How a Fast-Growing HR Platform Saves 44,000+ Hours Annually with TextExpander

As a fast-growing HR platform serving thousands of businesses, this company relies on a 70-person recruiting team to find and hire top talent. The team shares a clear mission: deliver a consistent, human candidate experience that reflects the organization’s values throughout the hiring process. 

Every message, from the initial outreach to the final offer, should feel personal, aligned, and professional, no matter who sent it. But achieving that consistency was no small task for a large recruiting team managing hundreds of candidate interactions every month.

Scaling Recruiting Communication Without Sacrificing Personalization

The lead GTM recruiter and his team felt this pressure firsthand. To manage the high volume of communication, each recruiter built a personal library. “Historically, I would either save templates as Outlook signatures or use OneNote and just copy and paste templates over,” he explains.

This approach meant a carefully crafted offer letter saved in OneNote wouldn’t automatically carry over to Gmail or their applicant tracking system. Recruiters needed to context-switch, locate the right document, then manually customize candidate names, position titles, compensation figures, and start dates. 

And when language or policies changed, the updates didn’t propagate automatically across individual repositories. Naturally, each recruiter’s communication ended up differing slightly in tone or detail.

The problem compounded every time someone new joined the team. New recruiters were given overviews of the applicant tracking system, scheduling tools, and core workflows, plus links to shared docs and example emails, but from there, they were expected to build their own working library by copying and pasting from old messages, shared folders, and the knowledge base. 

Most new hires spent a good portion of their first week hunting down and saving must-have templates for outreach, scheduling, follow-ups, and rejections, and it typically took one to two weeks before they had a complete, reliable set they could reuse day to day. 

The biggest productivity drags were finding the “right” version of a template scattered across docs, email threads, and chat, then recreating and customizing it into their own repository—time that otherwise could have gone toward sourcing and running screens.

But the challenge wasn’t just operational. With top candidates juggling multiple offers, personalization can determine who accepts and who walks away, and the team needed a system that could scale without sacrificing that personal touch.

Centralized Templates That Work Everywhere Recruiters Type

TextExpander was introduced through a small, focused pilot rather than a one-time launch, starting with a single group that could test shared Snippets in real day-to-day work. After the pilot showed clear time savings and consistency gains, it was gradually expanded to additional groups, each with its own training sessions and curated Snippet libraries tailored to their workflows.

TextExpander replaced the company’s scattered systems with a centralized platform for creating, sharing, and maintaining recruiting communication. For the lead recruiter, that meant no more context-switching, hunting for the latest offer letter language, or wondering if his messaging matched what his teammates were sending.

The recruiting team built shared Snippets, starting with their highest-volume communication needs:

• Interview communications: Standard messaging for interview confirmation and follow-up conversations keeps candidate communication timely without requiring recruiters to draft from scratch each time.
• Candidate assessments: After candidate calls, recruiters expand Snippets that populate feedback templates with structured evaluation prompts.
• Offer letters: Recruiters type a shortcut that expands into a complete offer template with fill-in fields for candidate name, position title, compensation details, start date, and team information.
• Internal communications: Standardized search status updates covering pipeline progress, risks, and next steps keep stakeholders in the loop on recruiting activity.

These Snippets handle the basics, so recruiters can focus on personalizing details and tone for each candidate, ensuring messages feel intentional.

TextExpander integrates at the operating system level, so templates work seamlessly across Gmail, their ATS, and other tools. The lead recruiter manages internal access to these templates through group permissions, designating certain team members as editors who can modify shared content and others as viewers who can only expand Snippets. When language needs updating, any authorized editor can update a Snippet, and the change syncs immediately across the entire team.

As the team continues to grow, new recruiters experience the difference immediately. They download TextExpander, sign in, and access the team’s complete library from day one—no hunting for shared drives, requesting content from colleagues, or building personal repositories.

This centralized approach ensures every candidate receives the same high-quality communication regardless of which recruiter manages their process. The experience is consistent, accurate, and professional.

Expanding 3.8+ Million Snippets Annually

With TextExpander, this HR platform delivers what candidates need most: fast, consistent, personal communication throughout the hiring process. The recruiting team responds to candidates before they accept competing offers, maintains quality at scale, and strengthens the employer brand across every interaction.

The scale of adoption speaks for itself:

3.8M+

Snippets expanded annually

44,238

hours saved across the organization in 2025

85%

of recruiting team actively uses TextExpander

Looking ahead, the lead recruiter is especially interested in TextExpander’s AI capabilities—features that would help recruiters personalize messages even faster at scale. The team also continues identifying new workflows where templates could streamline recruiting communication.