How to Send Bulk SMS to Your Customers

SMS is one of the most reliable ways to deliver timely information directly to customers. But in regulated industries where consent, auditability, and customer data protection are non-negotiable, sending bulk SMS requires additional compliances.

Before even a single message goes out, teams need to align multiple systems, verify opt-ins, and ensure messaging content complies with local and global regulations. This guide walks through that entire workflow, from preparing your contact list and securing the right approvals to sending messages at scale and tracking their performance.

Each step is structured for teams operating in compliance-heavy environments where every message must be traceable, accountable, and relevant.

How to prepare before launching a bulk SMS campaign?

This section outlines the critical checks to complete before launching a bulk SMS campaign, especially in regulated industries where missteps can lead to blocked messages or penalties.

Below is a practical checklist with supporting guidance for each item:

Step 1 - Get explicit opt-in consent via digital forms or keywords

Every recipient must have clearly opted in to receive messages. Capture consent using web forms, SMS keywords (like “JOIN”), or CRM-integrated tools that log the time, date, and source of the opt-in. 

This ensures every message is traceable and defensible under regulations like TCPA, GDPR, or HIPAA.

Step 2- Register your Sender ID

If you’re sending messages from a dedicated number such as a long code or a brand-registered Sender ID, you’ll need to comply with the 10DLC (10-Digit Long Code) regulations in the U.S. This system, managed by mobile carriers, requires businesses to register both their use case and messaging content to reduce spam and ensure message deliverability.

Step 3 - Format your contact list correctly (CSV/Excel with name and number)

Prepare a clean, deduplicated contact list in CSV or Excel format. Include key fields like mobile number, name, and any personalization tokens (e.g., appointment date). This reduces the risk of delivery errors and ensures proper message formatting.

Step 4 - Write concise, relevant messages with personalization tokens (e.g., {First Name})

Bulk messages should be short, specific, and clearly identify who’s sending them. Use placeholders like {First Name} to personalize each message, and avoid ambiguous language that could be flagged as spam.

Step 5 - Set approved messaging hours and provide opt-out instructions

Schedule your campaigns within local business hours to improve deliverability and user trust. Every message should include opt-out instructions (e.g., “Reply STOP to unsubscribe”) to stay compliant and respect recipient preferences.

Non-compliant SMS campaigns may be blocked or penalized - Ensure that every contact, message, and sending window is validated against applicable laws in your region.

How to send bulk SMS with Conversive?

Once your contact list, consent records, and message templates are in place, you're ready to launch your campaign. Conversive offers two ways to send bulk SMS, either through its standalone portal or directly within Salesforce. 

Both options are designed for regulated businesses that need traceability, auditability, and real-time visibility.

Option 1: Send bulk sms campaigns from the Conversive portal

For teams managing communication outside of Salesforce, the Conversive portal offers a full-featured interface for sending compliant, large-scale SMS campaigns. 

The workflow is structured to support message accuracy, auditability, and deliverability without needing custom code or external integrations.

Follow these steps to run a campaign:

Step 1 - Prepare a CSV file with recipient details

Start with a clean and correctly formatted CSV file. At minimum, include mobile numbers in international format (e.g., +1 for U.S., +91 for India). You can also add columns like {First Name}, {Appointment Date}, or any other field you plan to use in message personalization. Double-check for missing values, duplicates, or non-numeric entries, as these may trigger validation errors during upload.

Step 2 - Upload the list via the bulk messaging section

Log in to the Conversive portal and navigate to the “Bulk Messaging” tab. Click “Upload Contacts” and select your CSV file. The platform will automatically validate the file’s structure by checking for required fields, formatting errors, and invalid numbers. If issues are detected, Conversive provides a line-by-line report so you can correct and re-upload with confidence.

Step 3 - Write or select a message template with dynamic fields

Once your contacts are uploaded, you’ll be prompted to choose a message. You can either select an approved template from your library or create a new one directly within the portal. Add personalization tokens like {First Name} by referencing column headers from your CSV file. Keep the message concise, identify your business clearly, and ensure opt-out instructions are included.

Step 4 - Schedule the message or send it immediately

Conversive allows you to either send messages instantly or schedule them for a later date and time. If your audience spans multiple time zones or operates under regulated contact hours (e.g., 9am–8pm local time), use the scheduling feature to optimize delivery. The system will only send during approved hours configured in your account settings.

Step 5 - Test by sending it to yourself before launch

Before launching to your full list, use the “Send Test” option to deliver a preview to your own number. This helps verify how personalization fields render, and whether the tone and structure feel appropriate. It also confirms that sender ID, opt-out text, and spacing appear as expected across different mobile devices.

Step 6 - Monitor engagement via the “Responses” dashboard

After your campaign is live, navigate to the “Responses” dashboard to track real-time performance. You’ll see metrics such as total sent, delivery confirmations, opt-outs, and replies. You can also filter responses by status or flag any messages requiring follow-up. All interactions are logged automatically for compliance review.

Conversive automatically tracks delivery status, timestamps, sender IDs, opt-out events, and response histories providing a full compliance record for every campaign.

Option 2: Send SMS directly from your Salesforce CRM using Conversive

For teams that work primarily within Salesforce, Conversive enables bulk SMS campaigns without ever leaving the CRM. This approach ensures your messaging is fully integrated into lead, contact, or campaign workflows with consent, history, and status updates logged automatically at the record level.

