Messaging Applicants with Team Engine

Unfortunately, calling just doesn't work as well as it used to for contacting applicants. Due to the ease of sending text messages and the universal annoyance of robocalls, no one answers their phones anymore. Calling may not be effective, but texting is ubiquitous and effective. In fact, almost every text is read three seconds after being delivered. For most job seekers, corresponding over email is expected, and are more than happy to check their inbox. By combining text with email, Team Engine provides a comprehensive method for communication.


The All-In-One communication platform lets our users easily call, text, and email all in the same place. Every conversation, either on the phone or computer, will be viewable in the same view and in chronological order. 

Messages Tab Layout

Messages are split up into two different categories: Unread and Read messages.

  • Unread: All texts and emails that are waiting for a response from you.
  • All messages: All the other messages. 

Keeping up on unread messages and initial outreach will keep applicants engaged and help you get people in the door.

On the messages tab, you'll see a layout similar to that on your phone. However, instead of just a "send" button, you can choose what medium to send your note through - email or text. If by text, the message will come from a local number unique to that job. For, email the sender will be you or whichever user sent the message.

Just like you have seen on your phone, outgoing messages appear on the right-hand side of the screen, while incoming messages from applicants are on the left. In Team Engine, color indicates what type of message you are looking at. An orange message is sent by Team Engine automatically, while individual messages from an employer are blue. Any messages from a candidate will be gray. 

Sending Notifications to Your Phone

To receive real-time notifications when candidates respond, go to the Hiring Process tab for that job. Once there, you can also input a number that calls are routed to and message notifications are sent to. Once message notifications are on, you'll get an email with the message and a link to log in and text back. 

Best Practices: Email VS Text

Texting is a great way to reach candidates where they are. Team Engine texts applicants by default if they've asked to receive texts in the application. If not, they are emailed. Texting is a great way to reach candidates quickly because they are read quickly and allow quick back and forths.

Previously, if an employer started a conversation over text that evolved into an email chain, there would be no way to see a full overview of the conversation. With our All-In-One platform, both text messages and emails will appear in the messages tab. Everyone on your team will be able to view and respond to any conversation, giving you extra capacity and avoiding confusion. 

Similarly, all you need to do to switch from text to email is hit the button at the bottom of the screen, giving you a simple method to choose the way you wish to communicate with applicants.

Adding saved messages

Additionally, based on the stage the customer is in, you'll see a pre-written set of messages below that you can quickly choose to start with by clicking the Use button. 

Each and every message can be customized to fit the job you are hiring for. If you have specific questions you ask consistently, you can add them as a saved message to reduce the time you spend responding to candidates. With any text, it is better to not include a link in the body. Oftentimes, people prefer to edit their applications or resumes from the computer, so sending a link through email is a much safer bet.

Responding to Messages in Your Email

By default, you'll receive email notifications for emails and texts from candidates. You can adjust these on the Hiring Process tab. With the incoming messages, you can respond to them and the candidate will get your response, no matter if you are responding to a text or email. 

Messaging Best Practices

There are a few, simple rules you can follow to improve your messages and raise the response rate.

  • Personalize your messages: It doesn't have to be a lot, but introducing yourself and using the applicant's name will go far.
  • Get the applicant on your side: Be clever, engaging, and brief, only provide information that really matters.
  • Respond quickly when you can: The faster you can get someone through the process, the more likely you will be successful in hiring.
  • Figure out what the purpose of the message is: Do you need them to answer a question or do something for you? End on a call to action.

What Now?

Messaging is valuable because it allows employers to reach out to applicants in new ways that significantly improve response time. Texting applicants has already proven itself to be incredibly efficient at getting responses from candidates. Now that you know the ins and outs of messaging with Team Engine, start engaging with applicants so you can start filling roles.

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