Texting Guide for Scheduling

Scheduling requires speed, clarity, and flexibility. Teams that manage meetings, services, or shifts need tools that can confirm details instantly and adapt to changes. TextUs helps operations, recruiting, and customer-facing teams schedule efficiently with short, actionable SMS conversations.

How TextUs Fits Scheduling Workflows

TextUs Campaigns can reach targeted lists from your CRM, ATS, or calendar system with concise messages that confirm or adjust times. You can attach PDFs or images like calendars, shift charts, or instructions so recipients can see their options quickly.

Keywords such as BOOK, CONFIRM, CHANGE, or SHIFT can route replies into Sequences that can handle confirmations automatically.

Replies appear in the Shared Inbox where coordinators can assign owners, respond with templates, and track outcomes. Integrations can sync confirmed times and message logs to your system of record, reducing errors and double-bookings.

What to Set Up First

Connect your CRM, ATS, or scheduling platform so contacts and appointments can sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Confirm your scheduling rules and working hours to stay consistent across messages.

Create templates for common scheduling actions, including initial bookings, reschedules, cancellations, and confirmations. Assign Shared Inbox coverage by team and hours so replies can get quick attention. Build segments such as Unbooked Leads, Interviews Pending, Shift Swaps, and Open Time Slots.

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 “Unconfirmed Appointments.” This can make sure your messages reach the right recipients.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, want to confirm your meeting on [Date] at [Time]? Reply CONFIRM or CHANGE if you need another slot.”
3. Attach media: Add a visual aid when helpful, such as a calendar snapshot or shift chart. Attachments can help people see their options faster.
4. Set up an A/B test: Create a second version that changes the tone or phrasing. Compare reply rates to find which drives more confirmations.
5. Schedule your campaign: Send during business hours or 24 hours before the planned time. Recurring sends can help fill open shifts or appointments.
6. Create a keyword: Add a keyword such as CONFIRM or CHANGE and reference it in your message. When someone replies, TextUs can handle the next step automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. Example: “Step 1: Send the confirmation or reschedule link. Step 2: Follow up after 2 hours if no response.”
8. Send and monitor: Launch your campaign, track replies, and manage confirmations quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming your time! We’ll see you on [Date] at [Time].”
• Step 1 (auto-reply – reschedule): “Here’s the link to choose a new slot: [short URL].”
• Step 2 (reminder): “Just checking in—did you want to confirm or reschedule your appointment? Reply CONFIRM or CHANGE.”

Segmentation and Personalization Strategy

Segment by date, shift type, or meeting status so each message can drive one clear action. Examples include Unconfirmed Bookings, Shift Swaps, and Open Time Slots. Exclude people who have already confirmed or canceled.

Personalize messages with first name and one context field like position, service type, or shift role. Example: “Hi {{first_name}}, your [Role] shift starts at [Time]. Reply CONFIRM or SWAP.” Use fallbacks for missing fields so no message looks incomplete.

Refresh segments hourly during busy scheduling periods and daily for standard operations. Clean segments can prevent confusion and double messages.

Template Library for Scheduling Scenarios

Keep a small set of templates your team can send without rewriting. Focus each template on one clear goal.

• “Hi {{first_name}}, confirming your appointment at [Time]. Reply CONFIRM or CHANGE.”
• “Shift opening on [Date] at [Time]. Reply CLAIM to accept or PASS to skip.”
• “We noticed you haven’t scheduled your [Meeting Type]. Reply BOOK to see available slots.”
• “Your meeting with [Name/Team] is at [Time]. Need a different time? Reply CHANGE.”
• “Missed your last booking? Reply REBOOK to grab a new spot.”

Review the template performance monthly with compliance. Track reply, confirmation, and completion rates to refine tone and timing.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with CRM or calendar metrics such as appointments confirmed, shifts filled, and meetings completed. Keep campaign name, keyword, and segment fields intact for analysis.

Track reply-to-confirmation and confirmation-to-attendance rates. Include send-time data to identify the best windows for outreach. Summarize weekly performance by delivery rate, reply rate, and fill rate improvements.

Handling Cancellations, No-Shows, and Open Slots

Use TextUs to minimize gaps in scheduling. When someone cancels, send an automatic message to your waitlist segment. Example: “Hi {{first_name}}, a spot just opened for [Date] at [Time]. Reply CLAIM to book.”

For recurring events, schedule reminder messages that confirm availability 24–48 hours in advance. A quick reply with CONFIRM can lock in attendance without manual coordination.

No-shows can trigger automated follow-ups: “Hi {{first_name}}, we missed you today. Want to reschedule? Reply REBOOK.”

Managing Replies in the Shared Inbox

All scheduling replies can appear in the Shared Inbox so coordinators can act fast. The first responder can assign the thread to themselves so ownership is clear. Templates can keep wording consistent while allowing brief personalization.

Use tags like Confirmed, Reschedule, Canceled, Open Slot, and Filled to organize threads. Add short notes before forwarding to other teams so context can stay intact. Keep notifications active during peak scheduling hours.

Compliance and Deliverability for Scheduling

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

Avoid spam triggers by keeping formatting clean and links minimal. Do not send sensitive personal or payment information by text. Use secure links for reschedules or updates.

Attachments should stay light and relevant, such as calendar snapshots or one-page guides. Send during local hours, and match cadence to your organization’s rhythm.

FAQs About Texting Guide for Scheduling

Can I attach calendars or instructions to my texts?

Yes. TextUs supports PDFs, images, and GIFs in both campaigns and one-to-one messages. Scheduling teams often attach shift charts, booking instructions, or location maps so recipients can plan quickly.

Can I automate confirmations and reschedules?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences to handle these flows. A reply with CONFIRM or CHANGE can trigger automatic replies that update your schedule.

How do Keywords and Sequences simplify scheduling?

When someone replies with a keyword like CONFIRM or BOOK, TextUs can enroll them in a Sequence. The first step can send a confirmation or booking link, and the second can follow up later if there’s no response.

How does the Shared Inbox keep schedulers organized?

All replies appear in one shared view so teams can assign owners and respond quickly. Templates can standardize tone while allowing quick customization.

What metrics should I track to measure efficiency?

Start with delivery, reply, and confirmation rates. Export TextUs data and combine it with CRM or shift-fill metrics. Weekly reports can highlight which messages fill slots fastest.