Texting Guide for Sales Operations Managers

Sales operations managers keep sales teams efficient, data clean, and processes running on time. TextUs gives you a direct, trackable way to remind reps of actions, confirm deal updates, and coordinate across teams without clogging email or chat channels.

How TextUs Fits Sales Operations Workflows

TextUs Campaigns can reach specific sales segments to prompt data updates, confirm deal movement, or share key metrics. You can attach PDFs or images, such as pipeline summaries, process maps, or forecast one-pagers, so reps can act immediately.

Keywords like UPDATE, CLAIM, or HELP can trigger Sequences that log confirmations or send next-step reminders automatically.

Replies appear in the Shared Inbox where ops, managers, and reps can collaborate. Integrations can sync every message, timestamp, and action with your CRM for full transparency.

What to Set Up First

Connect your CRM so pipeline stages, owners, and forecast categories sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically.

Define segments such as Unupdated Deals 7 Days, Missing Forecasts, or Pipeline Review Owners. Create templates for stage updates, forecast confirmation, and data hygiene checks. Assign Shared Inbox visibility by territory so every region gets timely coverage.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a CRM segment such as “Deals Missing Close Dates.” This can make sure your message targets only those who need to update records.
2. Write your message: Keep it short and actionable. Example: “Hi {{first_name}}, looks like [Deal Name] is missing a close date. Reply UPDATE once you’ve added it, or HELP if you need the forecast template.”
3. Attach media: Include process maps, templates, or checklists for context. Attachments can eliminate confusion.
4. Set up an A/B test: Try two message tones (friendly reminder vs. direct ask) to see which improves compliance.
5. Schedule your campaign: Send during the sales team's work hours. For end-of-quarter reminders, schedule sends at consistent daily times.
6. Create a keyword: Add a keyword such as UPDATE or CLAIM and reference it in your message. TextUs can route responses automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Confirm update completed. Step 2: Follow up 24 hours later if no action recorded.”
8. Send and monitor: Launch the campaign, review replies, and assign ownership for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. The update is logged—appreciate you keeping the pipeline clean.”
• Step 2 (reminder): “Quick check—still missing one update for [Deal Name]. Need help? Reply HELP.”

Segmentation and Personalization Strategy

Segment by region, rep, and stage so each text has one purpose. Useful lists include Deals Stalled 14 Days, Missing Forecast Categories, and QBR Prep Accounts. Exclude inactive reps or already-updated deals to prevent noise.

Personalize messages with name and deal context. Example: “Hi {{first_name}}, [Deal Name] hasn’t moved since [Date]. Want to confirm status?” Keep tone professional and concise.

Update segments daily to reflect CRM activity. Clean data ensures reminders stay relevant.

Template Library for Sales Operations Scenarios

Keep a short set of templates that map to frequent operational motions. One request per message and one clear action.

• “Hi {{first_name}}, your QBR prep for [Region] is due tomorrow. Reply DONE once uploaded.”
• “Reminder: please update stage for [Deal Name]. Reply UPDATE when complete.”
• “Forecast review at 3 PM. Need your submission link? Reply HELP.”
• “New lead routing live. Reply CLAIM for ownership confirmation.”
• “Data check: missing industry field on [Account Name]. Reply FIX when corrected.”

Review the template performance monthly with compliance. Keep files under 1 MB and retire outdated ones.

Reporting and Attribution Workflow

Export deliveries, replies, and keyword activity from TextUs weekly. Join that data with CRM fields such as time to update, forecast completion, and stage accuracy. Keep campaign names and send times consistent for tracking.

Track update compliance rate, average time to action, and response speed by region. Compare message timing and tone to find the best combination for engagement. Share summaries in your weekly ops report.

Forecast and Data Hygiene Strategy

Use TextUs to ensure forecasts and records stay accurate. Send weekly reminders to confirm next steps on open deals. Follow up automatically with those who haven’t replied after 24 hours.

For the end-of-quarter crunch, schedule daily nudges for missing data. Attach the forecast template or dashboard snapshot for quick context. Confirm with a keyword like UPDATE so actions log immediately.

Run short data hygiene campaigns monthly. Ask reps to confirm fields like industry, ARR, or next step. Keep messages supportive and short.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so RevOps, sales leadership, and team leads can see context. The first responder assigns the thread to themselves to ensure accountability. Templates make reminders consistent, while short notes allow personalization.

Use tags like Forecast, Hygiene, SLA, and QBR to stay organized. Add comments before forwarding to leadership or CRM admins for review. Keep notifications on during office hours for quick action.

Compliance and Deliverability for Sales Operations Managers

Use registered 10DLC numbers for all sales-related communication. Keep opt-out handling on so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in your first message.

Avoid sending after hours, using all caps, or including multiple links. Keep attachments relevant and short, such as one-page summaries or dashboards. Maintain a regular cadence that doesn’t overwhelm recipients.

FAQs About Texting Guide for Sales Operations Managers

Can I attach forecast templates or dashboards?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one messages. Sales ops teams often attach forecast templates or summary snapshots for clarity.

Can I automate reminders for data hygiene?

Yes. You can link keywords like UPDATE or DONE to Sequences that send timed follow-ups to confirm completion.

How does the Shared Inbox help with sales alignment?

It centralizes replies so sales ops, RevOps, and managers can collaborate. Tags and ownership assignments ensure fast handling.

Can I track update completion rates in TextUs?

Yes. Track deliveries, replies, and keyword triggers. Export data weekly and combine it with CRM fields to measure compliance and accuracy.

How should I structure timing for operational texts?

Send during business hours, ideally early afternoon for reminders. Limit to one or two per week per rep unless critical.