Texting Guide for Office Managers

Office managers keep workplaces running through clear schedules, quick updates, and fast support. Short texts help you coordinate staff, vendors, and visitors without clogging email. TextUs lets you send focused messages that stay logged to your systems.

How TextUs Fits Office Management Workflows

TextUs Campaigns can notify employees about building access, closures, deliveries, or event logistics. You can attach PDFs or images like floor maps, parking guides, or check-in instructions so people can act inside the thread.

Keywords such as RSVP, ACK, or HELP can enroll replies in Sequences that confirm attendance, record acknowledgments, or route issues.

Replies appear in the Shared Inbox, where office managers, facilities, and security can collaborate. Integrations can log conversations to your HRIS, helpdesk, or calendar system for traceability. You can review deliveries, replies, and clicks, then export CSVs to support reporting and audits.

What to Set Up First

Connect your HRIS or directory so departments, locations, and distribution lists sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically. Define segments like “All Onsite Staff,” “Visitors Today,” “Facilities,” and “Front Desk Team.”

Create templates for visitor instructions, building notices, event reminders, and delivery coordination. Assign Shared Inbox coverage by role and hours so urgent replies always reach a live owner. Align tone and approval paths with legal and facilities.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “All Onsite Staff.” 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}}, lobby renovation starts Monday. Use Entrance B and allow 5 minutes for badge check. Reply ACK to confirm.”
3. Attach media: Add a floor map, parking guide, or agenda when helpful. Attachments can reduce questions at the front desk.
4. Set up an A/B test: Test two openings or CTAs to learn what drives faster acknowledgments. Keep the higher performer.
5. Schedule your campaign: Send during local business hours. For building changes, schedule reminders 24 hours before and the morning of day one.
6. Create a keyword: Add a keyword such as ACK, RSVP, or HELP and reference it in your text. TextUs can recognize and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the map or confirmation note. Step 2: Follow up after 24 hours with a reminder if no acknowledgment.”
8. Send and monitor: Launch your campaign, watch replies in the Shared Inbox, and assign owners for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. Here is the updated entry map: [short URL].”
• Step 2 (reminder): “Reminder: use Entrance B this week. Reply HELP if you need assistance.”

Segmentation and Personalization Strategy

Segment by site, floor, team, and visitor type so each text drives one action. Useful lists include Front Desk Coverage, Event Attendees, Vendors Today, and New Hires 0 to 30 Days. Exclude remote staff for onsite notices to protect deliverability.

Personalize with first name and one context field, such as building or date. Example: “Hi {{first_name}}, your visitor pass for [Date] is ready at Front Desk.” Use fallbacks so messages stay readable if a field is missing.

Refresh segments daily to reflect schedule changes and guest lists. Clean targeting can lift reply and acknowledgment rates.

Template Library for Office Manager Scenarios

Maintain a focused set of reusable messages that match common moments. Keep each message to one request and one next step.

• “Hi {{first_name}}, lobby renovation starts Monday. Use Entrance B. Reply ACK to confirm.”
• “Visitor arriving at [Time]. Show this code at the front desk: [Code]. Reply HELP if plans change.”
• “Delivery window is [Time]. Dock C is open. Reply READY when staged.”
• “All-hands at [Time] in Conference A. Want the agenda? Reply INFO.”
• “Badge renewal due by [Date]. Reply RSVP to book a slot at security.”

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 HRIS or helpdesk outcomes such as acknowledgments recorded, badge renewals completed, meeting attendance, and ticket resolution time. Keep campaign name, segment, keyword, and send time consistent for analysis.

Track acknowledgment rate, time to acknowledgment, and response speed by site or floor. Compare A and B variants to learn which opener and send time work best. Share a one-page summary with delivery rate, reply rate, completions, and top-performing template.

Visitor Management and Building Notices

Send visitor instructions the morning of arrival with parking, entry, and contact details. Include a short code or link for check-in and ask guests to reply if late. For high-volume days, schedule a follow-up one hour before peak.

Treat building changes as a mini-campaign. Provide a simple map or one-page notice and request ACK. After the first day, send a quick check asking if the route worked and route HELP to the front desk.

Keep language clear and action-oriented. One simple instruction per text prevents confusion at busy times.

Delivery, Facilities, and Vendor Coordination

For deliveries, send a 30-minute heads-up with dock number and staging details. Ask the dock lead to reply READY so you can confirm space and staff. After completion, request DONE to record closeout times.

For facilities work, send a notice with a time window and access areas. Attach an SOP or safety card if required. Request ACK so you have a timestamped record for audits.

For vendors, provide badge pickup location, contact name, and PPE rules. Keep attachments concise so they open quickly on mobile.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so office managers, facilities, and security share context. The first responder assigns the thread to themselves so ownership is clear. Templates can standardize responses, and you can add a short personal line to keep the tone friendly.

Use tags like Visitor, Delivery, Facilities, Event, and Security to organize threads. Add notes before handing off to facilities or IT so context travels. Keep notifications on during business hours and event windows.

Compliance and Deliverability for Office Managers

Use registered 10DLC numbers for all office communications. 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 working hours and cap alerts to a sensible daily limit. Keep attachments relevant and lightweight so people can open them on mobile.

FAQs About Texting Guide for Office Managers

Can I attach maps, agendas, or badge instructions?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Office managers often attach floor maps, parking guides, or meeting agendas to reduce questions.

Can I automate acknowledgments for building notices?

Yes. You can use a keyword such as ACK to record receipt and a Sequence to remind non-responders after a set time.

Can I include visitors and vendors in segments?

Yes. You can create segments for visitors or vendors and send access instructions or schedules. Keep messages concise and specific to the date and entry point.

How does the Shared Inbox help the front desk and facilities?

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

What metrics should I track to improve operations?

Track delivery, acknowledgment rate, time to acknowledgment, and completion confirmations. Export TextUs data and match it to helpdesk tickets and attendance logs to show impact.