Field Chat SMS — Onboarding Template

This page is for project managers and operations leads at BuildPlan customer companies who are rolling out the BuildPlan Field Chat daily-report SMS line to their crews.

It explains the onboarding flow, gives you copy-paste templates to send your foremen, and documents the required SMS disclosures so your team's onboarding stays compliant with U.S. carrier rules (CTIA / TCR A2P 10DLC).

TL;DR for PMs

  1. Add the foreman to BuildPlan in the Field Workers admin screen (you'll be asked to confirm they've consented to receive SMS).
  2. Send them the email template or text template below.
  3. The foreman texts the daily-report number to start.
  4. BuildPlan's automated reply walks them through name, company, and project — they're set up in under a minute.

How Field Chat onboarding works

Field Chat is a two-step employer-mediated opt-in:

Step 1 — Authorize the foreman in BuildPlan. The PM (or another authorized BuildPlan user at the construction company) opens the Field Workers admin screen in the BuildPlan web app, enters the foreman's name and mobile phone number, and checks the box confirming the foreman has agreed to receive work-related SMS from BuildPlan as part of their daily reporting workflow.

Step 2 — Tell the foreman to text the line. The PM separately notifies the foreman — by email, text from their own phone, in person, or via a printed worksite notice — that they can text their daily reports to the BuildPlan number. The foreman initiates the SMS conversation themselves by sending the first message.

On that first inbound message, BuildPlan replies with a disclosure message that includes message-frequency, “Msg & data rates may apply,” STOP/HELP instructions, and links to our Terms and Privacy Policy. The foreman can opt out at any time by replying STOP.

BuildPlan does not send unsolicited messages, does not send marketing or promotional content over SMS, and does not share phone numbers with third parties.

Required disclosures (must appear in every onboarding message you send)

Whether you use email, text, or a printed notice, the message you send to your foreman must include all five of the following items:

  1. Program name: BuildPlan Field Chat (daily-report SMS line)
  2. Purpose: Recurring automated text messages about active projects (report prompts, missing-information requests, and report-filed confirmations)
  3. Frequency disclosure: “Message frequency varies based on project activity”
  4. Cost disclosure: “Message and data rates may apply”
  5. Opt-out instructions: “Reply STOP at any time to unsubscribe; reply HELP for help”

Plus links to:

The copy-paste templates below already contain all required items — just fill in the bracketed fields.

Email template

Subject: Daily reports by text — text our BuildPlan line to get started

Hi [FOREMAN_FIRST_NAME],

We're moving daily field reports onto a text-message workflow through BuildPlan. Instead of filling out a paper form or app, you can just text your daily report — crew, hours, tasks, safety topic, and photos — to our project line:

[BUILDPLAN_FIELD_CHAT_NUMBER]

To get started, text that number anytime today. BuildPlan will reply automatically and walk you through a one-time setup (your name, company, and project), and you'll be ready to file reports from then on.

A few things to know:

  • This is a recurring automated text-message service. You'll get prompts and confirmations from BuildPlan related to your active projects.
  • Message frequency varies based on project activity.
  • Message and data rates may apply.
  • You can text STOP at any time to unsubscribe, or HELP for help. You can also email support@buildplanai.com to be removed.
  • BuildPlan does not share your phone number with third parties for marketing. Full details: https://buildplanai.com/privacy
  • Terms of service: https://buildplanai.com/terms

Questions? Reply to this email or text me directly.

Thanks,
[PM_NAME]
[COMPANY_NAME]

Text-message template

Short version a PM can send from their own phone:

Hey [FIRST_NAME] — going forward, please text your daily field reports to BuildPlan at [BUILDPLAN_FIELD_CHAT_NUMBER]. Just text the number to get started; it'll walk you through setup automatically. You'll get recurring automated prompts about your active projects (frequency varies). Msg & data rates may apply. Reply STOP to opt out, HELP for help. Terms: buildplanai.com/terms Privacy: buildplanai.com/privacy

Printable worksite notice

For posting in the jobsite trailer or break area. Print and tape up where the crew will see it.

+--------------------------------------------------------------+
|                                                              |
|             DAILY REPORTS BY TEXT                            |
|                                                              |
|   Text your daily report to:                                 |
|                                                              |
|        [Your BuildPlan Field Chat number]                    |
|                                                              |
|   Include: crew, hours, tasks completed, safety topic,       |
|   and any photos. BuildPlan will reply automatically         |
|   and ask for anything missing.                              |
|                                                              |
|   This is a recurring automated text-message service         |
|   from BuildPlan AI. Message frequency varies based on       |
|   project activity. Msg & data rates may apply. Reply        |
|   STOP to opt out, HELP for help.                            |
|                                                              |
|   Terms:   buildplanai.com/terms                             |
|   Privacy: buildplanai.com/privacy                           |
|   Support: support@buildplanai.com                           |
|                                                              |
+--------------------------------------------------------------+

What your foreman will see

When the foreman texts the line for the first time, BuildPlan's automated reply is:

Hi — this is BuildPlan's daily-report line. You'll get recurring automated prompts about your active projects (frequency varies). Msg & data rates may apply. Reply STOP to opt out, HELP for help. Terms: https://buildplanai.com/terms Privacy: https://buildplanai.com/privacy

What's your full name?

Subsequent messages will ask for company and project to bind them to the right BuildPlan account. After that, they're verified and can text reports freely.

FAQ for project managers

Do I need separate written consent from each foreman?

You need to confirm — and the BuildPlan Field Workers admin screen asks you to confirm — that you've informed the foreman about the SMS program and that they've agreed to receive these work-related messages. Sending one of the templates above is the recommended way to do that and produces a paper trail. For unionized crews or jurisdictions with stricter consent rules (e.g., California, EU), check with your HR or legal team.

What happens if a foreman replies STOP?

They're immediately opted out at the carrier level — no further messages from BuildPlan will reach them. Their existing reports are preserved, but they won't be able to file new reports by SMS until they re-opt-in by texting START or being re-added by a PM.

Can I add multiple foremen at once?

Yes — the Field Workers admin screen supports bulk import via CSV. You're still responsible for ensuring each foreman has been informed and consented before being added.

Can foremen use WhatsApp instead of SMS?

Yes, in regions where WhatsApp is the dominant messaging channel. The onboarding flow is identical; the foreman messages BuildPlan's WhatsApp sender instead of the SMS number. WhatsApp has separate opt-in rules — contact support for the latest WhatsApp onboarding guidance.

Where does the foreman's data go?

Messages and any attached photos are stored in BuildPlan against your company's account, attached to the relevant project's daily reports. Only authorized users in your BuildPlan organization can view them. See our Privacy Policy for full details.

Who pays for the messages?

BuildPlan pays the carrier per-message fees on the receiving side. Your foreman's mobile carrier may charge them standard message-and-data rates depending on their plan — this is why the “Msg & data rates may apply” disclosure is required.

Support

Last updated: May 28, 2026