Guide to Text Notification Systems for Text Message Alerts and Emergency Messages
You need to reach a bunch of people—fast.
What’s the best way to do it?
- Email? Takes too long for people to read and respond to messages
- Voice? Auto-dialers help, but calling everyone on a contact list takes way too long
- Internal messaging tool? Efficient, but everyone needs to be a user of the platform
So what’s the most universal and accessible way to send a message to all contacts at once?
Mobile text alerts.
In this article, I cover:
- What mobile text message alerts are
- What emergency text alerts are (there’s a difference—hint, it has to do with opt-in)
- 4 reasons why text alerts work for emergencies, updates, and more
- Text alerts vs. email alerts and phone calls
- How to set up a text alert system, like MessageDesk
- 8 ways to use text alert systems with examples
- Text alert frequently asked questions (FAQ)
By the end, you'll know everything about text alerts. This includes how to text updates, alert about emergencies, and communicate instantly with contacts, customers, employees, and teams.
Read on for more.
What Are Mobile Text Alerts?
Mobile text alerts (SMS alerts) are notifications sent via text message to mobile phones. They deliver important information, updates, or promotional messages directly to recipients who opt in. Text alerts are concise. Many businesses and organizations use them for order updates, appointment reminders, service outage notifications, event announcements, and more.
What Are Emergency Text Messages?
Emergency alert texts, or emergency text notifications, are text messages sent during emergencies. They convey critical information and provide essential details about threats, safety concerns, and necessary actions. Government agencies and local authorities often send emergency text alerts, so opt-in isn’t typically required. These are non-commercial messages that advise people about emergencies, natural disasters, severe weather, public health crises, or terrorism.
4 Reasons Why Text Alerts Work for Emergencies, Updates, and More
There’s plenty of proof that text messages have clear advantages over email and voice.
This is partly because texts are direct, immediate, and highly accessible. Which makes them highly effective for both business purposes and emergency situations.
Below are four reasons why text alerts work.
1. Text alerts are great for direct and immediate communication
Text alerts give you a direct and immediate way to reach people. Your messages get delivered directly to mobile phones.
This high visibility means more engagement in both business and emergency contexts. Texting gives you the ability to quickly convey important information.
2. Text alerts have up to 98% open rates and 36% click rates
Text messages have high engagement rates compared to email and phone calls.
For reference, the average open rate for an email is around 20%.
But text messages get up to 98% open rates.
The same holds true for click rates. Texts with links have around a 36% click rate - emails get around 2%.
3. Text messages are universally accessible on mobile devices
Text alerts are an inclusive communication method—some 5.1 billion people use mobile devices globally. This makes it possible to reach a broad audience, including individuals who may not have access to the internet or smartphones.
Accessibility is especially important in emergency SOS situations where timely information is vital for public safety.
4. Text alerts are immediate and actionable
Text alerts often include concise instructions or calls to action (CTAs). CTAs make the next steps and desired actions clear to message recipients.
Common CTAs include:
- Learn more
- Get info
- Buy now
- Save 20%
- Schedule today
- Confirm appointment
- Cancel appointment
- View invoice
- Leave review
As you can see, all of the above are direct and actionable. Each CTA encourages prompt response and sets expectations for further engagement.
{{broadcast_staff="/media"}}
Text alerts vs. email alerts
Text alerts have a tremendous advantage over email alerts.
Recent data shows that SMS text messages have a 108% greater open rate than email. Plus, only 17% of users have zero unread emails. But almost two-thirds of people have zero unread text messages.
Put simply, people are much more likely to read texts than emails. This makes sending them a text message a better choice for your emergency notification system.
Text alerts vs. phone calls
76% of consumers don’t like talking on the phone with businesses. And one in four won’t listen to a voicemail from an unknown number.
So, as part of an emergency alert system for businesses, phone calls can’t compete with alert texts. People are also far less likely to pick up or call back. And mass calling isn’t feasible or practical in an emergency situation.
Text alerts vs. email alerts vs. phone calls
How to Set Up a Text Alert System
It's clear that text messages have advantages over email and voice - especially in urgent situations.
