Effective communication is key to running a successful inspection business, and sending text messages from a custom phone number adds a layer of professionalism and consistency. Spectora allows you to send personalized text messages directly from the platform using your custom phone number.
Whether you need to confirm appointments, send reminders, or follow up after an inspection, having a dedicated phone number helps keep all your communication consistent and recognizable for clients and agents.
In this guide, we’ll show you how to set up and use a custom phone number for sending text messages through Spectora.
❇️ To see how to purchase a custom phone number, click here! ❇️
Creating Custom Text Messages with Automations
Creating Custom Text Messages with Automations
Now that you've purchased your custom number, you can create custom text messages with Automations. Follow the steps below to see how to create your own custom text messages.
Click "Automation"
Click on an automation group to expand it
Click "Edit Template" to the right of the text message you want to customize
Enter the verbiage you'd like to include in your automated text messages in the text box
You can utilize the placeholders on the right when creating your messages
Click "Save Text Message Template"
🔴 Custom text messages in base automations have a limit of 480 characters.
Creating Custom Text Messages with Advanced Automations
Creating Custom Text Messages with Advanced Automations
Now that you've purchased your custom number, you can create custom text messages with Advanced Automations. Follow the video and steps below to see how to create your own custom text messages.
Click "Automations (Adv)"
Click "+ New Automation"
Set your name and select your category
Click "Start" on When this happens
Click "Save"
Click "Add condition" on Only send if (or leave blank for it to go out on all inspections)
Click "Save"
Click "Add Communication" on Do this
Click "Text"
Click the dropdown menu and select the recipient
Enter your text verbiage in the body
Utilize the +Placeholders in the top right corner of the body
You can select a template from the "Message Template" drop-down as a starting point
Here you can also set time constraints and additional settings
Click "Save"
Click "Save as active"
Responding to Text Messages
You can respond directly to the person contacting you by tapping the linked phone number in a text or by sending a direct email to the sender. ⚠️ Responding to the system phone number or system email will not work! ⚠️
Without a custom phone number, all of these text messages originate from Spectora's Colorado number (720-465-7209).
When we get a text response to our main number, we try to route it to the inspector who most recently did an inspection for someone with that phone number. If that client or agent has done multiple inspections on our platform, or never input their mobile number, you would not be able to receive the message.
Viewing Responses to Your Custom Number Line
If you click the message icon to the left of your name, that will take you to your Conversations page:
From there you can choose Inspectors, Agents, or Clients - these are the recipients of the messages you've sent. You'll see the messages and replies that were sent below.
❇️ Pro-tip: For more info on the Conversations feature, click here! ❇️
Frequently Asked Questions
Why am I seeing a character limit when editing my text messages?
Custom text messages in base automations have a limit of 480 characters. If you're editing a text, and it is longer than the 480 character limit, you will not be able to save it until it is shortened to be below or at the limit.
We are not removing or limiting any existing text messages, everything currently saved will remain as-is unless edited.
Why are my texts not sending?
It could be an invalid phone number, double check the phone number for the contact.
To ensure texts send properly to international numbers, a + with the country code needs to be added to the phone number. For example, +1 for a US number. It can vary depending on the country. Read more about proper formatting here.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
