What automated text replies do
When you set up automated text replies for candidates in ATS Mako, you build rules that send an SMS the moment something happens in your pipeline. The rules run in Automated Engagement Workflows, a rules engine that fires email, SMS and reminders on two kinds of triggers: a change in a candidate's status or sub-status, and interview events.
- Send a text the instant a candidate moves to a new status or sub-status.
- Send interview confirmations and reminders automatically off interview events.
- Schedule reminders the moment the trigger fires, for every candidate, every time.
- Layer automatic rules on top of your manual sequences, so recruiters keep the personal touch where it matters.
- Send every message under your brand. ATS Mako is white-label, so candidates only see the brand you put in front of them.
Replies from candidates thread onto that candidate's own record in one conversational inbox. There is no separate texting app to check.
Before you start
- Two-way texting should already be working for your team. If it is not, follow the guide to set up two-way texting for your recruiting team first.
- Capture prior consent from candidates before texting them. ATS Mako supports consent capture, but staying compliant remains your responsibility.
- Decide which pipeline moments deserve a text. Fewer, well-timed messages beat a text on every status change.
Create an automated reply and choose its trigger
- 1 Pick the trigger Choose whether the rule fires on a status or sub-status change, or on an interview event. Be specific. A rule tied to a sub-status only fires when a candidate lands on that exact sub-status.
- 2 Write the message Keep it short and tell the candidate what happens next. Use a reusable template if your team already has approved wording, so every recruiter and location sends the same on-brand text.
- 3 Set the timing Decide whether the text goes out immediately or as a scheduled reminder. Reminders schedule themselves once the trigger fires.
- 4 Turn the rule on Save and switch the rule on. You can adjust the trigger, edit the message, change the timing or switch the rule off at any time. Changes apply to every candidate the rule touches going forward.
Business hours and quiet hours
SMS automation in ATS Mako is built to respect quiet hours, so an automatic SMS response for recruiting does not land at a time candidates would not expect a text. If you need to confirm or change the quiet-hours window that applies to your account, contact support rather than guessing. Do not rely on quiet hours alone. Choose triggers that tend to fire during normal working time where you can.
Handling STOP, HELP and opt-out keywords
When a candidate replies STOP, ATS Mako handles the opt-out automatically the moment it is received. The candidate is marked opted-out and excluded from future automated SMS sends. No recruiter needs to update anything. This works the same for bulk sends and one-to-one messages.
Test before going live
- 1 Use a record you control Create a candidate record with your own mobile number, with consent captured.
- 2 Fire the trigger Move the test candidate into the status or sub-status the rule watches, or create the interview event it listens for.
- 3 Check the text and the thread Confirm the message arrives on your phone, reads correctly and carries your brand. Reply to it and confirm the reply threads onto the test candidate's record.
- 4 Test the opt-out Reply STOP from the test phone, then fire another trigger. The candidate should be marked opted-out and receive no further automated SMS.
Troubleshooting: replies that do not send
| Likely cause | What to check |
|---|---|
| The candidate opted out | Look for an opted-out mark on the record. Opted-out candidates are excluded from automated SMS. |
| The trigger never fired | Confirm the candidate actually moved to the exact status or sub-status the rule watches, or that the interview event was created. |
| The rule is switched off | Open the rule and confirm it is on. |
| The message was edited after the event | Edits apply going forward. Candidates who already passed the trigger will not get the new version. |
| Quiet hours | The automation respects quiet hours. A text triggered late may not go out right away. |
| No consent on file | Check that consent was captured for that candidate. |
How to confirm it worked
- The test text arrived on your phone with the right wording and branding.
- The sent message and any reply appear in the candidate's thread in the conversational inbox.
- After a STOP reply, the test candidate shows as opted-out and no further automated texts arrive.
When to contact support
- The trigger clearly fired, the candidate is not opted out, and still nothing sent.
- You need to confirm or change your quiet-hours window.
- You need specific handling for HELP or other keywords.
- Replies are not threading onto the candidate record.
For the bigger picture on texting candidates, see how conversational SMS and automations fit together in ATS Mako.
See automated texting in action
Book a walkthrough of status-triggered SMS, opt-out handling and the conversational inbox under your own brand.