Texting Guide for Technology Companies

Technology companies move fast. Prospects expect quick demos, users want clear onboarding, and customers need timely updates. TextUs helps sales, customer success, and support coordinate short, useful conversations that turn interest into action.

How TextUs Fits Technology Company Workflows

TextUs Campaigns let you reach focused lists from your CRM or data platform with concise prompts that drive one decision. You can attach PDFs or images, such as one-pagers, pricing overviews, implementation checklists, or release notes, so recipients can act without opening emails.

Keywords like DEMO, START, RENEW, or HELP route replies into short Sequences that confirm intent and share the next step automatically.

Replies land in the Shared Inbox where SDRs, CSMs, and agents can assign ownership and respond with Templates. Integrations keep contact records and message history synced to your system of record.

In TextUs, you can monitor deliveries, replies, and clicks, then export CSVs to connect messaging with booked meetings, activations, and renewals.

What to Set Up First

Connect your CRM so segments and conversations sync in both directions. Register 10DLC numbers for your brand and keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically.

Create Templates for high-volume moments. Useful categories include demo scheduling, trial onboarding, plan upgrades, renewal checks, and status confirmations. Assign Shared Inbox coverage by pod and hours so someone always owns replies.

Build segments that map to lifecycle. Examples include New Leads Last 7 Days, Active Trials, New Customers in Onboarding, At-Risk Accounts, and Renewals in 60 Days. Smaller, purpose-built lists keep each touch relevant.

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 Trials.” This makes sure your messages reach the right users.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, noticed you have a trial for [Product]. Want a 10-minute walkthrough that highlights [Outcome]? Reply DEMO and I will send a link.”
3. Attach media: Add a PDF or image if helpful, such as a one-pager or quick start guide. Attachments help users decide without leaving the thread.
4. Set up an A/B test: Create a second version that changes one element, like the opening line or call to action. Send both to see which gets more replies.
5. Schedule your campaign: Pick a send time when engagement is highest, often midweek during business hours. You can also set recurring sends for ongoing trials.
6. Create a keyword: Add a keyword such as DEMO or START and reference it in your message. When a user replies with that word, TextUs will recognize it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm interest and send a booking or setup link. Step 2: Follow up 24 to 48 hours later if there is no response.”
8. Send and monitor: Launch your campaign, monitor reply rates, and review which version performs better. Follow up quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for your interest. Here is the booking link: [short URL]. Prefer a specific time? Text it here and I will book it.”
• Step 2 (reminder): “Checking in on [Outcome]. The link is handy: [short URL]. I can text a one-page overview if that helps.”

Segmentation and Personalization Strategy

Segment by lifecycle and motion. Useful dimensions include lead source, product line, trial status, plan tier, health score, and renewal date. Exclude opt-outs, closed-lost, and customers who have already completed the action you are driving.

Personalize lightly to stay accurate at scale. Use the first name and one context field, such as product, outcome, or date. Set fallbacks for missing fields so no message looks broken.

Refresh segments daily for sales and success motions and weekly for renewal outreach. Hourly refresh helps during large launches or event follow-ups. Clean segments lift reply rates and reduce manual triage.

Template Library for Technology Company Scenarios

Keep a small library that covers your highest-volume conversations. One goal per message, clear action, and mobile-friendly wording.

• “Hi {{first_name}}, quick demo slot for [Product] today or tomorrow. Reply DEMO and I will text times.”
• “Welcome to [Product]. Want a 5-minute setup that gets you to [Outcome] faster? Reply START for the checklist.”
• “Your plan renews on [Date]. Do you want pricing options or a quick usage review? Reply RENEW for details.”
• “Reminder: your onboarding call is [Date] at [Time]. Reply CONFIRM or RESCHEDULE.”
• “We published release notes for [Feature]. Reply NOTES for the link or HELP if you have a question.”

Review the template performance monthly with compliance. Retire low performers and note which tones drive faster replies. Keep attachments small and relevant.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data to CRM fields such as meetings booked, trials activated, opportunities created, expansions, and renewals. Preserve campaign name, segment, keyword, and variant fields to enable cohort analysis.

