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Fax myriad text

so now that we've got you in the system and ready to text you probably want to know well how do we get it done well there's two areas we have to discuss first as you may or may not be aware in the cycling database there are four columns that are there to maintain phone numbers and if you go by general terms one would be the home phone one would be an alternate phone one would be the business phone and one would be the cell phone now many of you sometimes only see two areas to put phone numbers and some of you see four areas to put in phone numbers but what I'd like to just convince you of is that nobody is going to get a text message from you unless their cell phone number is actually in the cell phone in the database now we help you facilitate that because SMS resources will do a lookup for you of your directory which means you need to get a copy of your directory to us and I guess what I best do is let James tell you how to obtain a copy of a directory put it on your desktop and then email it to me after you've gone through this training video definitely so so before we get to the directory report we need to make sure we have phone numbers in the right field so in this particular case I went to operations tenant screen and I chose a customer I double clicked on a customer and you'll see the mobile number right here that's where we're putting in the cell phone also we have the mobile country code here which is a year in the United States or Canada is one if you're in a different country it would be your respective country code and we want to make sure we have it checked SMS often that means that they are available to have text a sense of them that was from the tenant screen we could also do it from the move-in screen so when we move someone in and we've chosen a unit and we add a tenant here again there's the mobile number different screens typically you're going to put in their phone number when you're moving them in but from the tenant screen you can do it that way too also from the payment screen a lot of people like to use the payment screen I could double-click on someone here and there's a little button that looks like an index card I mean come in here and there is again the same tennis template that we can change the mobile phone different places that allow you to do the same thing in terms of the directory report that Jean is referring to we would click on the report screen here find directory in the upper left-hand corner double click on it click OK once the report comes up there's a little button at the top that I'm highlighting it says export it's to the left of the email button right there we click exports and then we choose where we want to save it for in this particular example I'm going to save it to my desktop and it's named storage demo storage facility directory so the name of my particular database here is slightly demo storage facility your name would be there I click Save now it's saved that report to my desktop I'm going to show you my desktop here so at this point I am looking at my desktop and there is the cycling demo storage facility directory that I exported when we viewed the report insightly there was only so many columns but the width of a standard page but when you export it to excel we get a whole myriad of columns which would include the cell phone or mobile phone number that SMS resources is looking for now I'd like to just throw in a thought or an idea here for everybody that as you are going to enter your new customers phone you may have already entered a bunch of people who because it is 2018 may not have a hardwired home phone and you might have placed their cell phone number in that whole phone box which means it'll show up in the s phone column in the big spread of data that really doesn't matter because when we go through your lookup of all your numbers to tell you which ones are landlines and which ones are bona fide cell phone numbers that information will turn up if in fact a cell phone number is in the phone box or in the best phone column it doesn't matter that it stays there what matters is that it gets copied and put in the mobile box or into the S mobile column in the database that's point number one point number two is there are a lot of people out there who are using smart phones an iPhone or an Android of some type and in conjunction with not having a hardwired home phone the idea that they have a smart phone is something we're gonna want to pay attention to as we get a little further into this training now making sure that the cell phone numbers are in the right cell phone or s mobile column is only point number one you know more harder for them to get your text message we also have to have them opt in now James did show you when you're putting in new tenants that there is a box that you can check that they are opted in but what about all those tenants who you have in your file now who are current customers who may or may not have opted in I always get questions don't I have to send them something and have them physically opt-in well you're using a long code system and the long code system has a lot of leeway and is a lot less regulated than short code systems which were made for very specific marketing promotion and advertising purposes in the long code system you've got this giant loophole called the PBR and that's the prior business relationship you have a full six months that you can get back to one of your customers after they have stopped being a customer you have three four months that you can get back to somebody who has made an inquiry after the last time they either visited your office called your office texted your office or emailed your office but everybody's got to be opted in and you know long code system you don't have to actually have them opt in physically verbally or in a written form you can just opt everybody in and then wait to see if some of your existing customers get back to you and say well I'd really prefer not to get your text messages then you can opt them out you'll only want to do this mass opt-in one time because now what you're gonna start to do is by people opting out who are existing customers or new customers telling you from the get-go that they don't want to receive text messages and thus you're opting about that's your legal record of who has opted out and if you were to once again try to mass opt min you will destroy your legal record and that's something you don't want to do one last point before James actually takes you through the steps and pages to top them in is that if you want it to be 100% street-legal you should have an opt-out at the end of every one of your text messages now remember text message being SMS short message service is just 160 characters the shortest opt-out you could actually come up with is 11 characters and that would be all capital stop sto P numeral 2 and then upper and lower opt-out stop to opt out but I would say that 99 and 44 100% of the site link web Edition users who are text messaging do not put an opt-out message at the end of their text and nobody in that amount of time has gotten in any hot water because of it now I will just say remember I'm not an attorney and I am NOT your legal counsel but I have eyes and I have ears and I'm reporting what I've seen and what I've saw and what I've heard okay James would you like to show them how to opt people in in Moscow definitely so though this one-time opt-in for everyone if you when you're initially turning on SMS resources is found in company set up and then 10 and it defaults when we're in tenant defaults in the bottom right hand corner we see save country code and SMS opt in to all tenants and we would click this Save button here and that's going to take a moment once we click Save are we sure we want to modify in this case 430 entry visas foreign and 30 customers yes and now it's opting in all of those 430 people with the touch of a button and that this is the simplest thing in the world I have known new text messaging users who before they actually got into a training mode sat down in front of their computer and started to manually opt in each and every one of their customers one by one by one isn't the click of one button so much simpler I certainly