Texting Guide for Marketing Agencies

Marketing agencies live on fast feedback and client visibility. Projects, campaigns, and creative approvals move quickly when communication is simple and centralized. TextUs helps agencies coordinate clients, freelancers, and internal teams through structured, compliant SMS conversations that keep work flowing.

How TextUs Fits Marketing Agency Workflows

Use TextUs Campaigns to send short, actionable updates to client lists, creative partners, or event attendees directly from your CRM or project management tool. Attach PDFs or images like creative proofs, campaign reports, or meeting slides so recipients can review instantly.

Keywords such as APPROVE, REVISE, or MEETING route replies into Sequences that confirm intent and move projects forward automatically.

Replies appear in the Shared Inbox, where account managers, strategists, and coordinators can assign owners and respond with Templates. CRM or PM integrations ensure conversations are logged for reporting.

You can monitor deliveries, replies, and clicks in TextUs and export CSVs to match communication data with client outcomes and retention metrics.

What to Set Up First

Connect your CRM or project management system so client and contact data sync automatically. Register 10DLC numbers to keep deliverability high, and ensure opt-out handling is active so STOP and UNSUBSCRIBE messages are processed correctly.

Create Templates for frequent touchpoints, such as proof approvals, meeting reminders, campaign launches, and performance updates. Assign Shared Inbox coverage across time zones if your clients span regions.

Segment lists such as Active Campaigns, Pending Approvals, New Leads, and Partner Vendors to keep outreach targeted.

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 “Active Clients With Pending Approvals.” This ensures your message reaches the right group.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, your latest ad set for [Brand] is ready for review. Reply APPROVE to proceed or REVISE for changes.”
3. Attach media: Add a PDF, creative mockup, or image preview so clients can approve instantly. Attachments eliminate delays from email backlogs.
4. Set up an A/B test: Test two tones—one casual, one professional—and compare approval rates.
5. Schedule your campaign: Send during peak review hours, often mid-morning or early afternoon. Recurrence works for weekly reports or performance summaries.
6. Create a keyword: Add a keyword like APPROVE or REVISE and reference it in your message. TextUs will categorize replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm approval or request revision notes. Step 2: Follow up after 24 hours if no response.”
8. Send and monitor: Launch your campaign, track replies, and escalate high-value threads to account managers as needed.

Example sequence messages:

• Step 1 (auto-reply): “Thanks! We’ll mark your campaign as approved and move to launch. You’ll receive performance stats next week.”
• Step 2 (reminder): “Checking in—did you have a chance to review [Campaign Name]? Reply REVISE to flag changes.”

Segmentation and Personalization Strategy

Segment by client type, campaign stage, and urgency. Examples include Active Retainers, Prospect Nurture, and Reporting Distribution. Exclude inactive clients or completed projects to avoid clutter.

Personalize messages with the first name and one contextual field like campaign name or performance metric. Example: “Hi {{first_name}}, your [Campaign Name] campaign reached [X]% CTR. Reply CALL to schedule a debrief.”

Update segments weekly so messaging stays relevant. Automation helps maintain accuracy as clients move between onboarding, active campaigns, and renewal.

Template Library for Marketing Agency Scenarios

Keep a small library of high-impact Templates your team can reuse across accounts:

• “Hi {{first_name}}, your draft campaign for [Brand] is ready. Reply APPROVE to launch or REVISE to request edits.”
• “Reminder: our strategy call is scheduled for [Date] at [Time]. Reply CONFIRM or RESCHEDULE.”
• “Hi {{first_name}}, performance summary for [Campaign Name] attached. Reply CALL to discuss next steps.”
• “New creative request received. Please reply READY once assets are uploaded.”
• “Thanks for your time today! May I text you next week with optimization results?”

Review the template performance monthly with compliance. Update any outdated references and measure which tones drive faster responses.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with CRM or PM reports to evaluate approval times, meeting confirmations, and client satisfaction. Preserve campaign name, keyword, and variant labels for trend tracking.

Calculate average approval turnaround and reply-to-call rates per client. Include keyword-level reporting to identify which messages shorten project timelines. Keep a brief change log noting copy or schedule updates.

Summarize performance in a single-page report showing delivery rate, reply rate, and task completion time. Use trends to improve messaging tone, frequency, and send timing.

Team Coordination and Client Updates

Use TextUs to handle internal coordination and client updates in one place. For example, account managers can send quick “Ready for QA?” nudges to designers or “Reminder: client call in 15 minutes” to the team.

For clients, send real-time updates when assets go live or reports are ready. Example: “Hi {{first_name}}, your ad campaign for [Product] is live! Want the first-day stats? Reply YES.”

Keeping communication short and visible reduces bottlenecks and builds client confidence in your responsiveness.

Managing Replies in the Shared Inbox

All messages flow into the Shared Inbox so account managers and strategists can collaborate. The first responder assigns ownership to keep accountability clear. Templates standardize answers while a personalized opener preserves tone.

Use tags like Approvals, Reporting, Client Call, or Follow-Up to sort threads. Add a brief note when forwarding to another department so context is never lost. If a client goes silent, move them into a follow-up Sequence to check back later.

Keep notifications active during client hours. Timely replies strengthen relationships and demonstrate attentiveness.

Compliance and Deliverability for Marketing Agencies

Use registered 10DLC numbers for each agency brand or department. Keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically. Include “Reply STOP to opt out” in the first message.

Avoid spam triggers by keeping language clear and professional. Do not include payment or contract details in SMS; link to secure pages for those.

Send messages during local business hours and match frequency to project rhythm—often one to three touches per week per client. Keep attachments relevant, small, and branded properly.

FAQs About Texting Guide for Marketing Agencies

Can I attach creative files or reports to my texts?

Yes. TextUs supports PDFs, images, and GIFs for both campaigns and one-to-one messages. Agencies often attach creative mockups, slide decks, or performance reports so clients can review quickly.

Can I automate campaign approvals or reminders?

Yes. Use Keywords and Sequences to automate these flows. For example, a client reply with APPROVE can trigger a follow-up confirming next steps.

How do Keywords and Sequences reduce manual follow-ups?

When someone replies with a keyword like APPROVE or REVISE, TextUs can enroll them in a Sequence. Step 1 confirms the action, and Step 2 checks back automatically if there’s no response.

How does the Shared Inbox improve team workflow?

All replies appear in one shared space so account managers, strategists, and creatives stay aligned. You can assign owners, tag threads, and use Templates for fast, consistent communication.

What metrics should I track to measure success?

Monitor delivery, reply, and approval rates. Export TextUs data and connect it to your CRM to see response times, meeting confirmations, and campaign speed. Weekly reviews reveal what tone and timing drive engagement.