Scheduling Text Messages and Text Credits

Overview of Text Messaging Features

CharityAuctionsToday's text messaging system enables event organizers to communicate directly with bidders and supporters via SMS (Short Message Service). This powerful tool allows scheduled delivery of auction updates, reminders, thank you messages, and promotional content, helping maintain engagement and drive participation throughout your fundraising event.

Understanding Text Credits

What Are Text Credits?

Text credits are prepaid messaging units that allow you to send SMS text messages to bidders and event participants. Each text credit typically equals one SMS message sent to one recipient.

Key Characteristics:

• Purchased in advance of sending messages
• Credits deducted when messages are delivered
• Do not expire (usually)
• Shared across all events in your organization account
• Different packages available at different price points

Text Credit Pricing

Standard pricing structures for text credits:

Pay-As-You-Go:

• Individual message pricing: $0.03-$0.05 per text
• No minimum purchase required
• Best for: Small events or occasional messaging
• Higher per-message cost

Volume Packages:

• 500 credits: $0.025 per text ($12.50 total)
• 1,000 credits: $0.02 per text ($20 total)
• 5,000 credits: $0.015 per text ($75 total)
• 10,000+ credits: $0.01-$0.015 per text (custom pricing)
• Best for: Large events or multiple annual auctions

Enterprise Plans:

• Unlimited texting within subscription
• Monthly or annual billing
• Includes advanced features
• Best for: Organizations with frequent events

How Credits Are Consumed

Understanding credit usage:

Standard Messages:

• One SMS (160 characters or less) = 1 credit
• Messages split into segments if longer
• Each segment consumes one credit
• Example: 320-character message = 2 credits

Recipient Calculation:

• Credits consumed per recipient
• 1 message to 100 recipients = 100 credits
• Scheduled messages reserve credits
• Failed deliveries may or may not consume credits (varies by platform)

Special Considerations:

• International messages may cost additional credits
• MMS (images/media) typically cost more credits
• Shortcodes vs. long codes may have different pricing
• Delivery confirmations may consume additional credits

Purchasing Text Credits

How to add credits to your account:

1. Log into your CharityAuctionsToday dashboard
2. Navigate to "Account Settings" or "Billing"
3. Select "Text Credits" or "SMS Credits"
4. Choose credit package or enter custom amount
5. Complete payment through secure processor
6. Credits added immediately to account balance
7. Receive confirmation email with receipt

Payment Options:

• Credit card (Visa, Mastercard, Amex, Discover)
• ACH/bank transfer for large purchases
• Organizational invoicing for nonprofits
• Auto-reload when balance drops below threshold

Monitoring Credit Balance

Keep track of your text credit inventory:

Dashboard Display:

• Current credit balance shown prominently
• Recent usage history
• Credits reserved for scheduled messages
• Available credits for new messages

Low Balance Alerts:

• Automatic notifications at threshold (e.g., 100 credits remaining)
• Email alerts to account administrators
• Warning before scheduled messages if insufficient credits
• Option to auto-purchase when low

Usage Reports:

• Credits consumed per campaign
• Credits used per event
• Message delivery success rates
• Cost analysis and ROI tracking

Scheduling Text Messages

Accessing the Text Messaging Tool

Navigate to communication features:

1. From event dashboard, select your auction event
2. Click "Communications," "Messages," or "Text Messaging"
3. Choose "Send Text Message" or "New SMS Campaign"
4. Access the text message composer interface

Composing Your Message

Creating effective text messages:

Message Content:

• Keep messages concise and clear
• Include essential information only
• Use action-oriented language
• Add event name for context
• Include relevant links (use URL shorteners)
• Avoid excessive punctuation or all caps

Character Limits:

• Standard SMS: 160 characters
• Messages exceeding 160 characters split into multiple segments
• Each segment consumes one credit per recipient
• Character counter shows remaining space
• Consider using link shorteners to save space

Personalization:

• Use merge fields for personalization
• Available fields: {FirstName}, {LastName}, {BidderNumber}
• Example: "Hi {FirstName}, our auction closes in 1 hour!"
• Increases engagement and response rates

Message Examples:

Auction Opening: "Hi {FirstName}! Our Spring Gala auction is now LIVE! Browse 100+ amazing items at [short-link]. Happy bidding!"

Closing Reminder: "Auction closes in 30 minutes! You're the high bidder on Item #47. Check your other items at [link]."

Outbid Alert: "You've been outbid on [ItemName]! Current bid: $250. Place a new bid at [link]."

Thank You: "Thank you {FirstName} for supporting our mission! Your winning items total $500. Checkout at [link] by Friday."

