Text Reminders

SMS for Human Resources

Text messaging for Human Resources enables you to quickly and effectively relay essential information in order to ensure that employees get your messages.

Human resources (HR) can refer to either the people employed by the firm or organization or the department that deals with all things related to employee management. For this article, we will refer to the department that manages the people inside an organization. Employee management includes recruitment, hiring, onboarding, training, promotion, payroll, layoffs, and more.

Furthermore, the human resources department ensures that all employee matters get addressed. For example, if colleagues or their managers are mistreating somebody, the HR department is where employees can submit a complaint. 

SMS is a versatile tool that can greatly streamline the onboarding process for new employees. With its fast, simple, and cost-effective nature, SMS can serve as a valuable means of internal communication. Even in situations where there is no internet connection, SMS messaging allows for seamless communication with multiple recipients. This can be particularly useful when confirming interviews or providing hiring details to job candidates, ensuring a smooth and efficient onboarding process.

It enables companies to create unlimited unique keywords for their business locations or employees. These keywords can be used to add contacts to a new list, making it effortless to categorize and manage communication with different branches or individuals. Businesses can easily distinguish and organize their contacts by assigning specific keywords to each location or employee, enhancing efficiency and customization.

Companies are empowered to provide essential support to interviewees before their scheduled interviews. From sharing dress code guidelines to suggesting questions to consider, SMS enables personalized communication that sets a positive tone for the onboarding experience. This level of individualized engagement ensures a smooth transition for new hires and enhances the overall candidate experience.

What SMS for HR?

SMS is a powerful tool for internal communication, offering speed, simplicity, and cost-effectiveness. Its immediacy ensures that critical information reaches employees quickly, allowing for timely responses and actions. To fully leverage the benefits of SMS, combining it with other communication channels, such as email or the company’s communication software is essential. This multi-channel approach ensures that messages are delivered through various mediums, increasing the likelihood of employees receiving and responding to them.

In times of sudden crises or events that may impact work schedules, a quick text message can be a vital means of keeping everyone informed and prepared. Organizations can promptly notify employees of any changes or disruptions to ensure that their workforce remains up-to-date and ready to tackle unexpected challenges.

Moreover, SMS can be an effective tool for engaging and managing large teams. By using text messages to communicate with employees, organizations can seek prompt responses to inquiries or address frequently asked questions on websites or applications. This fosters efficient communication and enables timely problem-solving.

However, handling internal SMS communication appropriately and complying with industry regulations is essential. Personal numbers should not be used for employee communication, and it is crucial to obtain employees’ consent before sending them text messages. Respecting privacy and maintaining appropriate boundaries is essential to foster a positive and compliant work environment.

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SMS Human Resources

Why should I use text for Human Resources?

Text message employee communications, or text marketing, offer a practical and turbulence-free approach to effectively communicating with your valued customers. The size of your customer base doesn’t matter; text messaging allows you to reach them all effortlessly. Similarly, your employees’ phones hold immense personal importance to them, serving as their primary means of connecting with family and friends. From the moment they wake up, their phones become an integral part of their daily routine. SMS employee communication software offers various additional features that can revolutionize your internal communication and enhance employee engagement. Through the power of SMS, businesses can enjoy instant and direct communication with their employees, ensuring seamless operations and a positive work environment.

One of the key advantages of SMS marketing is its remarkable effectiveness, boasting an impressive 98% open and response rate within the first three minutes. This unparalleled level of engagement makes text messaging the ideal solution for interacting with employees and conveying important information promptly.

With Cloud Contact AI, managing SMS messaging becomes effortless. This innovative tool provides an intuitive inbox, allowing you to engage in one-on-one conversations with your employees. Whether or not your employees are on the go, fast communication is essential, particularly when addressing health and safety concerns. SMS messaging enables the swift dissemination of critical information, ensuring a safe and productive workplace environment. Beyond its practicality, SMS is a powerful tool for employee recognition and motivation. Using text messages, you can quickly spread positivity by acknowledging your employees’ hard work and celebrating their well-deserved promotions. This personalized approach creates a sense of appreciation and boosts employee morale, fostering a thriving work culture.

