Posted by Nicky Miller on Fri, May 18, 2012 @ 10:05 AM
Managing your contact list is important to the success of your message delivery. This post focuses on some of the key questions and answers around contact list management.
Q. How do I create and upload a list of people to call and text?
A. Start by creating an Excel document containing all your contact information. This document must contain the following fields, in this order: Phone 1, First name, Last name, Phone 2, Phone 3, and Dept/Team/Group. The Phone 1 field is required, and the other fields are optional. An Excel template for this can be found in the Document Library.
To upload this file into AlertFirst, select Contacts, Manage Contacts, and then Upload Database. You can insert, update, and delete your contact information by uploading files, or by manually editing contacts on the website.
Q. Can I tell if I have bad numbers on my list?
A. Yes, AlertFirst looks for numbers more than or less than 10 digits, and the system will not contact the number. You can view these bad numbers in reports as “invalid contact number.”
Q. Does AlertFirst integrate with Do Not Call (DNC) lists?
A. Yes, when you launch messages, you are asked to indicate via a check box whether or not you have permission to contact the people on your list. If you do not check this box indicating that you have permission to contact the people on your list, AlertFirst will filter out all landline numbers on the DNC list and all cell phone numbers.
Q. What happens if I have duplicate numbers in my contact list?
A. Your messages will not be sent twice; therefore, you will not be charged twice. Your message will only be sent once.
Q. How do my contacts opt-in or opt-out of receiving text messages?
A. Based on federal regulations, you can only text your contacts that have opted-in to receive your messages. When you create your AlertFirst account, you will create a text keyword that your contacts can text to our short code in order to opt-in to messages that you want to send them. When your contact sends a text message to us with your opt-in keyword, it will be checked against the keywords in our database. If the keyword matches one in the database, your contact will be opted in to receive your messages. Your contact will then receive a text message back informing them that they have opted in to receive your messages. At this point, you can legally send your contact a text message anytime. To opt-out, your contacts can text back STOP, QUIT, CANCEL, or STOP ALL. You also have the option to manually remove them from your stored contact list.
Q. Is my data secure with AlertFirst?
A. Yes, data security is a primary focus, so we not only designed our system with a series of security checks, but we also employ encryption throughout the system, and the transmission of user logons is encrypted.
Next week we'll focus on Message Creation. Until then, if you have any questions please feel free to email us or visit our Knowledge Base.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Nicky Miller on Thu, May 17, 2012 @ 10:08 AM
Do you have trouble getting updates to everyone on your contacts list all at the same time? Do you struggle to update each media platform to keep everyone updated and find yourself spending more time and energy on logging into one website after another that you forget what you’re doing and where you're going?
AlertFirst is your all-in-one stop for mass messaging. Update all of your contacts from one location, whether they use a good-old-fashioned landline and need a voice message, need a text message on their cell phone, check Facebook for status updates, or exclusively use Twitter - AlertFirst can let you update everyone all at once from one place.
AlertFirst is fully customizable. When you want to leave a personalized voice message, you can record your own voice and sounds and send it out. If you are busy and on-the-go, you can use AlertFirst's convenient text to voice system convert it for you. The system has both female and male voices, and can speak in English, Spanish and French. Do you know you will be busy later, but you know you will have a message or update that needs to be sent out? Want to send a reminder out at a specific time, but you will personally be too busy to send it at the right time? AlertFirst has a fully programmable system that can be set up to send the message immediately, or at a later time.
AlertFirst has a fully interactive contact book, allowing manual addition of contacts, as well as importing of contacts. It also allows contacts to be organized into groups so that mass messaging to individual groups is quick and painless. AlertFirst even allows you to message by geographical location of your contact book.
AlertFirst is designed for those that are busy and on-the-go. Not near a computer and need to send out a mass message? AlertFirst has you covered with a simple 800 number access to your account. Set up predefined messages for just such occasions, so when you are away, you are still able to send out mass messages from anywhere, even when you can't get to a computer.
Even AlertFirst's text opt-in is customizable. When you set up your account, you choose the opt-in you would like your users to use. Keep in mind this is what your users may see when they see text messages from you. AlertFirst has many tips and ideas about the text opt-ins though, so be sure to read their expert advice if you are not sure what to choose.