Selecting Recipients

Choose who receives your message:

All Event Participants:

• Every registered bidder
• Ticket purchasers
• Anyone associated with the event
• Use for: General announcements, event updates

Active Bidders:

• Only bidders who have placed bids
• More engaged audience
• Higher relevance
• Use for: Bidding reminders, closing alerts

Current High Bidders:

• Bidders winning at least one item
• Most engaged segment
• Use for: Winning status updates, closing reminders

Specific Bidders:

• Manual selection by bidder number or name
• CSV upload of phone numbers
• Custom filtered lists
• Use for: VIP communications, specific item alerts

Custom Filters:

• By bid amount (e.g., bidders with $500+ total bids)
• By category interest
• By registration date
• By geographic location
• By donor/sponsor status

Setting Delivery Time

Schedule when messages are sent:

Immediate Delivery:

• Send message as soon as you click "Send"
• Delivers within seconds to minutes
• Best for: Time-sensitive alerts, real-time updates
• Credits consumed immediately

Scheduled Delivery:

• Set specific date and time for sending
• Plan campaigns in advance
• Coordinate with event timeline
• Best for: Planned reminders, promotional campaigns

Scheduling Options:

1. Select "Schedule for Later"
2. Choose date using calendar picker
3. Set time (including AM/PM)
4. Verify time zone setting
5. Add to queue
6. Credits reserved but not consumed until sent

Optimal Timing Guidelines:

• Avoid early morning (before 9:00 AM)
• Avoid late night (after 9:00 PM)
• Consider recipient time zones
• Peak engagement: 10:00 AM - 1:00 PM and 5:00 PM - 8:00 PM
• Respect quiet hours and preferences

Preview and Testing

Verify before sending:

Preview Function:

• Review message with personalization applied
• Check character count
• Verify links work correctly
• See how message appears on devices

Test Messages:

• Send to your own phone first
• Send to team members for review
• Verify formatting and timing
• Confirm links are clickable
• Test personalization fields

Final Review Checklist:

• Message content accurate and professional
• Recipients correctly selected
• Delivery time appropriate
• Sufficient credits available
• Links tested and working
• Personalization fields correct

Confirming and Sending

Finalize your scheduled message:

1. Review all settings one final time
2. Click "Schedule Message" or "Send Now"
3. Confirm credit usage
4. Receive confirmation of scheduling
5. Message appears in "Scheduled Messages" queue
6. Edit or cancel if needed before send time

Automated Text Message Campaigns

Pre-Built Message Templates

CharityAuctionsToday offers automated messaging:

Auction Opening:

• Automatically sent when bidding opens
• Notifies all registered bidders
• Includes auction link
• Customizable timing (immediate or delayed)

Closing Reminders:

• Sent at intervals before closing
• Common timing: 24h, 1h, 15min before close
• Recipients: All active bidders or high bidders
• Increases last-minute bidding activity

Outbid Notifications:

• Triggered when bidder is outbid
• Sent in real-time
• Includes current bid and link
• Highly effective for re-engagement

Winning Notifications:

• Sent when auction closes
• Only to winning bidders
• Includes winning items and total
• Provides checkout instructions

Payment Reminders:

• Scheduled after auction closes
• Sent to winners who haven't paid
• Escalating series available
• Includes payment deadline

Configuring Automated Messages

Enable and customize automatic texts:

1. Navigate to "Automated Messages" or "Message Settings"
2. Select which automated messages to enable
3. Customize message content for each type
4. Set timing parameters
5. Enable/disable specific message types
6. Save automation rules

Automation Best Practices:

• Don't over-message (3-5 texts per bidder maximum)
• Space messages appropriately
• Provide opt-out options
• Monitor engagement and adjust
• Test automations before event goes live

Managing Scheduled Messages

Viewing Scheduled Message Queue

Monitor upcoming text sends:

Queue Display:

• List of all scheduled messages
• Delivery date and time
• Recipient count
• Credits reserved
• Message preview
• Status (Pending, Sent, Failed, Cancelled)

Sorting and Filtering:

• By send date
• By recipient group
• By campaign name
• By status

Editing Scheduled Messages

Modify messages before they send:

What You Can Edit:

• Message content
• Delivery time (before processing begins)
• Recipient list (add or remove)
• Scheduling status (activate or pause)

What You Cannot Edit:

• Messages already sent
• Messages currently being delivered
• May have time window restriction (e.g., can't edit within 15 minutes of send)

How to Edit:

1. Locate message in scheduled queue
2. Click "Edit" or message title
3. Make desired changes
4. Save updated message
5. Confirm changes in queue

Canceling Scheduled Messages

Stop a message from sending:

1. Find message in scheduled queue
2. Click "Cancel" or "Delete"
3. Confirm cancellation
4. Credits are released back to balance
5. Message removed from queue

Important Notes:

• Must cancel before processing begins
• Once delivery starts, cannot be stopped
• Reserved credits returned immediately
• No partial sends (all or nothing)

Compliance and Best Practices

Legal Requirements

Text messaging regulations to follow:

TCPA Compliance (USA):

