Sending and Receiving Text Messages

Top Echelon Recruiting Software’s text messaging service allows you to subscribe to a dedicated phone number (or multiple) to send text messages to candidates and/or contacts through the software. The outgoing messages are logged as Activities to the corresponding record, and when your dedicated number receives any reply texts, the incoming message will be logged to Top Echelon Recruiting Software as well.

Text messages can be sent on an individual basis to any mobile phone number on a Datasheet, or from a list. The phone number must be designated as a “mobile” phone type in order for the text option to appear.

Please note that you must have an active subscription with text messages available to send them through Top Echelon Recruiting Software.

Sending a text message from a Datasheet

• Navigate to the corresponding record and locate the Contact Information card
• Any number with the type of mobile should have a text icon displayed to the right
• Click the text icon to the right of the appropriate number

• In the Send Text Message window, select the appropriate From phone number
  • Your options here will be based on your current active subscription(s) and your permission to send text messages as other users
• Add any additional Related Records that you’d like the Activity to be logged to
  • The recipient will not see the Related Record information
• Select a Template, if desired
• Select the appropriate Activity Type if necessary
  • This should always default to Text Message Outgoing
• Select any desired Merge Fields to pull personalized data into the message automatically
• Enter your Message (1,000 character limit)
• Click the Send button when you’re ready to send your text message

• Once complete, the text will be documented as a Completed Activity in the corresponding card on the Person’s Datasheet, and any Related Record if applicable

Sending a text message from a list

• Navigate to a list of search results, a Pipeline, or a People Hotlist
• Locate the Contact Information column
  • If you do not see that column displayed in your list, you may need to add it through the View Preferences icon in the top right corner of the list
• Any number with the type of mobile should have a text icon displayed to the right
• Click the text icon to the right of the appropriate number

• In the Send Text Message window, select the appropriate From phone number
  • Your options here will be based on your current active subscription(s) and your permission to send texts as other users
• Add any additional Related Records that you’d like the Activity to be logged to
  • The recipient will not see the Related Record information
• Select a Template, if desired
• Select the appropriate Activity Type if necessary
  • This should always default to Text Message Outgoing
• Select any desired Merge Fields to pull personalized data into the message automatically
• Enter your Message (1,000 character limit)
• Click the Send button when you’re ready to send your text message

• Once complete, the text will be documented as a Completed Activity in the corresponding card on the Person’s Datasheet, and any Related Record if applicable

If the contact chooses to respond

• The user associated with the selected phone number will see a new notification in the top right corner of Top Echelon Recruiting Software

• The incoming text will also be logged as a Completed Activity on the corresponding Person’s record

• If you’d like to receive an email notification for incoming messages as well, you can select that option on the Manage Notifications page within your account settings

Keywords

SMS Keywords are unique terms that people can send to a textable phone to opt in or out of a text subscriber list or request access to information. Top Echelon Software supports three keywords. All keywords are case-insensitive and will thus be recognized regardless of capitalization.

Opting Out- A recipient replying with any of the following keywords at any time will opt them out of receiving messages from you. Their number will be automatically marked as "Do Not Text". They must manually opt back in to receive further text messages from you at that number.

• STOP
• OPTOUT
• OPT OUT

Opting In- A recipient replying with any of the following keywords will automatically opt them in to receiving messages from you. This option is included when reaching out to a candidate for the first time to allow them to consent to receive further communication.

• YES
• START
• OPTIN
• OPT IN
• UNSTOP

HELP - A recipient replying with HELP will prompt the system to send a notification to your agency, allowing you to follow up and assist them.