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Configuring System Communications

Emails and Text AlertsIliana Ramos

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Overview• Setting up email options• Configuring Text Alert Options• Different methods of sending emails• Different methods of sending texts

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Configuring Email Preferences

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Setting up appointment email prefs

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Additional Send Email Options

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MessagesMessages are a way for you to manually send an email to students through the Trac product.

Messages can be sent to a particular student, or to an entire group of students.

Before sending messages, you need to create the message types, and indicate which groups can send which types of messages.

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Text AlertsText Alerts allow you to :• Send appointment confirmation/cancellations via text• Remind Students/Consultants of their appointment

by text shortly before the appointment time.• Send a text to Students currently visiting your Center.• Broadcast messages by text to Students who have

“opted in”

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“Opting In” to Text Alerts• Students can “opt in” to receiving text alerts from their main menu by

sending a text to the address generated.• Once Activated, Students can determine the amount of time prior to

their appointment they want to receive the text alert.

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“Opting In” to Text Alerts(cont’d)• Administrators can also assist students looking to opt in to text

alerts by generating the activation code on the student profile.

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Sending Text Messages to Students• Option 1: To broadcast a message to all students that have opted in to text

messages, search for the students, and choose to send a note. You can then choose to send a text message as the note format.

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Sending Text Messages to Students

Option 2: Students that have opted in to receive center bulletins can be texted when they visit a center.

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Sending Text Messages From KioskOption 3: If there is a “Wait” a student can then opted in to receive a text message when their Consultant is ready to see them.*ONLY IN KIOSK MODE

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Sending Text Messages From Kiosk(cont’d)

On the next screen they will receive a confirmation of their phone number that has been recorded when a Student had “Opt In”

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Sending Text Messages From Kiosk(cont’d)

Then as a administrator or front desk worker you can then alert the student via Text .

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ConclusionThere are a lot of different ways to keep Students and Consultants notified about appointments coming up, or other information that they need to stay up to date with their appointments and visits.

Take advantage of the options that you have!

Redrock Software