Sending out a phone call and a text message each require their own individual credit. While sending a phone call and sending a text message are two different interactions and require a credit each, updating Twitter and Facebook status are included with each of these actions, and are not individual actions requiring a credit. Sending out a phone call and text message can be done in one step though, so you can get the same message out to all of your contacts in one step, as well as updating Facebook and Twitter if needed, saving you time and effort.
Fast, easy, convenient and designed with you in mind. AlertFirst - the best way to update all of your contacts in one simple step.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Michelle Ford on Tue, May 15, 2012 @ 10:07 AM
In today's fast paced, internet and technology based society municipalities cannot rely soley on radio, tv, and newspaper to get public alerts out. The journalist's career may not have died, but it has changed - from newsprint to internet publication; many people no longer listen to basic radio, opting for streaming media on the internet or paying more for satellite radio they can take with them anywhere; with the popularity of DVR and Netflix many people don't watch commercials, if they watch TV at all, so municipalities cannot rely on broadcast TV alert systems or news programs to share information with the public. These changes in technology and communication preferences lead to the need for a multi-modal alert notification system.
Whether it is a natural disaster, severe weather warning, criminal activity, terror alert, bomb threat, HAZMAT emergency, nuclear hazards or chemical spills, bioterrorism, evacuation information, or other necessary instructions the general public needs, AlertFirst's alert notification system is the answer municipalities need to get the information out in a quick, efficient and timely manner to the media devices and forums that the public use and want to see the alerts on. Citizens can opt if they want to get a phone call or a text message or if they want to see the update on Facebook or Twitter, or any combination of the options.
No matter the reason your municipality needs to reach its citizens, AlertFirst is the answer. Health and safety information, such as pandemic flu information, flu clinics, safety and wellness checks, emergency blood donation request, water boil alerts, heat waves, and other precautions or directions can be sent out with the alert notification system. When it is important to update the general public about an issue, it is important the issue be put where the general public will see. AlertFirst allows you to alert everyone, in one step, in the way you would prefer - without the need for an automated dialing system. You can even record a personalized message, or let our system do it for you, in English, Spanish or French. AlertFirst is the answer to immediate notifications in today's fast-paced technology based society.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Nicky Miller on Fri, May 11, 2012 @ 10:30 AM
Happy Friday! It’s time for us to answer a few more of your frequently asked questions. This week we are focusing on account set-up and management.
Q. Why do I need to create an opt-in keyword?
A. The opt-in keyword is the keyword that you ask your contacts to text to the short code in order for them to receive text messages from you. Based on federal regulations, you can only text your contacts who have opted-in to receive your messages.
Q. How do my contacts opt-in to receive text messages from me?
A. Ask your contacts to text your opt-in keyword to the AlertFirst short code. Contacts will receive a system generated confirmation text stating they have opted in to receive text messages from you. After they’ve opted in, you have permission to text them messages relevant to your business/organization, such as closing or cancellations, sales or promotions, or meeting reminders.
Q. Can I have multiple users on my account?
A. Yes, the system allows for an unlimited number of users.
Q. What is the difference between an administrative user and a basic user?
A. Account Set-Up & Management Administrative users can create other users, modify other users, delete other users, cancel the account and change account-wide settings. Basic users cannot do any of these things previously, but do have full access to contacts, message and reports.
Q. Is there an audit trail to track different account users and their activity?
A. Yes, there is an audit trail you can view to see when people log in, update the contact database and launch messages.
If you’re a new user to AlertFirst, I encourage you to download our New User Checklist and view some of our short How to Videos.
Next week we’ll focus on contact list management. Until then, if you have any questions please feel free to email us.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by John Rhind on Wed, May 09, 2012 @ 01:12 PM
Good communication means reaching people quickly, whether they’re at home, work or running around town. Texting is part of people's lives, with an open rate around 95%, so it's likely that if someone receives a text, it will be read.
How Texting Works
Text messaging is an easy and fast way to send information, up to 160 characters, to a single cell phone.
But what if you wanted to quickly group text to tens or hundreds or thousands of people? That’s where you need some help using a mass text message service, such as AlertFirst. First, let’s review about some text message lingo and a few ground rules.
