Texting Guide for Employee Communication

Employee communication works when messages are timely, clear, and easy to act on. Staff need quick updates, schedule clarity, and simple ways to respond. TextUs can unify your internal texting so HR, operations, and managers can coordinate without email overload.

How TextUs Fits Employee Communication Workflows

TextUs Campaigns can reach targeted employee groups from your HRIS or directory with short prompts tied to one action. You can attach PDFs or images like shift schedules, meeting agendas, policy one-pagers, or site maps so employees can see details instantly.

Keywords such as YES, ACK, HELP, or SWAP can route replies into Sequences that confirm receipt and can send next steps automatically.

Replies appear in the Shared Inbox, where HR and managers can assign owners and answer with templates. Integrations can sync conversations back to your HRIS or CRM so acknowledgments and exceptions can be tracked.

Inside TextUs, you can review deliveries, replies, and clicks, then export CSVs to measure read and response rates.

What to Set Up First

Connect your HRIS or directory so roles, sites, and groups can sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Align on message categories, quiet hours, and which attachments you can send.

Create templates for high-volume needs. Useful sets include all-hands invites, shift confirmations, safety notices, payroll reminders, and benefits enrollment tips. Define Shared Inbox coverage by region and hours so someone can respond quickly.

Build segments that map to your org chart and sites. Examples include Field Teams by Location, Corporate Staff, Night Shift, New Hires 0 to 30 Days, Managers, and Contract Workers. Focused lists can keep each first touch relevant.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your HRIS, such as “Field Team - Site A.” This can make sure your message reaches the right employees.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, safety briefing at [Location] today at [Time]. Reply YES to confirm or HELP for the map.”
3. Attach media: Add a PDF or image when helpful, such as the agenda, site map, or policy one-pager. Attachments can reduce questions and save time.
4. Set up an A/B test: Create a second version that changes one element, like the opener or call to action. Compare reply or acknowledgment rates and keep the winner.
5. Schedule your campaign: Send during working hours or 24 hours before events. You can set a recurrence for weekly shifts or monthly policy reminders.
6. Create a keyword: Add a keyword such as YES, ACK, or SWAP and reference it in your message. TextUs can recognize the reply 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 2 hours before the start if there is no response.”
8. Send and monitor: Launch your campaign, track replies, and handle exceptions quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming. Here is the agenda: [short URL].”
• Step 2 (reminder): “Briefing starts soon at [Location]. Reply HELP for directions or SWAP if you need coverage.”

Segmentation and Personalization Strategy

Segment by role, location, and timing so every text can drive one action. Useful dimensions include site, shift, department, union status, and training status. Exclude opt-outs and anyone who has already confirmed.

Personalize with first name and one context field like site or time. Example: “Hi {{first_name}}, your shift at [Site] starts at [Time]. Reply YES to confirm.” Set fallbacks for missing fields so no message looks broken.

Refresh segments daily for routine updates and hourly during events, outages, or weather changes. Clean segments can protect deliverability and reduce duplicate sends.

Template Library for Employee Communication Scenarios

Keep a small, approved library your team can send without rewriting. Each message should push one clear action.

• “Hi {{first_name}}, all-hands at [Time]. Reply YES to attend or LATER for the recording link.”
• “Shift reminder for [Date] at [Time] at [Site]. Reply YES to confirm or SWAP for coverage options.”
• “Policy update effective [Date]. Reply INFO for a one-page summary.”
• “Safety check for [Site]: please acknowledge. Reply ACK when received.”
• “Benefits window closes on [Date]. Reply ENROLL for your quick guide.”

Review the template performance monthly with compliance. Retire low performers, note which tones lift replies, and keep attachments small so they can open quickly on mobile.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with HRIS outcomes such as attendance, training completion, or policy acknowledgment. Preserve campaign, segment, keyword, and variant fields so you can run cohort analysis.

Track reply-to-acknowledgment and acknowledgment-to-attendance rates by team and site. Include attachment and link usage to see whether agendas, maps, or one-pagers can improve completion. Publish a one-page summary with delivery rate, reply rate, and completion rate.

Shift Coverage, Safety Notices, and Policy Changes

Use TextUs to fill coverage gaps fast. When a shift opens, send a targeted prompt to qualified roles with CLAIM and PASS options so teams can respond quickly. A brief follow-up can confirm who took the slot.

For incidents or weather, send a short notice to affected sites with an ACK keyword and a link to procedures. You can send a closure or reopen message later so everyone can stay aligned.

For policy changes, share a one-page summary and capture acknowledgment by role. An INFO keyword can return the PDF, while the follow-up can confirm completion before the effective date.

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox for full visibility across HR and operations. The first responder assigns the thread to themselves so the employee has one contact. Templates keep answers consistent while one personal line can maintain a supportive tone.

Use tags like Attendance, Shift, Safety, Policy, and Benefits to organize threads. Add a short note before forwarding to a manager so context stays intact. If someone goes quiet, move them into a brief re-engagement Sequence that offers one clear option.

Tracking Results and Improving Performance

Check delivery and reply metrics a few hours after each send. Delivery below 95 percent can indicate list or registration issues that you should fix before the next batch. Compare A and B versions 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 attendance, training completion, or policy acknowledgments to prove impact. Small changes to opener length and send time can lift reply rate by 15% in early cycles.

Tune cadence by team and site. Field teams can prefer morning notices, while corporate staff can respond better mid-afternoon. Keep tests small and ongoing so learning can compound.

Compliance and Deliverability for Employee Communication

Use registered 10DLC numbers for all internal campaigns. 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 personal identifiers or payroll details in SMS. Use secure links for portals, pay statements, and forms.

Keep attachments lightweight and relevant. Agendas, maps, and one-pagers should open quickly on mobile. Send during local working hours and match cadence to shift cycles so messages can feel helpful.

FAQs About Texting Guide for Employee Communication

Can I attach schedules or policy summaries to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many teams attach shift schedules, one-page policies, or agendas so employees can act without opening an email.

Can I automate acknowledgments for critical updates?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences to capture ACK or YES automatically. A follow-up can remind non-responders before a deadline.

How do Keywords and Sequences improve internal coordination?

When employees reply with keywords like YES, ACK, or SWAP, TextUs can enroll them in a Sequence. The first step can confirm receipt or send a link, and the second can check back if there is no response.

How does the Shared Inbox help HR and operations work together?

All replies appear in one shared view so HR and managers can assign owners, tag threads, and use templates for consistent answers. Notes can travel with the conversation so handoffs can stay smooth.

What metrics should I track to measure communication success?

Start with delivery, reply, and acknowledgment rates. Export TextUs data and join it with attendance, training completion, or policy acceptance. Weekly reviews can show which messages and send times can move completion fastest.