In addition to these impactful features, SMS employee communication software provides a range of practical functionalities. The software allows for seamless organization by segmenting employees based on departments or teams, enabling targeted messaging to specific groups. Personalization is also a key aspect, as messages can include custom fields such as department names, emails, and birthdays, ensuring employees feel recognized and valued. Furthermore, the software offers link-tracking capabilities, enabling businesses to monitor click behavior and gather valuable insights. By using the built-in URL shortener, you can track who clicked on links, allowing for data-driven decision-making and tailored actions.

Sharing essential files and documents is made effortless, as SMS communication software enables the direct sending of rich media and PDFs through text messages. This feature simplifies the sharing of vital information among employees, encouraging collaboration and efficient workflows.

HR Texting

How you can use SMS in HR

Health and safety issues

When it comes to health and safety concerns, fast communication is a must – whether on the go or not. For instance, if an employee has had any interaction with someone infected with COVID-19, it’s vital to warn them.

Additionally, provide a link with detailed information about the virus and a form that you can use to track employee proximity when the virus was exposed in the workplace. Next, let them know when and if they can return to the office and quarantine procedures.

Important processes

A handy trick if you need to get individuals to comply with an established procedure is to send them a text to remind them of the changed or existing protocol. SMS will help boost visibility on the issue, especially if the process is brand new to your organization

Tips, tricks, and embedded links with more information will ensure that the entire staff is up-to-date with critical company protocols. In addition, a quick text is a great way to reinforce and encourage the consideration of existing processes in your organization, such as hand washing, kindness, teamwork, and more.

Celebratory messages

SMS is an excellent tool for spreading positivity throughout the workplace and acknowledging employees’ hard work and promotions. It creates a great opportunity to celebrate exceptional success, highlighting the notable efforts of individuals and emphasizing their importance to the team. By personalizing these messages, we can further enhance the impact and make employees feel indeed seen and appreciated.

Consider including the employee’s name in the messages. This simple gesture acknowledges their individuality and makes them feel like valued members of the organization. Additionally, utilizing custom fields in messages can take personalization to the next level. These custom fields can include department names, emails, birthdays, and more, allowing for a tailored approach that resonates with each employee on a deeper level.


Happy employees stick around and extend their excitement outside of the workplace in their day-to-day lives, making your brand stand out and resonate in the eyes of the public.

Send an SMS in minutes

You don’t need an API to send text messages; you can use Cloud Contact and skip all developer-geared API requirements. For example, on CCAI, all you need to do is create an account, upload contacts, and send messages – and best of all, it’s free and doesn’t require a credit card.

Text Templates for HR

Check out our pre-built templates before and pop them into any of your campaigns, or create your own and save them for the perfect time.


Hey, team! We now provide SMS support through this number. Shall you have any questions, feel free to text us back here!

➤ Send Now


Hi, Team! Great job this week! As a bonus for your hard work, feel free to take a paid day off this Friday to spend time with your friends and family!

➤ Send Now


Hello {Name}, here’s a link to the corporate office, where your first week’s training will be held. Have fun tomorrow! https://ccai.us/

➤ Send Now

COVID alert

Hello! Just to let you guys know, somebody on the team has tested positive for COVID-19. Please give us a call to determine if you were exposed so that we can coordinate accordingly.

➤ Send Now


Have any questions? Refer to the frequently asked questions below.

How much does it cost to send an SMS message?

Text messaging is one of the cheaper methods for customer communication. On Cloud Contact, it costs $2 per phone number per month and in addition, users can generate as many phone numbers as they need.

It costs users $.03 per outgoing and incoming text message. The cost to make a phone call on CCAI is $.02 per minute.

Messages are billed on a pay-as-you-go basis.

How often can I text my audience?

The last thing you want to do is annoy your customers. Some customers might get angry if you overload their inbox with messages; therefore, you should let your people know how often you intend to message them before sending them texts in regards to collections.

According to our experts, and from our own testing, we’ve found that you get the most engagement when you limit your text messages to about 1-2 times per month.

Get Started with HR Texting

1. Create an Account

Create an Account

2. Choose a number

Choose a Number

3. Upload Contacts

Upload Contacts

4. Reach debtors

Reach Employees