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Workflow · Offline reference

Winlink & NBEMS Session Workflow

When repeaters and internet fail, Winlink carries email-style traffic over HF. This page walks through a field session — propagation check, gateway selection, message format, and close-out logging.

Gateway reference Message templates Digital modes bundle

1 — Check propagation

Pick a band before you spin the dial. NVIS paths favor 40–80 m at night; 20 m opens longer haul when the band is up.

HF propagation advisorLive SFI/K with offline cache NVIS advisorRegional HF by season and time HF nets guideTN Phone Net and emcomm HF

2 — Select & verify gateway

RMS gateway frequencies change. When online, confirm at winlink.org RMS Channels. In the field, use the cached reference and listen before transmitting.

Winlink / RMS referenceCommon HF and VHF packet gateways World clocksUTC for session logs

Session checklist — gateway try-order

  1. Propagation first: Confirm band from step 1 — NVIS favors 40 m at night; 20 m for longer paths when the band is up.
  2. Try-order: Work gateways in band order 40 m → 30 m → 20 m → 80 m → VHF (matches the gateway reference filter). Listen 30 seconds on each before calling.
  3. Grid filter: Enter your grid square in the reference tool to narrow RMS channels near you.
  4. Modem match: Confirm VARA HF, PACTOR, or packet capability matches the gateway row before connecting.
  5. One message ready: Draft subject and body in templates or ICS-213 before keying — keep the session short.
  6. Log result: Note gateway, band, UTC time, and delivery status in ICS-214 or the incident workspace.

3 — Draft formatted traffic

NBEMS (Fldigi, Winlink Express, etc.) handles modes for you — focus on a clear subject line, addressee, and body. ICS-213 works for served-agency message traffic.

Winlink templatesStatus, resource, and check-in formats ICS-213 messageGeneral message form Radiogram worksheetARRL formal traffic practice

4 — NBEMS client setup & connect

NBEMS (Fldigi + Flmsg, or Winlink Express) handles modes for you. Install and test before the incident.

  1. Winlink Express (Windows) or Pat Winlink (Linux/Raspberry Pi) — download from winlink.org. Pair with your radio via USB CAT and a sound-card interface (SignaLink, RigBlaster, or radio USB audio).
  2. VARA HF / PACTOR modem: Install the modem your target gateway expects. VARA HF needs a registered license for full speed; PACTOR requires a hardware modem (e.g. SCS) on many gateways.
  3. Audio levels: Set drive so ALC does not peg — aim for 1–3 bars on the waterfall without clipping. Use the radio's data/USB-D port when available instead of speaker/mic.
  4. Templates: Load Winlink templates or ICS-213 fields before connecting — draft the body offline.
  5. Connect: Select the RMS channel from step 2; listen 30 seconds before calling. Keep messages short; wait for session-complete / delivery confirmation.
  6. Listen first: If the band sounds dead, verify with propagation advisor or check WSPR spots before burning battery on a long session.

Digital modes need power and antennas too — size field power with the power system sizer and wire lengths from the antenna calculator.

Winlink in your PACE plan

Winlink is usually a contingency or emergency layer — not your primary when repeaters work. Document it in the PACE planner alongside Meshtastic, DMR, and voice simplex. This workflow is step 4 of the emcomm deployment workflow.

Property owners planning multi-building systems: pair this with emergency communications consulting so HF, GMRS, and mesh layers are documented for staff — not just one operator’s laptop.