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Here’s how to run a bulk SMS campaign from Salesforce using Conversive:

Step 1 - Select multiple records from Leads, Contacts, or Campaigns

Start by navigating to the object where your target audience is stored. This could be a Lead list view, a filtered group of Contacts, or an active Campaign. 

Use Salesforce’s multi-select tools to choose the specific records you want to message. Make sure each record has a valid mobile number and opt-in status before proceeding.

Step 2 - Click the “Send Bulk SMS” action

With your records selected, click the Conversive action button labeled “Send Bulk SMS.” This opens a message composition window powered by Conversive’s messaging engine directly within Salesforce. 

The interface automatically references available sender IDs, templates, and tokens based on your account configuration.

Step 3 - Choose your Sender ID and message

Pick the approved Sender ID from the dropdown list. This determines how your message will appear on recipients’ phones. Then either write a new message or select a template that’s pre-approved for your use case. The template engine supports personalization using Salesforce fields like {FirstName}, {AppointmentDate}, or custom fields relevant to your process.

Step 4 - Schedule or send instantly

You can dispatch the message immediately or schedule it for a later time. For regulated businesses, it's best to align your send time with local contact hours or operational guidelines. Conversive respects these guardrails and won’t deliver messages outside approved windows, even if they’re accidentally scheduled for off-hours.

Step 5 - Review delivery and engagement within the CRM record

Once sent, each message is logged inside the associated Lead, Contact, or Campaign record. This includes delivery confirmations, timestamps, and any replies. Agents and managers can view the full conversation thread, monitor opt-outs, and follow up without needing to switch systems.

All SMS interactions sent via Conversive in Salesforce are audit-logged automatically ensuring that your team remains compliant with consent rules and communication policies at all times.

Why Businesses Choose Conversive Over Basic Bulk SMS Tools

Most bulk SMS platforms can send messages at scale but few are built to manage the operational, compliance, and CRM challenges faced by regulated industries. Conversive is purpose-built for teams that need more than delivery receipts. It combines consent management, native CRM integration, and multi-channel capabilities in one unified platform.

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Here’s why businesses in healthcare, finance, education, and law consistently choose Conversive:

i) Consent, opt-out, and Sender ID registration are built-in

Conversive enforces consent rules at the system level. Opt-in records, opt-out keywords, and Sender ID registrations (including 10DLC and DLT) are all managed inside the platform reducing risk and simplifying compliance.

ii) All campaigns respect time-of-day and opt-in status automatically

Teams don’t have to worry about sending messages after hours or to unsubscribed contacts. Conversive automatically restricts delivery to approved time windows and filters out records that lack valid opt-in.

iii) Real-time CRM events trigger timely, relevant messages

Whether a lead updates their application status or a case is escalated, Conversive can trigger messages based on real-time changes in Salesforce. This ensures communication is contextual, not just scheduled.

iv) Messages can escalate to human agents with context retained

When automated conversations reach their limit, Conversive enables seamless handoff to a live agent along with full conversation history and CRM context. Customers never have to repeat themselves.

Results You Can Expect When You Use Conversive

Conversive is designed to improve measurable outcomes across high-consideration workflows reducing missed engagements, increasing response rates, and simplifying compliance at scale. For teams in legal, healthcare, education, and finance, this translates into fewer manual tasks, more timely follow-ups, and better alignment between customer communication and internal systems.

By combining CRM data with structured messaging workflows, Conversive helps teams move faster without compromising regulatory standards.

i) Reduced no-shows and drop-offs

Appointment reminders, deadline alerts, and registration nudges are sent automatically improving customer follow-through and reducing friction in long decision cycles.

ii) Faster response times and higher engagement

CRM-triggered messages reach customers when context is fresh prompting quicker replies and keeping conversations active.

iii) Stronger compliance and lower risk

Every message is sent under governed rules, with opt-in verification, audit trails, and time-of-day restrictions enforced in the background.

iv) Efficient team workflows with less manual follow-up

Agents and staff can monitor responses, filter inquiries, and prioritize action items from one interface without switching tools or rechecking consent.

Schedule a demo to improve your customer engagement with compliant SMS.

Frequently Asked Questions

What types of consent do I need before sending bulk SMS?

You need a documented opt-in from every recipient. This consent should include the time, date, and method of capture whether via web form, keyword response, or CRM-based checkbox. Regulations like TCPA, GDPR, and HIPAA require that this information be stored and auditable.

How does Conversive handle opt-outs and consent compliance?

Conversive automatically manages opt-out keywords (like “STOP”) and updates contact status in real time. It also logs every consent event including opt-ins, opt-outs, and sender ID preferences ensuring your messages are always aligned with regulatory requirements.

Can I personalize messages even when sending to thousands of people?

Yes. Conversive supports dynamic fields like {First Name}, {Appointment Date}, and custom CRM variables. These are automatically populated per recipient during message generation, allowing for tailored communication at scale.

What makes Conversive better for regulated businesses than basic SMS tools?

Conversive is built for industries that need more than delivery. It provides consent governance, CRM integration, compliance enforcement, and audit-ready logs. It supports multi-channel messaging and human handoff, making it suitable for healthcare, law, education, and finance.

Will I be able to see responses and engagement metrics after sending?

Yes. Conversive tracks delivery status, opt-outs, replies, and overall campaign performance in real time. All data is visible within your CRM or the Conversive portal, depending on where the campaign was launched.

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