But what steps do you need to take to set up a mass text alert system or emergency text alert system?
Below I’ve included a step-by-step for getting started and evaluating your options.
1. Choose a text alert system
There are a bunch of mass text notification systems available. But there are several key features you’ll want to look for when evaluating solutions.
The first key feature is high-volume carrier-verified text messaging—also known as 10DLC.
This feature makes it possible to register a campaign and get near 100% delivery rates. Without this, you can only send a limited number of texts, and delivery isn’t guaranteed.
Note: MessageDesk’s text message broadcasts do support high-volume, carrier-verified 10DLC messaging.
The second grouping of features you’ll want to look for are:
- Text message scheduling
- Support for templates, tags, links, and media
- Keyword-based autoresponder texts
- Contact list management and custom fields
- And integrations (depending on your messaging needs)
{{inbox_annotated="/media"}}
2. Create a free account or hop on a demo
You’ll want to start a free trial or hop on a demo once you've found a text alert system for your business or organization. This gives you time to get answers to questions and test the platform's capabilities.
Note: you're always free to meet with a MessageDesk messaging expert for a demo.
{{inbox_login="/media"}}
3. Choose an SMS phone number
Most text alert providers also offer a range of text-enabled phone number options. In most cases, you can:
- Get a new business text number for sending alerts
- Port or host your existing business number for alerts
- Text-enable an existing business landline or VoIP number for text alerts
Note: MessageDesk supports all of the above phone number options. It also allows you to text from a local 10-digit number or a 1-800 toll-free phone number.
{{sms_phone_number="/media"}}
4. Import and segment your contacts into groups and lists
Once you’ve got your SMS phone number configured, you’ll want to upload contact lists. MessageDesk makes this easy with built-in CSV upload and custom fields.
Plan on sending promotional messages for SMS marketing? Keep in mind that TCPA compliance requires contacts to opt-in to receive promotional messages first.
SMS subscriber systems like MessageDesk can help you get and track this consent automatically. It’s also easy to segment and add emergency contact lists for quickly sending emergency messages and different types of alerts.
{{contacts_custom_fields="/media"}}
5. Pre-save text message templates with tags, links, and media
Text message templates save you from the tedious task of typing the same message each time you broadcast a text alert. They also allow you to keep a queue of emergency messages ready until you need them.
A business texting service like MessageDesk makes it easy to customize and personalize your text messages. You can even:
- Send links in texts
- Text photos
- Or use tags to auto-insert {{ FirstName }} or other contact info into a text alert
{{broadcast_reminders="/media"}}
6. Schedule broadcasts
Many text alert services, like MessageDesk, make it easy to schedule text messages to individuals and groups of contacts.
Scheduled text messages to groups are often called broadcasts or text blasts.
This feature makes it possible to reach everyone at a scheduled time with an emergency notification, alert, or update.
{{broadcast_sale="/media"}}
7. Set up keyword-based autoresponder automation
Autoresponders are a type of automated text message. They work particularly well for SMS text alerts and SMS emergency alerts because they’re activated with keywords.
For example: you could set up a keyword like UPDATES or ALERTS and use that as a prompt.
Someone can text that keyword prompt to your number. Then, they’re automatically subscribed to emergency messaging or notifications from your organization.
Similarly, you can use autoresponders to chain automatic replies and responses together into text message sequences.
This workflow works particularly well for:
- Scheduling and confirming appointments
- Sending invoice reminders
- Or prompting people to learn more about your product or service
{{inbox_autoresponders="/media"}}
8. Connect your text alert systems to integrations like Zapier
Integrations like Zapier can help you send automatic text alerts and emergency messages.
Zapier has its own limited SMS option (SMS by Zapier). But you can also integrate it with an SMS notification system like MessageDesk. This further enables emergency mass text messaging with more advanced workflows and features.
With MessageDesk and Zapier you can do the following and more:
- Add or update a contact: You can use Zapier to sync contacts into MessageDesk.
- Add contact to a group: Zapier allows you to edit MessageDes contacts automatically.