• Obtain express written consent
• Provide clear opt-out mechanism
• Honor opt-out requests immediately
• Don't message before 8 AM or after 9 PM local time
• Maintain do-not-call lists

Consent Requirements:

• Collect phone numbers with explicit permission
• Checkbox during registration: "I agree to receive text messages"
• Explain message frequency and purpose
• Provide terms and conditions
• Store consent documentation

Opt-Out Language:

• Include in every message or footer
• Standard: "Reply STOP to unsubscribe"
• Process opt-outs immediately
• Confirm unsubscribe with final message
• Maintain suppression list

Message Content Guidelines

Professional communication standards:

Do:

• Be concise and relevant
• Include your organization name
• Provide value in every message
• Use clear calls-to-action
• Respect recipient time and attention
• Test messages before sending

Don't:

• Send excessive messages (spam)
• Use deceptive subject matter
• Include offensive content
• Send messages at inappropriate times
• Continue after opt-out
• Share or sell phone numbers

Frequency Management

Balancing engagement and fatigue:

Recommended Frequency:

• Pre-event: 1-2 messages
• During event: 2-4 messages
• Post-event: 1-2 messages
• Total per event: 4-8 messages maximum

Strategic Spacing:

• Minimum 4 hours between messages
• Avoid multiple messages same day unless critical
• Higher tolerance for time-sensitive alerts
• Monitor opt-out rates as indicator

Analytics and Reporting

Message Performance Metrics

Track text message effectiveness:

Delivery Metrics:

• Messages sent
• Successfully delivered
• Failed deliveries
• Delivery rate percentage

Engagement Metrics:

• Click-through rate on links
• Response rate
• Opt-out rate
• Time to action after message

Financial Metrics:

• Credits consumed
• Cost per message
• Cost per recipient
• ROI on text campaigns

Analyzing Campaign Success

Evaluate messaging impact:

Benchmarks:

• Delivery rate: 95%+ is good
• Click rate: 15-30% is typical
• Opt-out rate: Below 2% is healthy
• Response rate: Varies by message type

A/B Testing:

• Test different message content
• Compare timing variations
• Evaluate personalization impact
• Optimize based on results

Continuous Improvement:

• Review metrics after each event
• Identify most effective message types
• Eliminate underperforming messages
• Refine targeting and timing

Troubleshooting

Common Issues and Solutions

Messages Not Delivering:

• Verify sufficient credits available
• Check recipient phone numbers are valid
• Ensure messages not blocked by carriers
• Confirm compliance with regulations
• Review account status and permissions

Delayed Delivery:

• High volume may cause delays
• Carrier throttling during peak times
• Check platform status
• Verify scheduled time was correct
• Contact support for investigation

Incorrect Personalization:

• Verify merge field syntax
• Check data quality in recipient list
• Test before sending to large groups
• Update recipient information if needed

Credit Discrepancies:

• Multi-segment messages consume multiple credits
• Failed messages may still consume credits
• Review usage reports for details
• Contact billing support for corrections

Advanced Features

Two-Way Messaging

Interactive text conversations:

Capabilities:

• Bidders can reply to messages
• Responses routed to event organizers
• Real-time conversation management
• May require upgraded plan

Use Cases:

• Answer bidder questions
• Provide support during event
• Collect feedback
• Manage item pickup scheduling

Shortcodes vs. Long Codes

Different sender number types:

Shortcodes (5-6 digits):

• Higher deliverability
• Faster delivery speeds
• More professional appearance
• Support higher volume
• More expensive

Long Codes (10 digits):

• Standard phone numbers
• Lower throughput limits
• More affordable
• Adequate for most auctions

MMS (Multimedia Messages)

Sending images and media:

Image Messages:

• Include photos of auction items
• Event logos and branding
• Visual reminders and updates
• Cost more credits (typically 3x SMS)

When to Use MMS:

• Showcasing high-value items
• Event day directions with maps
• Visual thank you messages
• Enhanced promotional campaigns

Conclusion

Scheduling text messages and managing text credits effectively are essential skills for maximizing CharityAuctionsToday's communication capabilities. By understanding credit pricing structures, crafting compelling messages, scheduling strategically, and monitoring performance, organizations can maintain consistent engagement with bidders throughout the auction lifecycle.

Text messaging delivers immediate, direct communication that email cannot match, with open rates exceeding 95% and read times under five minutes. When used appropriately and in compliance with regulations, SMS becomes one of your most powerful tools for driving bidder participation, increasing final bid amounts, and creating memorable donor experiences.

Start by purchasing an appropriate credit package for your event size, plan your messaging schedule in advance, leverage automated messages for efficiency, and continuously refine your approach based on analytics. With CharityAuctionsToday's robust text messaging features and your strategic implementation, you'll create more engaging, successful charity auctions that achieve your fundraising goals.

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.