Texting Guide for Campaign Management

Campaign management succeeds when messages are targeted, consistent, and easy to act on. Teams need a repeatable way to plan, launch, and evaluate SMS so results improve over time. TextUs can help you coordinate audiences, content, timing, and follow-up inside one workflow.

How TextUs Fits Campaign Management Workflows

TextUs Campaigns can reach specific segments from your CRM, ATS, or data warehouse with concise prompts tied to one clear action. You can attach PDFs or images like one-pagers, checklists, or event flyers so people can see essential details in the thread.

Keywords such as INFO, DEMO, CONFIRM, or HELP can route replies into Sequences that acknowledge intent and can send links automatically.

Replies can appear in the Shared Inbox, where marketing, sales, and operations can assign owners and respond with templates. Integrations can sync contacts and conversation logs to your system of record, so outcomes are traceable.

Inside TextUs, you can see deliveries, replies, and clicks, and you can export CSVs to connect messaging with pipeline, attendance, or revenue.

What to Set Up First

Connect your CRM or source-of-truth so lists and attributes can sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Align teams on brand voice, quiet hours, and which attachments you can send.

Create templates for your core motions: new lead outreach, nurture, event promotion, appointment reminders, and post-event follow-up. Define Shared Inbox coverage by region and hours so replies can get quick attention. Build base segments such as New Leads Last 7 Days, Trials In Progress, Renewals in 30 Days, and Event Registrants.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “New Leads Last 7 Days.” This can make sure your message reaches people most likely to respond.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, want a quick look at how [Product] solves [Outcome]? Reply DEMO and I can text a booking link.”
3. Attach media: Add a PDF or image when helpful, such as a one-pager, schedule, or map. Attachments can help people decide without leaving the thread.
4. Set up an A/B test: Create a second version that changes one element, like the opener or call to action. You can compare reply or click rates and keep the winner.
5. Schedule your campaign: Choose a local business-hour send time for each region. You can set recurrence for weekly nurture, event drips, or renewal reminders.
6. Create a keyword: Add a keyword such as DEMO, INFO, or CONFIRM and reference it in your message. When someone replies with that word, TextUs can recognize it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the link or confirmation. Step 2: Follow up after 24 to 48 hours if there is no response.”
8. Send and monitor: Launch your campaign, watch replies and exceptions, and route high-priority conversations to owners in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the reply. Here is your link: [short URL]. Text HELP if you want a one-page overview first.”
• Step 2 (reminder): “Checking in on [Outcome]. The link is here: [short URL]. I can text a quick PDF if easier.”

Segmentation and Personalization Strategy

Segment by lifecycle, intent, and recency so each send can drive one action. Useful dimensions include lead source, stage, renewal window, geography, and product interest. Exclude recent opt-outs, recent completers, and duplicates to protect deliverability.

Personalize lightly with first name and one context field such as product, date, or location. Example: “Hi {{first_name}}, spots are open for the [Date] session. Reply RSVP for details.” Set fallbacks for missing fields so no message looks broken.

Refresh high-velocity segments hourly for events and reminders, and daily for nurture or renewals. Clean segments can raise reply rates and reduce manual triage.

Template Library for Campaign Management Scenarios

Maintain a compact, approved library your team can send without rewriting. Keep one goal per message and one clear action.

• “Hi {{first_name}}, saw your interest in [Product]. Want a 10-minute overview? Reply DEMO.”
• “Reminder: [Event] on [Date] at [Time]. Reply RSVP for the details link.”
• “Your [Plan] renews on [Date]. Reply RENEW to confirm or INFO for options.”
• “Quick tip for [Feature]. Reply GUIDE for a one-page setup card.”
• “We have a limited offer this week. Reply OFFER to see details.”

Review the template performance monthly with compliance. Update phrasing, retire low performers, and track which tones can lift replies. Keep attachments small so they can open quickly on mobile.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs each week. Join that data with CRM outcomes such as meetings booked, opportunities created, event attendance, renewals, or payments. Preserve campaign name, segment, keyword, variant, and send time so you can run cohort analysis.

Track reply-to-outcome rates by segment and motion. Examples include reply-to-meeting for lead gen, reply-to-attendance for events, and reply-to-renewal for retention. Include attachment and link usage to see whether one-pagers, maps, or schedules can move conversion.

Publish a one-page summary that shows delivery rate, reply rate, outcome rate, and the top-performing opener and send window. Short insights can help teams copy what works.

Calendar Planning, Cadence, and Offer Design

Create an SMS calendar that maps to launches, events, and renewal waves. Each week can include one primary send per audience and a narrow follow-up to non-responders. Stagger sends by region, so local hours are respected.

Cadence should fit the program. Nurture can run weekly, events can use a 7-day and 24-hour reminder, and retention can concentrate in a 30-day window. Caps can limit any contact to a set number of texts per week.

Offer design should highlight value first, then details. A benefit-led opener plus a simple keyword can reduce friction. Time-bound offers can help, but you should reserve them for moments where intent is present.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox for visibility across marketing, sales, and success. The first responder assigns the thread to themselves so the contact has one owner. Templates can standardize answers while one personal line can keep the tone human.

Use tags like Demo, Event, Renewal, Support, and Offer to organize threads. Add a short note before forwarding to another team so context can travel with the conversation. If someone goes quiet, you can move them into a brief re-engagement Sequence that offers one clear option.

Keep notifications on during campaign hours. Fast replies can raise conversion and prevent duplicate outreach.

Tracking Results and Improving Performance

Check delivery and replies a few hours after each send. Delivery below 95 percent can signal list hygiene or registration issues that you should fix before the next batch. Compare A and B variants weekly and standardize on the stronger performer.

If your text included a link or attachment, review clicks as a readiness signal. Export CSVs and reconcile with downstream metrics like meetings, attendance, revenue, or renewals to prove impact. Small changes to opener length, CTA clarity, and send time can lift reply rate by 15% in early cycles.

Tune cadence by program and season. Event pushes can be dense near show dates, while nurture can stay light. Keep tests small and ongoing so learning can compound.

Compliance and Deliverability for Campaign Management

Use registered 10DLC numbers for all campaign traffic. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a short line in the first message, such as “Reply STOP to opt out.”

Avoid spam triggers by limiting links, punctuation, and all caps. Do not include sensitive personal or payment data in SMS. Use secure links for portals, payments, bookings, and uploads.

Keep attachments relevant and lightweight so files can open quickly on mobile. Send during local business hours and respect frequency caps so messages can feel helpful.

FAQs About Texting Guide for Campaign Management

Can I attach PDFs or images to my campaign texts?

Yes. TextUs supports PDFs, images, and GIFs in both campaigns and one-to-one conversations. Many teams attach one-pagers, maps, or schedules so contacts can act without opening an email.

Can I automate follow-ups based on replies?

Yes. You can connect Keywords and Sequences to handle common intents. A reply with DEMO, INFO, or RSVP can trigger the correct link immediately and a reminder later if needed.

How do A/B tests work inside TextUs Campaigns?

You can create a second version that changes a single variable, such as opener or CTA. TextUs can track replies and clicks so you can keep the stronger version for the next send.

How does the Shared Inbox improve team coordination?

All replies appear in one shared view so marketing, sales, and success can assign owners and respond with templates. Notes and tags can keep handoffs clear and prevent duplicate outreach.

What metrics should I track to prove campaign ROI?

Start with delivery, reply, and click rates in TextUs. Export CSVs and match to CRM outcomes like meetings booked, pipeline created, attendance, or renewals. Weekly summaries can show which segments and messages can perform best.