Texting 101: How to Send & Manage Text Messages

In this guide, we’ll walk you through everything you need to know about texting in VipeCloud, including how to send individual and mass (group) text messages, schedule texts, create templates, manage contact lists, and troubleshoot common texting issues.

There are two ways to send an individual text message in VipeCloud:

1. Click the plus (+) button in the upper right corner of your screen.

2. Select "Text" from the Quick Actions menu.

3. Choose a contact (search by name) or you can switch it to a contact list.

4. Type your message in the text box.

5. (Optional) Use the buttons below the text box to:

   • Insert emojis 😊

   • Add images/videos 📸

   • Attach files 📎

   • Use a text template (covered below)

6. Click "Send Text Now" or "Schedule" (covered in the next section).

1. Navigate to "Conversations" in the left sidebar.

2. Click the green plus (+) button at the bottom of the screen.

3. This opens the same text messaging window as above.

4. Choose a contact, type your message, and send!

1. Go to "Mass Texts" in the left sidebar.

2. Click "New Mass Text".

3. Select a contact list (must be pre-created).

4. Type your message or select a text template.

5. (Optional) Add merge tags (e.g., [First Name]) for personalization.

6. Click "Send Text Now" to send immediately.

1. Follow the steps above to draft your individual or mass text.

2. Instead of clicking "Send," choose "Schedule".

3. Select a date and time for the message to be sent.

4. Click "Schedule" to confirm.

5. View scheduled messages under the "Scheduled Texts" tab.

   • Hover over a scheduled message to edit, reschedule, or delete it.

Merge tags let you personalize text messages by inserting contact-specific details (e.g., first name, company).

1. While composing a message, click the Merge Tag button.

2. Select a tag (e.g., [First Name]).

3. Click "Preview Text" to see what the message will look like with real data.

4. The system will automatically replace the tag with the contact’s details when sent.

Text templates save time when sending common messages.

1. Go to "Text Templates" in the left sidebar.

2. Click "Create Template".

3. Enter a template name and draft your message.

4. (Optional) Insert merge tags, emojis, or attachments.

5. Click "Create Template" to save.

1. When composing a text, click "Choose Text Template".

2. Select the template from the list.

3. The text box will populate with the template’s content.

4. Make edits (if needed) and send!

1. Navigate to "Contacts" in the left sidebar.

2. Click a contact’s name to open their record.

3. Ensure they have a valid mobile number (under the “Mobile Phone” field).

   • If the number is missing or incorrect, add/edit it.

   • If the text button is grayed out, the contact cannot receive texts.

1. Go to "Contact Lists" in the left sidebar.

2. Click "Create Contact List".

3. Choose one of the following:

   • Create Empty List – Manually add contacts later.

   • Import Contacts – Upload a CSV file of contacts.

4. Click on a contact list to add/remove contacts.

5. Use the "Active for Texting" filter to see only contacts with valid mobile numbers who haven’t opted out.

✅ Check if the contact has a valid mobile number.

• Only numbers listed under the "Mobile Phone" field can receive texts.
  ✅ Check if the contact has opted out.

• If a contact replied with "STOP", they are opted out and cannot receive texts.

• You can see this in their contact record under "Text Opt-Out" status.
  ✅ Manually Opting Out a Contact

• If someone requests to be removed but didn’t use the "STOP" keyword, you can manually opt them out by setting "Text Opt-Out" = Yes in their contact record.

1. Go to "Text Settings" at the bottom of the left sidebar.

2. Find the "Voicemail" section.

3. Enter a custom voicemail message (read aloud when someone calls your text number).

4. Click "Save".

1. In "Text Settings", find the "Text Credit Balance" section.

2. View remaining credits and enable low-balance alerts (email notifications when credits drop below 100).

3. Click "Add Credits" to purchase more if needed.