Active Messenger User Guide

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1 Active Messenger User Guide 0 2 8

2 Active Messenger User Guide Index 1. Login Login to Vibe Active SMS 2 2. Set Up Your User Profile Profile Fill in the Invoice Contact details Settings Feedback and Order History 6 3. Sending a Message Choose recipients To send a message from your Contact(s) To send a message from your Group from the drop-down list To send a message from the Distribution List from the drop-down list To send a message from Recent Numbers search Using templates for frequent messages and mail merge To send a message from your template Contacts and Groups Create a contact Importing contacts Deleting contacts Create a group Remove a contact from a group Distribution List Create a distribution list Schedule Sends Throttling Blacklisting Place An Order Profile details Order process

3 1. Login 1.1 Login to Vibe Active SMS Once you have opened an account you will receive an with your username and password details, enabling you to access your account and take full advantage of Vibe Active Messenger. To log in, go to: This will take you to our login window If you regularly log in to Vibe Active Messenger from the same computer, you may wish to TICK Log me in automatically. This means your computer will be recognised and you will not need to enter your login details again. All you need to do is click on the Login button, provided you have logged in within the last 30 days. 1. Click Login 2. Type in your Username and Password 3. Click Login 2 2 3

4 2. Set Up Your User Profile 2.1 Profile The Profile section holds your account details and contact information. Please complete all the sections as fully as possible to help us provide you with continuing service. This information is used only by the Vibe Active Media team. Contact Info This is the main user of the account and the person Vibe Active Media will contact regarding the use of the account. 4. Click Profile 5. Type in the User Contact fields 3 2 3

5 2.2 Fill in the Invoice Contact details This is the contact Vibe Active Media should contact regarding accounts. If invoicing details are the same as the User Contact please check the box. If invoicing details are different please complete the form. 1. Tick ONLY if your Invoice Contact details are the same as your User Contact 2. Or complete the fields if details are different to the User Contact 3. Click Save 4 2 3

6 2.3 Settings Click on Settings. Your username cannot be changed. To change your password, enter a new one in the Password Field and repeat the new password in the Confirm Password field. 3. Click Save 1. Click Settings 2. Type in new Password Credits This is the number of message credits you have left. Set the Credits Reminder Level When you reach your chosen credit level, you will be sent a top-up reminder to ensure you do not run out. However, you may buy credits at any time. See the section on ordering new credits. Choose where the reminder will be sent User is the address supplied in the User Contact profile Invoice is the address supplied in the Invoice Contact profile Helpdesk will alert the Vibe Active Media team to make contact with you or insert an alternative address. Number of Credits shown 4. Set your credit Reminder Level 5. Tick how you want to receive reminders Message alerts The Undelivered Message Alert Threshold makes you aware of any messages that have not reached their destination

7 2.3.3 Set the Alert Threshold You may want to be notified if even one message is undelivered. But if you are sending thousands of messages you may want to set the threshold to a higher number. When this number of undelivered messages is reached you will be notified. 6. Set your Alert Threshold 7. Tick how you want to receive reminders Set the default label for SMS This is whom your message will appear to be from i.e. Vibe Demo. Labels can contain up to 11 alphanumeric characters (letters and numbers including spaces) or a Virtual Mobile Number if you have purchased one. Idle Timer Set the number of minutes that the system can be inactive before you are automatically logged out. If never, put 0 in the box. 8. Type your Default Label for SMS Messages 9. Set Idle Timer in minutes 10 Click Save 2.4 Feedback and Order History Click Feedback to tell us how you re using Vibe Active Messenger and how we can improve our services Click Order History to view details of credits and Virtual Mobile Number bought 6 2 3

8 3. Sending a Message 3.1 Choose recipients There are a number of ways to enter or choose the recipient/s of your message To send a message using Number(s) of the recipient(s) The number may be entered in UK prefix 0 or international format prefix 44. Multiple numbers should be separated with commas (no spaces). 1. Click Send to access the message screen 2. Enter the Mobile Number of the intended recipients(s) 3.Type the Company Name who the message is from 4. Type your message here 5. Click Send 7 2 3