Lingo
There are a few definitions you should know:
- Short Code – Short codes are special 5 or 6-digit telephone numbers, used
to address text messages. In the picture, the numbers “68398” are the short code.
- Keyword - A keyword is a word that people send a text message to. An opt-in keyword is the keyword that you ask your contacts to text to the short code in order for them to receive text messages from you. Separate from the opt-in keyword, you can purchase auto-reply keywords that you set up to automatically send text messages back to contacts when they text that keyword to the short code. It is important to note that with this feature contacts are only requesting one-time information from you on a particular topic, not opting in to receive on-going text messages from you.
- Opting In – This is when someone subscribes to receive your text messages. Opting in begins by sending a keyword to a short code number.
Learn more about opt-in and auto-reply keywords.
Ground Rules
In order to send group text messages you are required by law to get customers to consent, or “opt-in” to receive your message. Once someone has opted in, they will receive an auto-generated confirmation text stating they have opted in to receive text messages from you. After they’ve opted in, you then have permission to text them messages.
Golden Rule 1
- Convince people it’s worth their time to opt-in to receive your group
text messages – think of it as the old “what’s in it for me”? Here are a couple ideas:
- Offer an incentive for subscribing, like a one-time coupon, discount on a product or service, or a special offer.
- Making the incentive more immediate or time sensitive will increase the opt-in rate, even if that incentive is smaller
- Position your group text message program as an exclusive program that gives access to something they could not receive otherwise, like a special short notice sale or price decrease that only your text message list will know about
Golden Rule 2
- Integrate your keyword & short code into all of your communications.
- If you are hosting a special event, team meeting, lecture, or trade show, place signs that include your keyword and short code in ease-to see locations.
- Include your opt-in message on all communication and marketing items like posters, fliers, newsletters, email, website, business cards, and advertising.
- If you have Twitter followers or Facebook fans, encourage them to text
your keyword to your short code to opt into your list.
- Giving your customers the opportunity to be entered into a contest is a great way to build customer loyalty while building your opt-in list.
Golden Rule 3
Don't overuse or people will quickly opt out. Don’t send spam, scams or overly hyped messages. Offer only what your subscribers expect and treat them way you'd want to be treated.
Golden Rule 4
- Make your group text message is short, simple relevant & timely.
- Keyword: Choose one that’s easy to remember and fits your business or organization.
- Reward: Be clear about what people gain by opting in.
- Call-to-Action: This is the most important aspect. Clearly state the action people need to take to participate. Make the call-to-action clear and easy to understand.
Start group texting today using AlertFirst!
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Michelle Ford on Fri, May 04, 2012 @ 10:30 AM
It’s FAQ Friday! We set Friday’s aside to delve into some of your more frequently asked questions. Today we’re focusing on credits.
Q. How do credits work?
A. To send and receive messages using AlertFirst, and buy other features, you need to purchase credits. Credits are used per message, per channel and to reserve keywords. Credit values are as follows:
- A 30-second phone call uses one credit. Each additional 30 second increment uses one credit
- A text message uses 1 credit
- Keyword reservation = 100 credits per month. There is no limit to the number of keywords you can purchase. You must renew the keyword(s) each month
Credits never expire, so you don’t have to worry about not using what you pay for, and you have the flexibility to call any number of people, from 1 to millions, anytime with any message and undelivered calls and text messages do not count against your credits.
If you run out of credits, you’ll need to purchase more in order for your messages to be sent. You will not be able to send messages with insufficient credits. If you are in the middle of the message creation process, you have the option to click on a Buy More Credits button that will take you through the process of buying more credits. Once you have purchased more credits, you will be returned to the message you created. From there you will be able to send your message.
Q. How do I determine how many credits I need?
A. First, estimate the number of people on your list. Next, determine what types of messages you’ll be sending. With AlertFirst, you can send calls, texts, or both calls and texts. Posts to your Facebook and Twitter accounts are always free. Finally, multiply the number of people on your list by the number of credits needed to send the particular message type.
EXAMPLE: If you need to notify 250 employees that the office is closed due to inclement weather, and you want to send them a 30 second phone call and a text message, you’ll need 500 credits. (250 employees x 2 credits per employee = 500 credits).
