Sending SMS Text Messages

This function is used to send SMS text messages to clients or staff using the SMS templates message body as the content of the text message. Create a template before starting the send process.

Navigation:   

Release 3: Tools > Marketing Functions > Send SMS
Release 2: Report Menu > Marketing > Send SMS Text

Applies To:    Enterprise    Plus   Basic

Sending SMS Text Messages

This function is used to send SMS text messages to clients or staff using the SMS templates message body as the content of the text message. Create a template before starting the send process.

Release 3

• Go to Tools > Marketing Functions > Send SMS.
• Select the SMS Type: registrants (clients) or instructors (staff).
• Click [Next].
• Select the lists to Include and Exclude as the filter.
  • Include List(s): Add one or more search lists from the available saved searches for those to INCLUDE in the email. Required.
    
  • Exclude List(s): Add one or more search lists from the available saved searches for those to EXCLUDE from the email. Optional.
• Select the SMS Template desired.
• Click [Next].
• Review the list being sent the SMS text.
• If the list is as desired, click [Send SMS].
• If the list is not as desired, click [Back] to revise the lists or [Cancel] to close without sending.

Release 2

• Go to Report Menu > Marketing > Send SMS Text.
• Select the search and report options including the [Template] desired.
• For Clients, also select the [Text Type].
• Click the Print Preview button to review the list of clients resulting from the search options.
• Close the report and refine the search if necessary.  Repeat the Print Preview process until satisfied the list is correct.
• Using the same search and report options, click the Send Text button.
• A prompt will display confirming user intention to send a text.  Click [Cancel] to stop the process or [OK] to send the text.
• After the texts are sent, a completed prompt will appear.  Click [Ok] to close.

Tips and Notes

• The time it takes messages to be delivered will vary based on numerous factors.
• Enforce Permitted Marketing Method:  This send process automatically checks this Client value.  Only clients and staff that have given permission to use the method selected will be sent.
• Always preview the report before sending.  The report details list of client names to receive the text.  This list provides the user the opportunity to correct and refine the search options before sending.  The report also displays which clients or staff will not be sent a text based on lack of a mobile phone, or their profile record is tagged restricting text message.
• If there are not enough available message units on account, the user will receive a prompt and the message will not be sent until the account has enough message units available.
• It is best to send smaller numbers rather than large numbers.  When large numbers of texts are to be sent, it is suggested to break the search into smaller groups.
• When a Client text is sent, a record is added to each Client's Case Notes including the SMS template name and the date sent.
  
• When a Staff text is sent, a record is added to each Staff Notes log including the SMS template name and the date sent.