think so well now that you know definitely that people are going to get your text messages because their cell phone number is in the right column in the database and they've been opted in you probably want to know how to send some well your tasks and your reminders are often going to let you know and show you a list of individuals who should get some kind of communication from you and actually give you the opportunity to review that list and either add or delete from it remember this is sitelinks software it's sitelinks technology the only thing i want to throw in here is if you're used to having seen two columns one being four letters and one being four emails now that you have entered into the text messaging realm you will have a third column strangely enough labeled SMS text messaging and you've got the choice you can X out any of those choices you can send them all you can send one you can send two but again it being site link software I may just have to ask James to take you through this section definitely so there are several ways that you can send text messages one is arbitrarily we're on the fly if we go to company and then forms hide shoes they notice that I want to send us a text in this example holiday hours I choose a tenant that has SMS as an option and then you'll notice on the right hand side we can click SMS I click process and it will then text that particular persons my holidays our text message prior to actually sending this text I would go into company setup form setup find my notice in this example holiday hours typically when people are in this swarm setup screen they're double-clicking on the notice to edit it this is when you're sending or when you're printing or emailing a notice that's when you double click on it in terms of the text there's a separate place on the right-hand side that says SMS so double clicking on it edits the form but we're not sending a form only text because we have a limitation in terms of the characters in this case we need to click Edit on the right hand side and put in our message which could be up to 160 characters in this particular case I put in the word test obviously you want to put more verbiage than that and then the key here is clicking used at this site if I don't click use at this site this would not be available as an arbitrary message that I could text so when I go back to company and then forms you'll notice when I click all the hours there's SMS but if I click on another form SMS is not there why because I did not check that to be used at this site in the form setup screen that's one option to again arbitrarily send a text the second way is through past two options I see a lot of facilities that are using text messaging in addition to what they're already doing but I see a lot of customers that are replacing sending forms at least early on in the past due process because it is so effective so for example if we had our path to notice here or any of our items that were sentence for example lean notice there spleen nose how do we determine the lee know this was going to come up we come into setup and then pass to schedule and this is a list of all of our events that are going to happen when people are late so for lean notice here that's happening when people are 35 days past - when I edit the event I could tell it to print I could tell it to email and I could also tell it to SMS that's the key you might say for this particular notice we're just doing SMS now typically with the lean notice or probably going to print that an email that also but to show the point you may have said early on in the past you process we're just texting at this point you choose when that's going to be but the point is you have the option to text so let's say I have it checked to print email and text click okay now when I go to my reminder screen and I see that I have only notice to send or lien notices to send double click on it and this particular case 958 people that need to have notices sent but I'm going to choose this one particular person here and click process in the right-hand side this particular form asked me for data in terms of when the option is once I do that you'll notice because of my default I could print this email it and text it all at the same time if I didn't have email and print as my default it would just have SMS here when I click the process if I happen to have all three check is going to do all three print email and send the SMS messages the last option that people have been using text messaging for is the CRM or customer relationship management option when we go into the CRM campaign schedule and we either add a new event or double click other than existing events you have options to print email mail service and SMS in order for the SMS to show is available we would have to choose a letter that has SMS as an option so in the example that we used earlier there's holiday hours if we had a CRM event for holiday hours and we chose the holiday hours letter then we'd have the SMS option so it's very important in that form setup screen to mark for each individual form which one has the capability for SMS I see that a lot with a lot of customers that they don't know or realize that they need to mark each form as having the ability to send the SMS once you do that then you can simply click that we want to have SMS for this particular item you know all the thing that makes SMS text messaging ideal for your use is the idea that you can make them specific to the people receiving the messages as you go to the forms that you are looking at there is that edit box down in the lower left that basically brings to you the key words that cycling cast keywords really come in to virtually any piece of information that's held in the database so why send a plain Jane generic one size fits all message like dear tenant the invoices were sent on the first they were due on the fifth you're now in arrears and owe us a late fee of blankety-blank dollars and cents why not grab their attention mr. Smith fees currently due on unit 1721 come to $198 and 27 cents call us at blank blank blank phone number or access our website at blank blank blank to pay this right away well obviously key words are going to be the name of the tenant gonna be the number of the unit that they're leasing from you and obviously the dollars and cents that they are currently owing but one thing else I referred back to the fact earlier that many of your tenants are probably using smartphones okay an iPhone or an Android of some type and on a smartphone any phone number or any web address any email address that's placed as part of the text message content actually becomes a hot link so rather than them texting you back they only have to touch their finger tip to the phone number or to that web address and they're connected either to your front desk or to your landing page and I further say well if you've got a payment portal that has its own phone number why not put that phone number in if you've got your payment portal inside your website why not put the exact address of the page on which the payment portal sits that way instead of chit-chatting with your front desk or trying to figure out how to navigate off of the landing page to get to the payment area they're already there they could be giving the card number the expiration date and the code from the back and now you got your money in the bank exactly in this particular example while I was falling along with Jeanne I put in 10 and names salutation which will be mr. John Smith in unit example we can put in a website address phone number whatever it is that you want to convey in the allotted 160 character framework but you have access to all of our keywords here click on keywords and you can access whatever keywords you want to have displayed which would be specific to that individual tenant now I suppose the last thing I'd like to say about creating the messages is that CRM is really the golden key and once again I'd like to remind you that the software is actually slightly software so if you come up with a particular question that seems to be more software oriented than text messaging oriented well site link tech support is the place to go if your question does happen to be text messaging well then I invite you to call us at SMS resources