Texting Guide for Field Managers

Field managers need fast, clear communication to keep jobs on schedule and crews safe. Short texts help you assign work, confirm arrivals, and handle incidents without clogging the radio or email. TextUs gives you a simple workflow that ties every message back to your systems.

How TextUs Fits Field Manager Workflows

TextUs Campaigns can notify specific crews about start times, site changes, or weather impacts. You can attach PDFs or images such as site maps, JSA cards, and lift plans so crews can act without leaving the thread.

Keywords like ACK, COVER, or HELP can enroll replies into Sequences that confirm assignments or route issues.

Replies appear in the Shared Inbox where supervisors, safety, and dispatch can collaborate. Integrations can sync messages and timestamps with your WFM, CMMS, or ERP. You can review deliveries, replies, and clicks, then export CSVs for daily reports and audits.

What to Set Up First

Connect your WFM or scheduling tool so locations, certifications, and shifts sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically. Define segments such as Day Shift, Night Shift, Certified Operators, and On-Call Techs.

Prepare templates for mobilization, access instructions, safety checks, and change orders. Assign Shared Inbox coverage by site and hours so urgent replies hit a live owner. Align tone, SOP references, and escalation paths with safety and compliance.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Crew A - East Site.” This can make sure your alert reaches only the relevant team.
2. Write your message: Keep it direct and action-led. Example: “Hi {{first_name}}, start time moved to 6:30 AM at East Gate. Reply ACK to confirm you are on the way.”
3. Attach media: Add a gate map, JSA, or lift plan if it speeds action. Attachments can reduce radio traffic.
4. Set up an A/B test: Test two openers or CTAs to improve acknowledgment speed. Keep the top performer.
5. Schedule your campaign: Send during local hours, or immediately for last-minute changes. Add a follow-up for non-responders after 30 to 60 minutes.
6. Create a keyword: Add a keyword such as ACK, COVER, or HELP and reference it in your text. TextUs can capture and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm receipt and share reporting details. Step 2: Nudge alternates if no confirmation after 30 minutes.”
8. Send and monitor: Launch your message, watch replies in the Shared Inbox, and assign a thread owner for handoff.

Example sequence messages:

• Step 1 (auto-reply): “Thanks. Please report to East Gate by 6:15am. Safety card is here: [short URL].”
• Step 2 (reminder): “Still need confirmation for East Site. Reply ACK if you are en route or COVER if available to backfill.”

Segmentation and Personalization Strategy

Segment by site, role, certification, and shift so each text drives one action. Useful lists include Forklift Certified, Electrical, Subcontractors, and Weekend Crew. Exclude off-duty staff when the alert does not apply.

Personalize with name and one context field such as site, gate, or time. Example: “Hi {{first_name}}, toolbox talk at [Site] starts at [Time]. Reply ACK after the briefing.” Use fallbacks to keep messages clean if a field is missing.

Refresh segments daily to reflect roster changes, certifications, and PTO. Accurate lists improve response speed and reduce noise.

Template Library for Field Manager Scenarios

Maintain a compact set that covers repeatable moments. One ask per message and one next step.

• “Hi {{first_name}}, mobilize to [Site] by [Time]. Access via Gate [Letter]. Reply ACK.”
• “Shift opening today [Start–End]. Reply COVER if available.”
• “Weather delay at [Site]. New start [Time]. Reply ACK to confirm.”
• “Safety check: review today’s JSA and PPE list: [short URL]. Reply DONE when complete.”
• “Vendor arrival at [Time]. Meet at Dock [Number]. Reply READY when staged.”

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. Join that data with WFM and CMMS outcomes such as fill time, downtime minutes, and work orders closed. Keep campaign name, segment, keyword, and send time consistent for analysis.

Track time to acknowledgment, shift fill rate, and first response time by site. Compare A and B variants to improve clarity and speed. Share a weekly one-pager with delivery rate, reply rate, completions, and lessons learned.

Site Readiness and Safety Coordination

Use a mobilization text the day before with access details, parking, and the JSA link. Request ACK so you have a timestamped record. Send a same-morning reminder if weather or access changes.

Distribute safety cards and lift plans as single-page attachments. Ask crews to reply DONE after the toolbox talk. For incidents, route HELP to the safety lead and follow with the reporting checklist.

Keep all safety communications concise and consistent. One instruction per message reduces mistakes in the field.

Crew Scheduling and Vendor Coordination

When a shift opens, text qualified staff first. COVER can confirm the assignment and return a short reply with the report time and supervisor contact. If unfilled after 30 minutes, notify alternates by role or nearby site.

Coordinate vendor arrivals with a 30-minute heads-up. Include dock number, contact, and any required PPE. Ask the dock lead to reply READY so staging is confirmed.

After service completion, send a short closeout request. A reply with DONE can log the time and link to the work order.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so field managers, safety, and dispatch share context. The first responder assigns the thread to themselves so ownership is clear. Templates keep language consistent, while a short personal line builds trust.

Use tags like Shift, Safety, Delivery, Vendor, and Incident to organize threads. Add notes before handing off to facilities or procurement. Keep notifications on during active windows like start-of-shift and delivery blocks.

Compliance and Deliverability for Field Managers

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

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

FAQs About Texting Guide for Field Managers

Can I attach site maps or safety cards?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many field managers attach maps, JSAs, or lift plans to speed action.

Can I automate shift coverage and acknowledgments?

Yes. You can link keywords like COVER or ACK to Sequences that confirm assignment and send reminders to alternates. This reduces manual chasing and fills gaps faster.

Can subcontractors and vendors be included?

Yes. You can create segments for subcontractors or vendors and send them access instructions or schedules. Keep messages concise and include only the essentials they need to act.

How does the Shared Inbox help multi-site teams?

It centralizes replies so supervisors and dispatch can assign owners, tag threads, and add notes. This prevents duplicate outreach and keeps handoffs clear.

What should I measure to improve field execution?

Track delivery, time to acknowledgment, shift fill rate, and completion confirmations. Export TextUs data and match it to WFM and CMMS outcomes to show impact.