Texting Guide for Coordinators

Coordinators keep projects, people, and details on track. Short texts help you confirm tasks, align schedules, and share logistics without long email threads. TextUs gives you a simple workflow that connects every message to your systems.

How TextUs Fits Coordinator Workflows

TextUs Campaigns can reach any group that needs clear next steps, like project teams, vendors, or attendees. You can attach PDFs or images such as checklists, agendas, maps, and seating charts so people can act inside the thread.

Keywords like ACK, RSVP, or HELP can enroll contacts in Sequences that confirm receipt or route questions.

Replies appear in the Shared Inbox where coordinators, managers, and stakeholders can collaborate. Integrations can log every message to your CRM, HRIS, or project system. You can review deliveries, replies, and clicks, then export CSVs for audits and progress reporting.

What to Set Up First

Connect your CRM, HRIS, or project tool so lists for teams, vendors, and invitees sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically. Define segments such as Project Team, Speakers, Vendors, Facilities, and VIPs.

Create templates for confirmations, reminders, agenda links, and room or access details. Assign Shared Inbox coverage by shift or program so urgent replies reach a live owner. Align tone and approval paths with legal and leadership.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Project Team - Week 1 Tasks.” This can make sure your message reaches people who need to act.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, kickoff is tomorrow at 9 AM in Room 402. Want the agenda and deck link? Reply INFO and I’ll send it.”
3. Attach media: Add an agenda, room map, or vendor checklist when helpful. Attachments can reduce questions.
4. Set up an A/B test: Test two openers or CTAs. Keep the version with higher reply or acknowledgment rates.
5. Schedule your campaign: Send during local business hours. Schedule reminders 24 hours and 1 hour before time-sensitive items.
6. Create a keyword: Add a keyword such as ACK, RSVP, or INFO and reference it in your message. TextUs can capture and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the agenda or confirmation link. Step 2: Follow up after 24 hours if no response.”
8. Send and monitor: Launch your campaign, track replies in the Shared Inbox, and assign owners for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. Here is the agenda and room map: [short URL].”
• Step 2 (reminder): “Quick reminder for tomorrow at 9 AM in Room 402. Reply HELP if you need access details.”

Segmentation and Personalization Strategy

Segment by role, responsibility, and timing so each text drives one action. Useful lists include Speakers, AV Crew, Facilities, Vendors Onsite, and Attendees Confirmed. Exclude people who have already confirmed or completed the task.

Personalize with first name and one context field such as date, room, or deliverable. Example: “Hi {{first_name}}, your slides for [Session Name] are due by [Date]. Reply ACK when uploaded.” Use fallbacks so messages stay clean if a field is missing.

Refresh segments daily for active projects and events. Accurate lists can lift reply rate and reduce confusion.

Template Library for Coordinator Scenarios

Maintain a compact set that covers repeatable moments. One purpose per message and one clear action.

• “Hi {{first_name}}, kickoff is tomorrow at 9 AM. Want the agenda link? Reply INFO.”
  
  
• “Room change to 402 for today’s session. Reply ACK to confirm.”
  
  
• “Vendor arrival at 8 AM. Dock C is open. Reply READY when staged.”
  
  
• “Slides for [Session] are due by 3 PM. Reply DONE when uploaded.”
  
  
• “Attendee check-in opens at 8:30 AM. Want the QR code instructions? Reply PASS.”
  
  

Review the template performance monthly with compliance. Keep files under 1 MB and retire low performers.

Reporting and Attribution Workflow

Export deliveries, replies, clicks, and keyword activity from TextUs weekly. Join that data with CRM, HRIS, or project system outcomes such as attendance, task completion, and issue resolution time. Keep campaign name, segment, keyword, and send time consistent for analysis.

Track acknowledgment rate, time to acknowledgment, and completion rate by group. Compare opener and send-time variants to improve speed and clarity. Share a one-page summary with delivery rate, reply rate, completions, and the top-performing template.

Scheduling, Vendor, and Event Logistics

Use TextUs to coordinate rooms, equipment, and arrivals. Send a morning reminder with room, access, and agenda links. Ask for ACK so you have a timestamped record.

For vendors, include dock number, contact name, and PPE or badge rules. Ask the dock lead to reply READY so staging is confirmed. After service, request DONE and include the closeout form link.

For events, sequence messages across the lifecycle. Invite with RSVP, share the agenda link the day before, send access details one hour prior, and follow with a thank-you and feedback link. Keep each text focused on a single action.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so coordinators and stakeholders share context. The first responder assigns the thread to themselves so ownership is clear. Templates keep language consistent, while a short personal line keeps messages friendly.

Use tags like Agenda, Room, Vendor, Access, and AV to organize threads. Add notes before handing off to facilities, security, or AV so context travels. Keep notifications on during active windows like setup and start times.

Compliance and Deliverability for Coordinators

Use registered 10DLC numbers for all program messages. Keep opt-out handling on so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in your first message.

Avoid multiple links, heavy punctuation, or all caps. Send during local business hours and cap reminders to a sensible limit. Keep attachments relevant and lightweight so mobile users can open them quickly.

FAQs About Texting Guide for Coordinators

Can I attach agendas, maps, or checklists?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Coordinators often attach agendas, room maps, or vendor checklists to reduce questions.

Can I automate confirmations and reminders?

Yes. You can connect keywords like ACK, RSVP, or INFO to Sequences that send links and timed follow-ups. This saves manual chasing and improves on-time arrivals.

Can I include vendors and external partners?

Yes. You can create segments for partners or vendors and send access instructions or schedules. Keep messages concise and specific to dates and entry points.

How does the Shared Inbox help coordination across teams?

It centralizes replies so you can assign owners, tag threads, and add notes. This prevents duplicate outreach and speeds resolution during busy periods.

What should I measure to improve program execution?

Track delivery, reply, acknowledgment, and task completion rates. Export TextUs data and join it with attendance logs and project milestones to show impact.