You can save a lot of money with our volume discount pricing, so it pays to think ahead. For example, if you estimate you will need 4,500 credits over the next several months, credits cost 6 cents each. But buying a few more credits moves you into a better pricing tier. You save money purchasing a few more credits at the lower price.
Learn more by watching this 2 minute video on how to buy credits and view your account transaction history.
Next week we will address FAQs around account management.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Donna Ricker on Thu, May 03, 2012 @ 09:55 AM
As I was going through my mail last Saturday, I came across a letter from my favorite Honda dealership. I opened it and found a nice letter thanking me for my business and offering me a discount coupon on my next visit. I was once told by this same dealership that, while they make money on selling cars, the real profitability of the dealership depends on their service department.
Remembering that conversation, it made me wonder why they were sending me something in the mail. Not that they were contacting me, but why use something as expensive as the mail. With postage alone being 45 cents, the cost of that piece had to be at least double that (that was the marketer in me coming out). With all the new technology around, it made me wonder why they just don’t just use a call blasting service to send me a reminder call or a simple text with a link to a coupon page on their website? Those coupons could be for:
- % off an oil change
- % off tire balancing or rotation
- % off X-mile service interval (I imagine that the longer you own a car the more likely you are to ignore those service intervals)
- Discounts on specialty parts, and so much more
With a call blasting service like AlertFirst, they can offer discounts and promotions via phone, text or social media instead of the old fashioned direct mail pieces. They will need their customers to opt-in via a keyword, (chosen by the dealership) and sent to the AlertFirst free short code. This process adds the cell phone number to the AlertFirst messaging database. Once opt-in cell numbers are collected, you can then notify this highly-targeted audience about important information, service reminders, sales, special promotions, etc.
The dealership could have a contest to encourage customers to opt-in. They could have weekly drawings for a free oil change or some other level of service. It seems to me to be a much simpler and less expensive way to accomplish the same goal.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Michelle Ford on Tue, May 01, 2012 @ 12:19 PM
My fellow co-workers and I are always looking for the best lunch deals, and discounts to save a few bucks. Working in the marketing department of a technology company, we love to see that more and more restaurants are starting to get into mobile SMS marketing for texting promotions, discounts, coupons, etc.
We went to Charley's Grilled Subs a couple weeks ago. Once we sat down, there was a table tent on the table for an "instant win". If you text SWING to 69539, you would win 1 of 6 prizes, ranging from a free drink or fry to a free sub, to cash! The 3 of us each sent a text to the short code and each won a prize coupon. We replied with our email address and when we returned back to the office the coupon was waiting for us in our inbox. Benefits of this mobile SMS marketing promotion:
- Charley’s acquired our email address, which we’re sure they’ll use for additional marketing
- This is a low cost, high return on investment tool that quickly places Charley’s message/promotion in the pockets of their target audience.
- Repeat business! Of course we went back the next week to redeem our coupons.
With AlertFirst you can run similar mobile SMS marketing promotions. Simply purchase auto-reply keywords that you set up to automatically send text messages back to contacts when they text that keyword to the short code. When your customers text that auto-reply keyword to your opt-in number, they will receive a text message back from you with whatever you have that message set up to say. This is a great way to offer deals and promotions and to get your customers coming back!
To learn more, watch this short video on connecting and disconnecting keywords for your mobile SMS marketing promotions.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Nicky Miller on Fri, Mar 16, 2012 @ 10:00 AM
Whether you use AlertFirst to deliver a message to a small or large group, it is important that the message you send is clear and consistent. The clarity and content of your message are essential in helping your contacts to make the proper response.
Make sure your message:
- States who is relaying the message, what recipients should follow the message’s recommendation, why they should do so, what they need to do and when they should do it.
- Is clear, specific, accurate, certain and consistent.
- Speaks directly to the action to be taken.
- Is simply worded. Jargon and acronyms should be avoided.
- Is clearly understandable by a diverse audience, as words can be interpreted differently.
Make sure your message includes elements such as:
- Who the message is from.
- Date/time the message is being sent.
- Type of message. It could be an announcement, a reminder, a warning, etc.
- Urgency of the event/alert. Let your recipients know if they need to take immediate action, soon, or in the near future.
