Recruitment System

SMS Recruitment System Complete Guide

AI-powered SMS recruitment. Replace 125 cold calls/day with automated outreach. 4x more qualified leads in 1/8th the time.

Monthly Cost: $107 Setup Time: 4 weeks Scout Time: 1-2 hrs/day
1

What This System Does

❌ OLD WAY (Manual)

  • Scout makes 125 cold calls/day
  • Asks 15 qualification questions each call
  • Most people don't answer (5-10% hit rate)
  • Takes 8-10 hours/day
  • Gets 10-15 qualified leads/week

✅ NEW WAY (AI-Powered SMS)

  • AI sends 500+ SMS/day automatically
  • AI asks 3 qualification questions via text
  • People reply when convenient (30-40% response)
  • Scout only calls qualified leads
  • Takes 1-2 hours/day
  • Gets 35-40 qualified leads/week (4x more)
✅
Bottom Line

4x more qualified leads in 1/8th the time. Scouts focus on booking meetings, not dialing 125 numbers.

2

Who Uses It

Farouk (BCO Manager)

What Farouk Does:

  • Triggers city blasts when buildings become available
  • Monitors team performance via daily reports
  • Reviews qualified leads in HubSpot
  • Assigns tasks to Scouts

Time Commitment: 15 minutes/day (was 2-3 hours)

Scouts (Erika, Victor, etc.)

What Scouts Do:

  • Check HubSpot Tasks every morning (10 min)
  • Call qualified leads only (10-15 calls/day, not 125)
  • Book intro meetings
  • Handle edge-case SMS replies (rare)

Time Commitment: 1-2 hours/day (was 8-10 hours)

3

Cost Breakdown

Program Monthly Cost What It Does
Twilio $89 Sends/receives SMS messages
Make.com $18 Automation platform (connects HubSpot + Twilio)
HubSpot $0 CRM (already have it)
TOTAL: $107/month
💡
Compare to Manual

$107/month for unlimited outreach vs. 1 full-time scout at $2000-3000/month doing cold calls.

1

Twilio (SMS Provider)

What It Does: Sends and receives text messages

Cost: $89/month (includes phone number + 2,500 SMS/month)

Login: https://www.twilio.com

Who Sets It Up: You (with Soloknox's help)

2

HubSpot (CRM)

What It Does:

  • Stores all contact records
  • Logs every SMS conversation
  • Creates tasks for Scouts
  • Tracks deals and pipeline

Cost: $0 (you already pay for it)

Login: https://app.hubspot.com

3

Make.com (Automation Platform)

What It Does:

  • Connects HubSpot + Twilio
  • Triggers SMS workflows automatically
  • Handles inbound/outbound message routing

Cost: $18/month (Pro plan)

Who Sets It Up: Soloknox

1

Fresh Contact Outreach (NEW Leads)

Triggered When: HubSpot creates a new building contact

What It Does:

  • Sends 5 SMS messages over 4 days
  • Each message offers value (building services, free quote, cleaning tips)
  • Stops immediately if contact replies

Message Sequence:

  1. Day 1 (Immediate): "Hi [Name], we provide janitorial services for [Building]. Would you like a free quote?"
  2. Day 2: "Quick question — how many cleaners do you currently have?"
  3. Day 3: "We can help with staffing shortages. Any interest?"
  4. Day 4: "Last check-in — still need help? Reply YES or NO."
  5. Day 5: Sequence stops (no further messages)
2

Cold Reactivation (OLD Leads)

Triggered When: Contact hasn't been messaged in 6+ months

What It Does:

  • Single message: "Still need janitorial help for [Building]?"
  • Gentle re-engagement (not pushy)
  • If no reply after 7 days, contact stays dormant
3

Inbound Reply Handler

Triggered When: Contact replies to any SMS

What It Does:

  • Creates a task for Scout to follow up (appears in HubSpot)
  • Stops all automation for that contact
  • Logs reply in HubSpot timeline
  • Notifies Farouk via Telegram
1

Setup Checklist

What You Need to Give Soloknox:

  • ✅ HubSpot login credentials (API key)
  • ✅ Twilio account access
  • ✅ Make.com account (Soloknox will create)
  • ✅ Farouk's Telegram ID (for notifications)
  • ✅ List of 10-20 test contacts (for initial testing)
2

Setup Timeline

Week Task Who
Week 1 Twilio account setup + phone number purchase You + Soloknox
Week 2 Make.com workflows built Soloknox
Week 3 Test with 10-20 contacts, fix bugs Soloknox
Week 4 Full launch with 500+ contacts You + Scouts
1

Scout Morning Routine (30-45 min)

  1. Check HubSpot for new SMS replies (automated task list)
  2. Call each reply back (5-10 calls/day avg)
  3. Update HubSpot after each call (deal stage, notes)
2

Scout Afternoon Routine (30-45 min)

  1. Add 50-100 new building contacts to HubSpot (from Google Maps scraping)
  2. System auto-sends first SMS within 5 minutes
  3. Review any replies that came in during the day
3

Farouk's Daily Check (15 min)

  • Review Telegram daily report (sent at 8am MT)
  • Check qualified leads in HubSpot (deal board)
  • Trigger city blasts if buildings become available
1

Common Issues

Issue: Contact replied but no task created

Fix: Check Make.com scenario logs. Contact Soloknox if automation failed.

Issue: SMS not sending

Fix: Check Twilio balance. If balance is low, top up account.

Issue: Getting SPAM complaints

Fix: Add opt-out language to every SMS: "Reply STOP to unsubscribe"

2

Who to Contact

For Workflow Issues: Contact Soloknox on Telegram

For HubSpot Issues: Contact Peter

For Twilio Billing: Login to Twilio dashboard