- Send a message: Zapier can trigger MessageDesk to send a text alert to everyone on your emergency contacts list.
{{zapier_calendly="/components"}}
{{zapier_google_calendar="/components"}}
{{zapier_hubspot="/components"}}
{{zapier_shopify="/components"}}
{{zapier_constant_contact="/components"}}
8 Ways to Use Text Alert Systems + Emergency Message Templates
You know what to look for and how to get started with text alerts and how to send an emergency alert to someone’s iPhone or Android.
Now, let’s look at some real-world text alert use cases and emergency broadcast message examples.
Emergency text message alerts
Almost every business or organization has a need for emergency text alerts. Your situations may vary, but here are a few emergency message templates:
Fire danger emergency alert
ATTENTION EVERYONE: Fire danger. Please exit C Building at once.
Code red emergency message
ATTENTION: a code red is in progress. Please seek shelter immediately and await further instructions.
Public health emergency alert
As the HEALTH ISSUE impacts our region, we’re working to meet customer needs while doing our part to mitigate this issue. We will continue to provide additional guidance as new information becomes available.
HR managers and recruiters
Managers and HR professionals benefit tremendously from having the ability to text employees and staff members. Texting even works for staffing and recruitment as well.
Email and voice are also possible options. But they lack the speed, responsiveness, and scalability. They’re not always ideal as an employee or staff emergency notification system.
Application status update
Hello {{ FirstName }}, we appreciate your interest in {{ OrganizationName }}. Your application for the {{ JobTitle }} position is currently under review. We will provide an update soon.
Onboarding reminder
Friendly Reminder: Your first day at {{ OrganizationName }} is tomorrow. Please arrive at {{ Time }} in {{ Location }} with your completed onboarding documents. We look forward to welcoming you!
Training announcement
Attention {{ Team }}: A mandatory training session on {{ TrainingTopic }} has been scheduled for {{ Date }} at {{ Time }}. Please ensure your attendance for important updates and skill development.
Return to office employee alert
Hi {{ FirstName }}, just letting you know that all remote workers must return to the office by 02/15. Type PROBLEM if you have a conflict.
Overtime availability SMS alert
It’s that time again. Please let us know if you’re available to work any overtime shifts next month. Questions? Send them to us and we’ll get back to you ASAP. Thanks!
Out-of-office text alert
Hey {{ FirstName }}, I’m out of the office starting {{ StartDate }} through {{ EndDate }}. I’ll be back on {{ Return Date }}. Please contact {{ FirstName }} at {{ EmailAddress }} for immediate assistance. Otherwise, I’ll respond ASAP once I’m back. {{ FirstName }}, {{ OrganizationName }}
Timecard due text alert
Attention staff members: Please submit your completed timecards by this {{ Day }} at {{ Time }} to ensure you receive a paycheck. Questions? Let us know and we’ll respond ASAP. Thanks!
Safety and facility managers
Safety and facility managers need a robust communication link between the people they protect and supervise. However, safety and facility managers may end up in areas with no internet access during an emergency.
Text messages travel through telecom networks instead of the Internet. As a result, safety and facility managers gain confidence. They can send emergency texts from anywhere and reach someone even if their phone is on silent.
Safety drill reminder
Reminder: Safety drill tomorrow at {{ Time }} in {{ Location }}. Please participate actively and follow the designated safety procedures. Your cooperation ensures a safer workplace. Thank you.
Equipment maintenance alert
Alert: Scheduled maintenance of {{ EquipmentName }} is planned on {{ Date }} from {{ StartTime }} to {{ EndTime }}. Please plan accordingly, and if required, arrange for alternative resources. Contact us for any questions.
Hazardous material spill notification
URGENT: Hazardous material spill detected in {{ Area }}. Follow evacuation procedures immediately. Emergency response teams are on-site. Avoid the affected area until further notice.
Security incident update
Security Update: An isolated security incident occurred at {{ Location }}. Security measures have been heightened, and the situation is under control. Continue to remain vigilant and report any suspicious activity.