- If an emergency message, include ways recipients can obtain more information. For example, direct the recipients to a web site, television statement or information line. Or, tell them to watch for additional updates to be sent from this messaging system.
- If a non-emergency message, include contact information such as a phone number or email address.
- End the message by saying thank you.
Tips on recording voice messages:
- Write your message ahead of time. Having it in front of you will reduce mistakes, pauses, hesitation, etc. This will increase the likelihood of your message being recorded correctly the first time.
- Ask someone to review the message to see if it makes sense to them.
- When speaking phone numbers, street addresses, or website addresses, be sure to allow an extra length of pause or slower speech. Then, repeat them.
- Don’t say the letter “O” if you mean the number zero.
- Record your message in a quiet area. Re-record the message if you made mistakes or said “um”.
- Always listen to your message before you send it.
General considerations:
- Make non-emergency outbound calls between 10am and 7pm.
- If you send a message about an upcoming event, send a follow-up message as a reminder.
- If you sent an emergency message, let people know when the emergency is over by sending them a call, e.g. lost person found, boil alert is over, etc.
- Avoid leaving multiple answering machine/voicemail messages.
- Keep test messages sent to the general public at a minimum.
AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.
Posted by Michelle Ford on Wed, Feb 15, 2012 @ 11:53 AM
Understanding the difference between your text message opt-in keyword and your auto-reply keywords doesn’t have to be difficult. Let’s start with the basics.
What is a keyword?
A keyword is a command. In text messaging, a keyword is used to trigger a certain action. It’s common to text a keyword to submit a vote for your favorite reality TV star, or to request information. With AlertFirst, you can reserve your own keywords, and create a message that we’ll send anyone who texts us your keyword to our short code of 95643.
What is a short code?
Short numeric numbers (typically 4-6 digits) to which text messages can be sent from a mobile phone. Wireless subscribers send text messages to common short codes with relevant keywords to access a wide variety of mobile content.
What is the difference between the opt-in keyword set up during account registration and auto-reply keywords that can be purchased for 100 credits per month?
The opt-in keyword is free, and is the keyword that you ask your contacts to text to the short code in order for them to receive text messages from you. Contacts will receive a system generated confirmation text stating they have opted in to receive text messages from you. After they’ve opted in, you have permission to text them messages relevant to your business or organization, such as closings or cancellations, meeting reminders, or schedule changes.
Separate from the opt-in keyword, you can purchase auto-reply keywords that you set up to automatically send text messages back to contacts when they text that keyword to the AlertFirst short code. Auto-reply keywords allow your contacts to receive updates on promotions, events, meeting or game statuses, and so forth at any time by texting your auto-reply keyword to 95643. It is important to note that with this feature, contacts are only requesting one-time information from you on a particular topic, not opting in to receive on-going text messages from you.
Why do my contacts need to opt-in to receive text messages from me?
Federal regulations state that you can only text your contacts that have opted-in to receive your messages.
When would I use auto-reply keywords?
Auto-reply keywords work great for allowing your contacts to receive updates on promotions, events, meeting or game statuses, and so forth at any time by texting your auto-reply keyword to 95643. You can create multiple messages for your keyword, and toggle between the auto replies using the Connect/Disconnect button.
For example, if you are a business owner, you might reserve the keyword COUPON. You could create multiple replies, or coupon offers in this instance, to this keyword. One reply might include a 15% off coupon, another reply might include a buy one, get one 50% off coupon. When you want to offer 15% off, you would “connect” the 15% off reply to the keyword COUPON. When someone texts COUPON to the short code, they will receive the auto-reply containing the 15% off coupon. If the next week you want to offer the buy one, get one 50% off coupon, you would disconnect the 15% off auto-reply message and connect the buy one, get one 50% off coupon auto-reply message.
Another example is, if you are a coach of a baseball team, you might reserve the keyword GAMESTATUS. You could create two replies to this keyword, one reply saying the game is on, and the other reply saying the game has been canceled due to bad weather. If the game is on, you would connect the “game on” reply to the keyword so that if parents or players text GAMESTATUS to the short code, they get the reply telling them the game is on.
Additional questions and answers on this topic are available in our Knowledge Base.
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AlertFirst mass messaging. Simple. Fast. Secure. Sign up today and receive 25 free credits at www.alertfirst.com/free.