Rally Point Text Reminders: Admin Guide

Rally Point Text Reminders - Admin Guide

How Eagle OPS sends Rally Point reminder texts automatically from Monday. For staff and Mission Coordinators. Last updated September 18, 2026.

Jump to:
How it works
Setting up a Rally Point in Monday
The columns explained
When texts go out
Editing the wording
Groups & sign-ups
The RP Reminders screen
Preview & test
Going live
FAQ & troubleshooting

How it works (the short version)

Every Rally Point lives on the Eagle OPS Monday.com board named Official Calendar - OM RALLY POINT SCHEDULE (open the board). Each event has a few extra columns that tell the system whether to text, what to say, who to send it to, and when. A background job reads that board every few minutes and, at the right time, sends the reminder to the right text group through our Eagle OPS Text Alerts (Twilio) number. You manage everything from Monday. No coding.

You do not have to write each text from scratch. Standard wording lives on a template, and the system fills in the date, place, and a map link for that specific event.

Setting up a Rally Point to send texts

On the Monday.com board Official Calendar - OM RALLY POINT SCHEDULE (open the board), open the event and set these fields:

1
Send Text? - check this on for any Rally Point that should get a reminder.
2
Text Type - pick Reminder for a normal heads-up, or Confirm for limited-capacity events where you want people to reply to confirm a seat.
3
Text Group - the group of subscribers to send to (for example Golf Nights). You can type the short name; the system matches it to the full group.
4
Send Time and Night-before Text? - usually leave these as set by default (see “When texts go out” below).
5
Text Message - leave blank to use the standard template for that Rally Point. Type something here only if you want a one-off custom message for that single event.
Make sure the event also has its Date, Time, City, County, and Location (Name) filled in. The reminder pulls the details from those fields.

The columns, explained

Column What it does
Send Text? On/off switch for texting this event. Off means no reminder.
Text Type Reminder (standard) or Confirm (reply-to-confirm, for capacity events).
Text Message Optional. Overrides the template for this one event. Blank = use the template.
Text Group Which subscriber group gets it. Matched to the full group name automatically.
Send Time (day-of) Time to send on the event day (default 1:00 PM for evening events). Blank when it sends the night before.
Night-before Text? On for morning events, so the reminder goes out the evening before at 6:00 PM.
Text Sent The system stamps this “Sent” after it fires, so no one gets a double text. Leave it alone.

When texts go out

  • Evening Rally Points (start in the afternoon or later): the reminder sends that same day at 1:00 PM.
  • Morning Rally Points (start before noon), including weekend mornings: the reminder sends the night before at 6:00 PM, because a morning-of text is too late.

These are set for you when the event is scheduled. You can adjust the Send Time or Night-before checkbox on any single event if you need to.

Editing the wording

Standard wording lives on the RP Text Templates board, one row per Rally Point type. Edit a row there and every future event of that type uses the new wording. The message can include these placeholders, which the system swaps for the real event details:

Placeholder Becomes
{date} The event date, like “September 19”
{venue} The Location (Name) field
{city} The City field
{county} The County field
{time} The Time field
{link} A Google Maps link to the location
Older wording that used “(date)”, “(add link)”, or the old tracking links still fills in correctly. New templates should use the placeholders above.

To change wording for just one event, type it in that event’s Text Message field instead of editing the template.

Groups and how people sign up

People choose which Rally Points they want texts about at eagleops.org/text-alerts. Each Rally Point has its own group, plus an “All Rally Point Reminders” group for people who want everything.

Adding a new group

  1. In WordPress, open Text Alerts → Groups.
  2. Add the group name and save.
  3. It appears on the sign-up page automatically. Then set that group name in the Rally Point’s Text Group column in Monday.

The “RP Reminders” screen in WordPress

In WordPress admin, look for RP Reminders in the left menu. It has:

  • Enabled - master on/off for automatic sending.
  • Test mode - when on, the system never sends to real groups on its own. Use the buttons to preview and test.
  • Monday token - the connection to the schedule (already set).
  • Test number - a cell phone for the “Send test” button.
  • Preview (dry run) and Send test to my number buttons.

Preview and test before anything goes out

1
Open RP Reminders and click Preview (dry run). You will see exactly what would send for today and tomorrow, with the real filled-in wording. No texts go out.
2
Put your cell in Test number, Save, then click Send test to my number to get those messages on your own phone.
Always preview after you change a template or a lot of events. It is the safe way to check wording and timing.

Going live

While Test mode is on, nothing sends to real subscribers. When you are ready to turn on automatic reminders to the real groups:

  1. Check Enabled.
  2. Uncheck Test mode.
  3. Save.
Do this only when you are ready for real texts to go to real people. Preview first. If you ever want to pause everything, uncheck Enabled.

FAQ & troubleshooting

A Rally Point did not get a text

  • Is Send Text? checked on the event?
  • Does it have a Date, and is Enabled on with Test mode off?
  • Is the Text Sent column already “Sent” (it only sends once)?
  • Does the Text Group have any subscribers?

The text had blanks or looked wrong

  • Check the event’s Date, Time, City, County, and Location (Name) are filled.
  • Run Preview to see the filled version before it sends.

Someone wants to stop getting texts

They reply STOP to any message. Reply HELP for help. This is automatic.

Who do I ask for help?

Contact Shep. Technical details and recovery steps are in the app’s runbook in the 08 Eagle OPS Text Alerts folder.

Eagle OPS Foundation, Owasso, OK. Internal admin guide. Not for public distribution.

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