Text Templates

The Text Templates page lets you create and manage reusable text messages for communicating with candidates during the hiring process.

Text templates help you:

• Save time

• Send consistent messages

• Respond quickly to candidates

• Send bulk messages to many applicants at once

Before You Can Send Text Messages

To use texting in HRGP, you must have a Twilio account set up.

HRGP uses Twilio to send and receive SMS text messages.

What This Means

• You need an active Twilio account

• You need at least one Twilio phone number

• Your Twilio account must be connected to HRGP

If Twilio is not set up, you can still create templates, but you will not be able to send text messages.

How to Get to Text Templates

1. Click TOOLS in the left menu

2. Click Text Templates

You will see a list of all text templates available to your company.

What You Can Do on This Page

From the Text Templates page, you can:

• Create new text templates

• Edit existing templates

• Copy templates

• Delete templates

• Search for templates by name

Search Text Templates

At the top of the page, there is a search box.

• Type part of a word or template name

• The list updates automatically as you type

• This helps you quickly find the template you need

Add a New Text Template

To create a new text template:

1. Click Add Template

2. Enter a Template Name

3. Write your message

4. Save the template

Your new template will appear in the list.

Template List

Each row in the template list shows:

• Template Name – The name used to identify the template

• Actions – Buttons to manage the template

Use clear names so you and your team know when to use each template.

Action Buttons

Each template includes action icons on the right side.

These actions may include:

• Edit – Change the message text

• Copy – Make a duplicate template

• Delete – Remove the template

Hover over an icon to see a tooltip explaining the action.

💡 Tip

Keywords allow you to send personalized messages to one or many candidates without manually editing each message.

Using Keywords in Text Templates

Text templates support keywords, which automatically fill in information when a message is sent. Keywords help personalize messages without typing the same details over and over. Keywords are especially useful when sending bulk messages, allowing each candidate to receive a personalized text.

HRGP supports two types of keywords: standard keywords and custom keywords.

Standard Keywords

Standard keywords are built-in and automatically pull information from HRGP.

Common examples include:

• Candidate first name

• Job title

• Company name

• Position applied for

These values are filled in automatically based on the candidate and job details.

Custom Keywords

Custom keywords give you more flexibility and control.

You can create custom keywords for any information you want, such as:

• Interview location

• Hiring manager name

• Pay range confirmation

• Next steps or instructions

When using a custom keyword, HRGP will prompt you to fill in the value before sending the message.

Custom keyword values can be provided in two ways:

• Typed in manually, or

• Selected from a drop-down list (when options are available)

This makes custom keywords useful for details that change from message to message or aren’t stored in HRGP by default.

Why Use Keywords?

Using keywords helps you:

• Personalize messages at scale

• Keep templates flexible and reusable

• Reduce errors from manual typing

• Send faster, more consistent communication

Keywords allow templates to stay simple while still feeling personalized for each candidate.

When to Use Text Templates

Text templates are great for:

• First contact messages

• Interview reminders

• Follow-ups after interviews

• Re-engaging past applicants

• Closing the loop with candidates

Best Practices

• Keep messages short and friendly

• Ask one clear question per message when possible

• Avoid sending long explanations by text

• Make sure your Twilio account is active before sending text messages.

• Review templates regularly to keep them up to date

Summary

Text Templates help you:

• Communicate with candidates faster

• Stay organized throughout the hiring process

• Improve the candidate experience

• Keep your hiring process moving efficiently

Important:

Texting in HRGP requires an active Twilio account connected to your HRGP system.