Fire alarm testing notice
Testing Notice: Fire alarm system testing scheduled on {{ Date }} from {{ StartTime }} to {{ EndTime }}. During this period, alarm activations may occur. No cause for alarm. Apologies for any inconvenience caused.
Evacuation drill announcement
Announcement: An evacuation drill is planned for {{ Date }} at {{ Time }}. Familiarize yourself with evacuation routes and assembly points. Your participation ensures preparedness. Thank you.
Safety training workshop registration
Registration Open: Join our upcoming Safety Training Workshop on {{ Date }} at {{ Location }}. Learn essential safety practices and enhance workplace safety culture. Register at {{ RegistrationWebsite }}. Limited seats are available.
Logistics and dispatch
Many transport and logistics businesses rely heavily on text software for internal and external communications, with drivers, customers, and other stakeholders.
Shipment status update
Good news! Your package with tracking number {{ TrackingNumber }} has been successfully delivered to its destination. Thank you for choosing our logistics services!
Delay notification
Attention: Due to unforeseen circumstances, there is a delay in the delivery of your shipment. We apologize for the inconvenience and are working to expedite the process. We will provide updates soon.
Pickup reminder
Friendly reminder: Please ensure that your shipment is ready for pickup at {{ PickupLocation }} at {{ ScheduledTime }}. Our driver will be there shortly. Thank you.
Delivery rescheduling
Important: We regret to inform you that the delivery of your shipment has been rescheduled to {{ NewDeliveryDate }}. We apologize for any inconvenience caused and appreciate your understanding.
Special handling instructions
Attention: Your shipment requires special handling. Please ensure fragile items are properly packed and labeled. Contact our customer service if you have any specific instructions or concerns.
Delivery confirmation
Great news! Your shipment has been successfully delivered to {{ FirstName }} at {{ DeliveryAddress }}. Thank you for choosing our logistics services. Let us know if you have any feedback!
Route change alert
Alert: Due to road closures on {{ StreetName }}, our delivery route has been modified. Deliveries may experience slight delays. We appreciate your patience and apologize for any inconvenience.
Last-mile delivery notification
Exciting update! Your package is out for last-mile delivery. Our driver will arrive at your address between {{ TimeFrame }}. Please ensure someone is available to receive the shipment.
School administrators
A school text service can be a great tool for K -12 schools and higher education institutions.
Text alert software for mass texting emergencies can give school administrators more ability to manage situations. This includes situations like class cancellations, construction on campus, and school closures.
Text alerts for schools (personalized)
Hi {{ FirstName }}: Due to a plumbing problem, Mr. Widmarkd's 1 p.m. chemistry class in room 107 is canceled. Thank you.
Student attendance and notices to parents SMS alert
Hi {{ FirstName }} {{ Student }} missed 2 classes this week. Please contact the attendance office to discuss this.
School closure and reopening SMS alert
Parents, faculty, and staff: campus will be closed today due to heavy snowfall. Please check your email and our website {{ Link }} for more information about closure plans for the rest of the week.
Report card and grade notification SMS alert
Attention parents. Report cards will be available today at 3 pm for grades 6-8. Please review them with your student and sign the report card.
IT professionals
Whether it's system setups or software development, IT professionals have a constant need to alert their team members or company stakeholders.
They can use emergency text message systems to notify team members of emergency meetings, system shutdowns, and protocol changes.
Servers down text alert
Attention: Our systems are currently experiencing an outage. IT technicians are working to resolve the issue. We apologize for the inconvenience and will provide updates shortly.
Password expiry alert reminder
Reminder: Your account password will expire in 3 days. Please visit {{ PasswordResetURL}} to change your password and ensure uninterrupted access to our systems. Thank you.
Scheduled maintenance notification
Notice: Planned maintenance is scheduled for {{ Date }} from {{ StartTime}} to {{ EndTime }}. During this period, there may be intermittent system availability. We appreciate your understanding.
Security alert text
URGENT: A potential security breach has been detected. Please refrain from clicking on any suspicious links or opening unknown attachments. Contact the IT department immediately if you have any concerns.
Phishing awareness reminder
Attention: Beware of phishing attempts. Do not share sensitive information or click on suspicious links. Remember, IT will never ask for your password via email or text. Stay vigilant!
