log full conversation transcripts back to Greenhouse. These capabilities remove delays from email-only outreach and improve visibility across hiring teams by keeping communications tied to ATS records.

Key benefits at a glance

• Faster candidate response times Text messages typically get replies within minutes—accelerating scheduling and screening compared with email outreach.
• Higher engagement at scale Personalized campaigns and drips let teams reach large candidate pools while preserving message relevance and tracking.
• Single source of truth Conversations and candidate metadata sync to Greenhouse so interviewers and hiring managers see the same context.
• Reduced time-to-fill Improved response rates and faster scheduling translate directly to fewer days open for roles, particularly high-volume and hourly positions.
• Operational consistency Templates, macros, and logging ensure compliance with communication policies and consistent messaging across recruiters.

How TextUs maps to hiring workflows

Who benefits most: high-volume hourly hiring (retail, hospitality, contact centers), staffing and RPO teams that must move many candidates quickly, enterprise recruiting teams coordinating multiple interviewers, and sourcers running outreach campaigns. Small teams with limited recruiter bandwidth also gain disproportionate efficiency when they add texting to their Greenhouse workflows.

Setup & implementation checklist

• Confirm permissions and API access Ensure Greenhouse admin access to enable the integration and generate API keys; designate an owner for implementation.
• Provision phone numbers Decide on local vs. toll-free numbers, porting existing numbers, and sender identity policies per region.
• Map candidate fields Verify which fields (job ID, status, email, phone) will sync and update templates/macros to use correct tokens.
• Create templates and macros Build reusable templates for common tasks (sourcing, scheduling, reminders) and standardize macros for personalization.
• Train users & define workflow Train recruiters on message etiquette, logging expectations, and escalation paths; document when to switch from text to email/phone.
• Test logging and campaigns Run pilot campaigns, verify conversation logging to Greenhouse, and adjust cadence and templates based on early metrics.

Messaging best practices: keep initial outreach concise, include the role and company in the first line, use a clear call-to-action, and add an opt-out or reply option to comply with carrier rules. Schedule sends within local business hours, personalize with candidate data (job ID, first name), and follow a predictable cadence—one outreach, one reminder, then a longer wait before re-engaging.

Sample KPI metrics and suggested benchmarks

Common pitfalls and how to avoid them

• Over-messaging Pitfall: sending too many messages reduces trust and opt-ins. Fix: set cadence limits, segment lists, and respect opt-out signals.
• Poor personalization Pitfall: generic templates lead to low replies. Fix: use tokens for job ID and recruiter name and keep messages role-specific.
• Incomplete logging Pitfall: conversations not appearing in Greenhouse cause disconnects. Fix: test logging during setup and include process checks in recruiter training.
• Ignoring compliance Pitfall: violating carrier or regional messaging rules. Fix: include opt-out language, track consent where required, and consult TextUs privacy and support docs.

Technical & security FAQs

Quick ROI example: a contact center recruiter fills 10 roles per month. Baseline time-to-fill is 30 days and each role costs $1,500 in vacancy-related overhead. If TextUs reduces time-to-fill by 20% (6 days), the monthly savings are equivalent to 10 roles × $1,500 × 20% = $3,000. Factor in recruiter time saved on outreach (automations reducing manual outreach by 10–15 hours/month) and the net benefit typically outweighs subscription costs for mid-to-high volume hiring teams.

Tactics to scale high-volume texting campaigns

• Segment by role and intent Separate active applicants from sourced prospects and tailor cadence and message content accordingly.
• Use dynamic tokens Inject job title, hiring manager, and interview slots to increase relevance without manual editing.
• Automate reminders Set event-driven drips for interview confirmations, prep materials, and offer deadlines to reduce back-and-forth.
• A/B test subject lines and CTAs Run small tests to refine opening lines, time-of-day, and reminder frequency for best response rates.
• Stagger sends by time zone and capacity Avoid overloading recruiters and respect candidate local hours by scheduling regional sends.

Integration limitations and alternatives: TextUs for Greenhouse focuses on North American markets and English-language workflows; if you need multilingual support, international carrier guarantees, or specialized compliance for other regions, verify coverage with your TextUs rep. Alternatives include native ATS emailing, standalone SMS vendors, or omnichannel platforms — but tying messaging directly into Greenhouse usually preserves the cleanest audit trail and candidate context.

Decision checklist: Is this integration right for your team?