Strategic SMS in Staffing Agencies and HR: Less Miscommunication, Greater Operational Efficiency

The Context

A temporary staffing company with 10 years in the Spanish market manages more than 1,200 candidates every month. It also coordinates processes for over 80 client companies. Until recently, the HR department organized interviews, shifts, and onboarding notifications using phone calls, emails, and spreadsheets.

This model created several inefficiencies, delays in confirmations, and a lack of visibility for both candidates and managers.

The Challenge

Before adopting Labsmobile’s SMS platform, the company faced:

• Low response rates: Interview confirmations were below 48%, slowing down planning and requiring the team to make multiple calls and send emails to secure attendance.
• Long closing times: It took on average 4–5 days from scheduling to completing an interview, delaying the entire hiring process and onboarding.
• Administrative overload: The HR team spent up to 60% of their time on repetitive manual follow-ups, leaving little room for more strategic tasks.
• Poor shift coordination: Last-minute shift changes went unnoticed due to the lack of automated notifications, resulting in uncovered shifts and misalignment with client companies.

The Solution

After integrating Labsmobile’s SMS messaging into their CRM, several key automated workflows were enabled:

• Automated reminders for interviews and onboarding dates, sent 24 hours and 1 hour in advance to ensure candidates and managers always had up-to-date information.
• Instant confirmations via text responses (“1 = OK, 2 = Reschedule”), allowing the system to instantly record candidate availability without manual input.
• Shift alerts that immediately notify workers about new schedules or urgent changes, including a direct link to the management platform for reviewing and accepting updates.
• Segmented bulk job offers targeted to specific profiles, increasing the relevance of each message and significantly improving conversion rates.

Results

• A 96% read rate was achieved within the first five minutes of sending each SMS, ensuring messages were delivered and seen immediately.
• The average confirmation time for interviews dropped from five days to just eight hours, significantly speeding up the hiring process.
• Thanks to automated reminders, interview no-shows decreased by 40%, improving the efficiency of scheduled interview slots.
• The company achieved a 58% cost reduction in calls and manual follow-up tasks, freeing up budget and internal resources.
• On-time onboarding increased by 29% thanks to early shift notifications and instant confirmations.
• The HR team gained 43% more efficiency by eliminating repetitive tasks and focusing on strategic decisions.

Testimonial

“With Labsmobile, we’ve transformed our recruitment process. In just minutes, we confirm interviews, organize shifts, and send out offers. SMS is our go-to tool to ensure every candidate and client is always informed and engaged.”

—HR Manager

Conclusion

This case study demonstrates how digitizing communication through SMS can be a turning point in the daily operations of a staffing agency.

Adopting this channel not only improves coordination efficiency but also significantly reduces response times, absenteeism, and administrative burden, among many other benefits.

With a simple implementation and an API that easily integrates with your systems, SMS becomes a strategic tool for ensuring fast, professional, and effective communication with both candidates and clients.

Ready to optimize your recruitment and shift management processes?

Discover how SMS can transform your operations. Contact us and take the next step toward efficiency!