Local municipalities and governments
Local city and town officials can use SMS to alert staff and residents. SMS works well for notifying people about blocked roads, power outages, and hazards due to foul weather or fallen power lines.
Road closure notification
Traffic Alert: {{ StreetName }} will be closed between {{ StartTime }} and {{End Time}} for maintenance. Please use alternative routes. We apologize for any inconvenience caused.
Water service interruption
Service Alert: Planned water service interruption on {{ Date }} from {{ StartTime }} to {{ EndTime }} in your area. We are working to improve infrastructure. Apologies for any inconvenience.
Community event announcement
Community Event: Join us for {{ EventName }} happening on {{ Date }} at {{ Location }}. Fun activities, live entertainment, and more. Visit {{ EventWebsite }} for details. See you there!
Public meeting reminder
Reminder: Don't forget! The {{ Topic }} public meeting is tomorrow at {{ Time }} in {{ Location }}. Share your feedback and contribute to community discussions. Your voice matters!
Banks and financial institutions
Timely alerts are essential when it comes to finances. Text alerts can help banks and financial services better protect their customers from unusual activity or the possibility of having a negative balance.
Account balance alert
Account Alert: Your current account balance is {{ Balance }}. Please review your transactions and ensure sufficient funds are available for upcoming payments. Contact us for any assistance.
Transaction notification
Transaction alert: A debit/credit transaction of {{ Amount }} has been made on your account ending in {{ Last4Digits }}. If unauthorized, please contact us immediately.
Overdraft warning
Important: Your account is approaching its overdraft limit. Please make a deposit to avoid overdraft fees and ensure uninterrupted account access. Contact us for more information.
Fraud alert
URGENT: Potential fraudulent activity detected on your account. If you did not authorize the transaction, please call our fraud hotline at {{Fraud Hotline Number}} immediately.
Payment due reminder
Reminder: Your payment of {{ Amount }} is due on {{ DueDate }}. Please ensure sufficient funds are available in your account for timely payment. Contact us if you have any questions.
Card activation notification
Card Activation Alert: Your new {{ CardType }} ending in {{ Last4Digits }} is now activated. You can start using your card for secure transactions. Contact us if you have any concerns.
Security update
Security Alert: To enhance account security, please update your password regularly. Visit our website or call our customer support for instructions on changing your password.
ATM withdrawal confirmation
Transaction Confirmation: A withdrawal of {{ Amount }} was made from your account at {{ ATMLocation }}. If this transaction is unauthorized, please contact us immediately.
Emergency Text Alert Frequently Asked Questions (FAQ)
Below is a list of frequently asked questions related to text alerts and emergency text messages.
Can I send emergency text alerts from my personal phone?
It depends, provided you’ve signed up with a business text messaging service like MessageDesk. In most cases, you can easily host or port your 10-digit business phone number for business and texting purposes.
How many people can I text with a text alert system?
The number of people you can text with a text alert system varies depending on the service or platform used. Some systems have limitations on the number of recipients, while others can handle thousands or even millions. It's important to choose a scalable solution that meets your needs.
Can I add photos and pictures to my text alerts?
Yes, business text message services like MessageDesk allow you to personalize your text alerts. This includes adding pre-saved tags, links, and reusable text message templates. In addition, your text messages can contain MMS images, GIFs, and other media.
Can I send a text alert for free?
No, you can’t send text alerts for free. To send text alerts and emergency texts at scale you’ll need a texting service verified for high-volume text messaging.
How do people opt-in to my text alerts?
They can join an SMS mailing list by texting a unique keyword like SUBSCRIBE or JOIN to your marketing number. You can also have a click-to-text button or a sign-up option on your website.
What types of phone numbers can I use to send text alerts?
Most text alert software is compatible with 10-digit local, toll-free, virtual text numbers, and short-code phone numbers.
Ready to launch a text alert or emergency SMS alert system?
Ready to try business text messaging? MessageDesk is here to help you start more meaningful customer conversations.
Feel free to meet with a messaging expert for a 1-on-1 demo.