Texting Guide for RevOps Managers

Revenue operations managers keep data, process, and teams aligned across the funnel. Short, precise texts help you enforce SLAs, standardize handoffs, and reduce leaks. TextUs lets you operationalize these touchpoints while keeping every message tracked to your CRM.

How TextUs Fits RevOps Workflows

TextUs Campaigns can notify owners about handoffs, SLA breaches, and next-step deadlines. You can attach PDFs or images such as routing maps, qualification checklists, and one-page playbooks so teams can act without leaving the thread.

Keywords like CLAIM, HELP, or DONE can enroll contacts in Sequences that confirm ownership or request assistance.

Replies appear in the Shared Inbox where sales, marketing, and success can collaborate under RevOps oversight. Integrations can log conversations, timestamps, and outcomes back to your CRM or revenue platform. You can review deliveries, replies, and clicks, then export CSVs to audit process health.

What to Set Up First

Connect your CRM and automation tools so lead status, account owner, and lifecycle stages sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically.

Define segments such as New MQLs, Unworked Leads 24 Hours, Stalled Opportunities 7 Days, and Renewals in 30 Days.

Create templates for routing alerts, SLA nudges, handoff confirmations, and data hygiene requests. Assign Shared Inbox coverage by team and time zone so ownership questions get quick answers. Align copy and escalation logic with sales leadership and marketing ops.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a CRM segment such as “Unworked MQLs 24 Hours.” This can make sure your message reaches owners who need to act.
2. Write your message: Keep it specific and action-led. Example: “Hi {{first_name}}, lead [{{lead_name}}] has been unworked for 24 hours. Reply CLAIM for ownership or HELP to reroute.”
3. Attach media: Add a routing diagram or qualification checklist when it speeds action. Attachments can reduce back-and-forth.
4. Set up an A/B test: Test two versions that change the opener or call to action. Keep the variant with the faster response.
5. Schedule your campaign: Send during local business hours. For SLA breaches, schedule immediate sends with a reminder after 2 hours.
6. Create a keyword: Add a keyword such as CLAIM, DONE, 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 ownership and send the playbook link. Step 2: If no response, notify the backup owner after 2 hours.”
8. Send and monitor: Launch your campaign, watch replies in the Shared Inbox, and tag threads for compliance review.

Example sequence messages:

• Step 1 (auto-reply): “Ownership confirmed. Here is the next-step checklist: [short URL].”
• Step 2 (reminder): “No action recorded yet for [{{lead_name}}]. Reply CLAIM to take ownership or HELP to reroute.”

Segmentation and Personalization Strategy

Segment by funnel stage, queue, and owner so each text drives one action. Useful lists include New MQLs by Territory, Stalled Stage 2, Renewals in 30 Days, and At-Risk Accounts. Exclude records with recent activity to avoid noise.

Personalize with first name and one context field such as lead name, account, or stage. Example: “Hi {{first_name}}, [{{account_name}}] has been in Stage 2 for 7 days. Reply DONE when the next step is completed.” Use fallbacks to keep messages clean if a field is missing.

Refresh segments hourly for SLA-related workflows and daily for renewals. Fresh lists can lift response speed and reduce leakage.

Template Library for RevOps Scenarios

Keep a small library that maps to your critical motions. One purpose per message and one clear action.

• “Hi {{first_name}}, new MQL assigned: [{{lead_name}}]. Reply CLAIM to confirm ownership.”
• “Reminder: [{{account_name}}] is stalled in [Stage] for 7 days. Reply DONE when you advance or HELP for a blocker.”
• “Renewal for [{{account_name}}] is 30 days out. Reply REVIEW for the usage summary link.”
• “Data check: missing industry for [{{account_name}}]. Reply UPDATE and I will text the field options.”
• “Handoff ready: CSM introduction needed for [{{account_name}}]. Reply INTRO when sent.”

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 CRM outcomes such as time to first touch, stage movement, and renewal confirmations. Keep campaign name, segment, keyword, and send time consistent for analysis.

Track reply-to-action rate, time to acknowledgment, and SLA breach recovery time. Compare send times and opener variants by team and territory. Publish a one-page dashboard with delivery rate, reply rate, actions completed, and pipeline impact.

Routing, Hygiene, and SLA Strategy

Use TextUs to enforce routing rules when automation misses edge cases. Send a quick alert with CLAIM to confirm the owner and log the timestamp. If a contact is unclaimed, route to the backup owner via Sequence and notify a manager.

Run lightweight hygiene nudges that fix top data gaps. Ask for industry, employee range, or product line with a single prompt and link to the picklist. Confirm updates by replying DONE so you can reconcile against CRM audits.

Set SLA touchpoints for first response, stage aging, and renewal checkpoints. Keep language neutral and supportive. One clear action per text prevents confusion and speeds compliance.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so RevOps and front-line teams share context. The first responder assigns the thread to themselves so ownership is clear. Templates can standardize answers while a short personal line keeps the tone constructive.

Use tags like SLA, Routing, Hygiene, Renewal, and Escalation to organize threads. Add notes before handing off to managers or CSMs so context travels. Keep notifications on during business hours to resolve gaps quickly.

Compliance and Deliverability for RevOps Managers

Use registered 10DLC numbers for all internal and customer-facing texts. Keep opt-out handling on so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in the first message to new recipients.

Avoid multiple links, heavy punctuation, or all caps. Send during local business hours and cap operational nudges to a sensible daily limit. Keep attachments relevant and lightweight for mobile.

Store message copies and CSV exports with campaign IDs for audits. Maintain a consistent naming convention across teams.

FAQs About Texting Guide for RevOps Managers

Can I push SLA alerts to specific owners or territories?

Yes. TextUs can target segments by owner or territory from your CRM. Many RevOps teams send CLAIM prompts so owners can confirm and act quickly.

Can I attach routing diagrams or playbooks?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Attach concise maps or checklists that clarify the next step.

Can I track which alerts reduce stage aging?

Yes. Review deliveries, replies, and keyword activity in TextUs and export CSVs. Join those with CRM stage-duration metrics to show improvement.

How does the Shared Inbox help RevOps coordination?

It centralizes replies so sales, marketing, and success can assign owners, tag threads, and leave notes. This prevents duplicate work and preserves context for audits.

What should I measure to prove RevOps impact?

Track time to first touch, stage aging reduction, renewal confirmation rate, and data-completeness lifts. Compare A and B message variants and send times to refine the program.