Track reply-to-meeting and meeting-to-opportunity rates by segment and product. Include attachment and link usage to see whether quick start guides or pricing one-pagers increase conversions. Keep a short change log with send time and copy decisions so trends remain clear.

Publish a one-page summary with delivery rate, reply rate, meeting rate, and created pipeline or retained ARR. Call out which opener or send window improved responses so the team can repeat it next week.

Product Launches and Feature Adoption

Use TextUs to drive adoption for launches and large improvements. Send a brief announcement to users who match the feature’s profile, then offer a help keyword that returns a one-pager or short video link. Follow with a reminder to users who clicked but did not reply.

For pilot groups, segment by account and role so messages reach the people who can test quickly. Offer a short office-hours slot with a DEMO keyword and a setup checklist attachment. Keep the copy concise and focused on one measurable outcome.

After two or three sends, compare click and reply rates across roles. Move high-interest contacts into a brief success sequence that checks for completion and captures quick feedback.

Incident, Status, and Change Windows

For scheduled maintenance or urgent notices, keep messages short and practical. Share the window, expected impact, and a link to your public status or help article if available. Use a receipt keyword like ACK so users can confirm they saw the message.

Create a small set of pre-approved templates for change windows. Store an attachment slot for a simple change summary or rollback checklist. Fast, consistent notices reduce inbound volume and set clear expectations.

Limit sends to affected segments and local hours. After the window, follow up with a short closure note and a link to details if needed.

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox for full visibility across sales, success, and support. The first responder assigns the thread to themselves so the contact has one owner. Templates keep answers consistent while one personal line keeps the tone human.

Use tags like Demo, Onboarding, Renewal, Billing, and Support to organize threads. Add a note before forwarding to another team so context is preserved. If someone goes quiet, move them into a short re-engagement Sequence that offers one clear next step.

Keep notifications on during business hours for each region. Fast replies protect meeting set rates and reduce churn risk during renewals.

Tracking Results and Improving Performance

Check delivery and reply metrics a few hours after each send. Delivery below 95 percent usually points to list quality or registration settings that you should fix before the next batch. Compare A and B variants and keep the stronger performer for the following sprint.

If your text included a link or attachment, review clicks as a readiness signal. Export CSVs and reconcile with meetings, activations, expansions, and renewals to prove impact. For example, switching to a benefit-first opener often lifts reply rate by 15% compared to a formal script.

Tune cadence by motion. New leads respond best within the first hour, while renewal checks work well on a weekly rhythm. Keep tests small and continuous so learning compounds.

Compliance and Deliverability for Technology Companies

Use registered 10DLC numbers to maintain carrier trust. Keep opt-out handling on so STOP and UNSUBSCRIBE are processed automatically. Include a short line in the first message such as “Reply STOP to opt out.”

Avoid spam triggers by limiting links, punctuation, and all caps. Do not include credentials, tokens, or confidential contract terms in SMS. Use secure links for payments, agreements, and portals.

Keep attachments lightweight and relevant. One-pagers, quick start guides, and release notes should open quickly on mobile. Send during recipient business hours and match cadence to lifecycle so messages feel helpful.

FAQs About Texting Guide for Technology Companies

Can I attach documents or images to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Technology teams often attach one-pagers, quick start checklists, or release notes to speed decisions.

Can I automate trial onboarding or renewal nudges?

Yes. You can schedule and repeat campaigns, or connect Keywords and Sequences to automate common flows. Many teams use DEMO and START for onboarding and RENEW for plan reviews.

How do Keywords and Sequences reduce manual follow-ups?

You choose a keyword like DEMO, START, or RENEW and reference it in your message. When someone replies with that word, TextUs can enroll them in a Sequence that confirms the action and follows up later if there is no response. This keeps routine tasks consistent.

How does the Shared Inbox keep sales and success aligned?

All replies appear in one shared view so SDRs, AEs, CSMs, and support see the same context. You can assign ownership, use Templates for consistent answers, and tag threads for quick routing. Notes make handoffs to the right team simple.

What metrics should I track to prove value?

Start with delivery, reply, and click rates inside TextUs. Export CSVs and join them with CRM metrics such as meetings booked, activations, expansions, and renewals. Weekly reviews help refine timing, tone, and segments.