Texting Guide for Manufacturing

Manufacturing communication depends on coordination and timing. Production schedules, deliveries, and maintenance tasks all rely on fast, accurate updates. TextUs helps operations, logistics, and workforce teams manage messages at scale while keeping communication structured and traceable.

How TextUs Fits Manufacturing Workflows

TextUs Campaigns let manufacturing teams send targeted messages to employees, suppliers, and clients from integrated systems like CRMs, ERPs, or scheduling tools. You can attach PDFs or images for shift schedules, safety protocols, and delivery manifests to keep everyone informed.

Keywords such as SHIFT, READY, or CONFIRM route replies into automated Sequences that confirm availability or update status in real time.

Replies appear in the Shared Inbox, where managers, dispatchers, and coordinators can assign ownership and use Templates to respond quickly. Integrations sync communication back to your system of record, keeping operations logs complete.

TextUs metrics show deliveries, replies, and clicks, while CSV exports make it easy to measure efficiency and track responsiveness across plants or teams.

What to Set Up First

Integrate your ERP, CRM, or workforce system to sync contact lists automatically. Confirm that your business numbers are registered for 10DLC, and keep opt-out handling enabled to comply with carrier and messaging regulations.

Create Templates for routine communication, such as shift confirmations, production updates, delivery notices, and maintenance reminders. Assign Shared Inbox coverage to ensure responses are handled across time zones and shifts.

Segment your audience by function, location, or line. Example lists include Assembly Line Team, Maintenance Crew, Drivers Scheduled This Week, or Pending Deliveries. Focused segments help each message reach the right people with clear context.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your ERP, such as “Assembly Team - Morning Shift.” This ensures your message reaches the correct group.
2. Write your message: Keep it direct. Example: “Hi {{first_name}}, tomorrow’s shift starts at 6:00 AM at Line 3. Reply READY to confirm or HELP for scheduling info.”
3. Attach media: Add a PDF or image when needed, such as a shift schedule, equipment checklist, or updated safety poster. Attachments make information easy to access.
4. Set up an A/B test: Create a second version that adjusts the greeting or call to action. Compare reply rates to find what works best for your team.
5. Schedule your campaign: Send messages during work hours or shift-change windows. You can set recurring reminders for weekly schedules or recurring maintenance tasks.
6. Create a keyword: Add a keyword like READY or DELIVERED and reference it in your text. TextUs automatically recognizes replies with that word.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm readiness. Step 2: Follow up two hours later if there’s no reply.”
8. Send and monitor: Launch your campaign and watch the reply rate. Respond quickly in the Shared Inbox to confirm attendance or task completion.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming. Please arrive 15 minutes early for your shift briefing.”
• Step 2 (reminder): “Checking in. Haven’t seen a confirmation yet—are you available for the 6:00 AM shift?”

Segmentation and Personalization Strategy

Segment by department, role, or status so each message fits the recipient’s context. Maintenance, operations, and logistics teams each require unique timing and tone. Use rules such as shift assignment, training completion, or location to auto-update your lists.

Personalize lightly for clarity. Use the first name and one contextual field, such as department or shift. Avoid unnecessary details that could cause confusion or delay. Example: “Hi {{first_name}}, equipment inspection for [Department] starts at 9:00 AM.”

Review segment accuracy weekly. Remove inactive contacts, completed jobs, or contractors who have rolled off. A clean list improves deliverability and reduces message fatigue.

Template Library for Manufacturing Scenarios

Maintain a small Template library that covers common workflows and updates. Use clear, instructional language.

• “Hi {{first_name}}, your shift starts at [Time] tomorrow at [Location]. Reply READY to confirm.”
• “Maintenance window begins at [Time]. Please confirm equipment availability.”
• “Delivery for [Client] is scheduled for [Date]. Reply CONFIRM when shipment is loaded.”
• “Reminder: Safety training for [Department] starts at [Time]. Reply YES to confirm attendance.”
• “Inspection report for [Line] is ready. Reply LINK for the file.”

Rotate templates quarterly. Retire outdated versions when production priorities or communication standards change. Keep each Template focused on one action.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Combine that data with shift logs, delivery reports, or maintenance records in your ERP to connect communication to results.

Label each campaign with a clear name like “Shift_Reminder_Wk42_A” or “Safety_Update_B.” This helps track performance across locations or departments. Review engagement data monthly to spot trends in responsiveness.

Create a short weekly dashboard showing delivery rate, reply rate, confirmation rate, and delay incidents. Highlight what improved and what needs adjustment. These reports help identify communication bottlenecks before they affect production.

Workforce Coordination and Alerting

Use TextUs for rapid coordination during schedule changes or emergencies. Campaigns can notify workers of weather delays, production line issues, or shift reassignments within minutes.

Create a dedicated “Alerts” keyword to group messages that require urgent attention. Example: “Hi {{first_name}}, Line 2 is offline for maintenance. Reply ACK to confirm receipt.”

Keep alert templates pre-approved by compliance and safety teams. Fast, standardized alerts reduce downtime and ensure that critical updates reach everyone, even when email or intranet channels lag.

Managing Replies in the Shared Inbox

All replies flow into the Shared Inbox for full visibility. Supervisors can assign threads by line, department, or urgency. Templates help speed up repetitive responses without losing a personal touch.

If an employee confirms late or requests schedule changes, use tags like “Late,” “Swap,” or “Replacement Needed” for tracking. Notes help shift leads understand what was resolved.

Keep notifications on during all operating hours, including night shifts if applicable. Rapid replies prevent production gaps and maintain trust between managers and crews.

Tracking Results and Improving Performance

Check campaign metrics after each major communication. Low delivery rates might indicate out-of-date contact data. Compare message tone and timing to improve replies.

If attachments were included, track click data as proof that critical documents, like safety procedures or shipment manifests, were received. After reviewing two or three weeks of sends, identify which timing and language drive the most confirmations.

Example: adjusting from 7:00 PM to 4:00 PM reminders raised readiness confirmations by 15%. These small optimizations make daily coordination smoother across shifts and departments.

Compliance and Deliverability for Manufacturing

Use registered 10DLC numbers for all operational messaging to stay compliant with carrier policies. Keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically. Always include “Reply STOP to opt out” in the first text.

Avoid sending sensitive operational details like gate codes or personal data by SMS. Keep attachments light: checklists, shift calendars, and general documentation load quickly on mobile devices.

Send updates at practical intervals. For most plants, once-daily or per-shift cadence works best. Avoid spammy formatting: no all caps, no excessive punctuation, and only one clear link if needed.

FAQs About Texting Guide for Manufacturing

Can I attach documents or images to my texts?

Yes. TextUs supports PDFs, images, and GIFs for both campaigns and one-to-one messages. Manufacturing teams often attach shift schedules, safety checklists, or route maps to simplify coordination.

Can I schedule recurring shift or maintenance reminders?

Yes. You can schedule and repeat campaigns daily, weekly, or monthly. Many plants automate daily shift confirmations and recurring maintenance notifications.

How do Keywords and Sequences support operations?

When contacts reply with a keyword like READY or CONFIRM, TextUs automatically enrolls them in a Sequence. The first message confirms receipt, and the follow-up checks for completion or additional details.

How does the Shared Inbox keep supervisors aligned?

All replies appear in one centralized inbox where managers and coordinators can assign ownership. Notes and tags help document who handled which conversation, preventing double messages and missed updates.

What metrics should I track to measure success?

Monitor delivery, reply, and confirmation rates to evaluate communication efficiency. Export CSVs to connect SMS engagement with shift attendance, maintenance compliance, and delivery success.