9 3.2 To send a message from your Contact(s) Click Choose to open your Contacts list 1. Select the Radio Dial for Contacts 2. Click Choose 3. Tick the contact(s) already populated Alternative select Popup and select the recipients individually. 1 Select the Radio Dial for Contacts 2. Click Popup 4. Click Go to populate the numbers field 8 2 3

10 4. Highlight the contact(s) 3. Click the Down Arrow to show the contacts 3.3 To send a message from your Group from the drop-down list 1. Select the Radio Dial for Group 5. Click Add to populate the Numbers field 2. Click the Drop Down Arrow and Highlight the required Group 3.4 To send a message from the Distribution List from the drop-down list 1. Select the Radio Dial for Distribution List 2. Click the Drop Down Arrow and Highlight the required Distribution List 9 2 3

11 3.5 To send a message from Recent Numbers search 1. Select the Radio Dial for Recent Numbers 2. Click the Search field 3.Highlight the telephone number form the list shown You can also import a one-off list of numbers This allows you to send a single message to a high volume of mobile numbers that sit in an external application, database or spreadsheet. The numbers are imported for a one-off send, but not stored in Vibe Active Messenger for future transmissions. 1. Type in the Campaign Title (optional) 2. Click Browse and search for the csv file for import 3. To stagger the timing of messages complete the fields shown

12 The From Section is whom the text appears to come from when it arrives on the recipient s handset. The box is automatically filled by the default label completed in your Settings, but can be overwritten with whatever you want, up to 11 alphanumeric characters (letters and numbers including spaces). If you have bought a Virtual Mobile Number to enable two-way messaging or to send messages to landlines, click the down arrow to reveal the available numbers and select as appropriate. (If a text label is used, this option becomes unavailable and the recipient cannot reply.) 1. Select the Radio Dial for Text 2. Type in your Company Name to be displayed as who the text is from 3. Type in your message here 4. Select a radio dial as to how you want to send your message 5. click Send Write your message A single text can be up to 160 characters. Messages cost 1 Vibe Active Messenger text credit if sent to a UK mobile number and 2 text credits if sent to a landline or international number. You are able to write messages of up to 459 characters this will span 3 texts and therefore use 3 text credits (6 if to a landline or international number). The system will send them as linked messages so they arrive on the receiving handset as one complete message, but they will appear separately on your reports. The character counter at the bottom right hand corner of the message body box indicates the number of characters used and the number of text credits it will use

13 3.6 Using templates for frequent messages and mail merge If you send the same messages regularly, you can store these as templates to save time. There is no limit to the number of templates you can save and they can be edited in the message body box if needed. 1. Click Manage create a Template 2. Click Create 3. Type in the Name of your Template 4. Type in your Template Message 5. Click Save

14 3.7 To send a message from your template Your Template has now been saved, Select SEND on the left hand side of your screen This action will populate the SEND message screen ready for you to choose how you will send your message via the Destination options. 1. Select Send 2. Click the Drop Down Arrow and Highlight the Template required Your Template Message will be populated here 3. Select the Radio Dial of how you when you want to send the message 4. Click Send

15 4. Contacts and Groups 4.1 Create a contact 1. Select Contacts 2. Click Create Enter the contact s name, mobile phone number and address (optional) In the Create Contact window A contact may be a member of up to ten groups. If a contact is saved in a group they will be recorded in both the Group and All Contacts. 3. Type in the Name, Number and fields 4. If groups have already been set up you can select the group(s) you wish your contacts to be in 5. Click Save

16 4.2 Importing contacts Alternatively, details may be imported from another application, such as Microsoft Excel. The external file must be in.csv format (comma delimited) and mobile numbers must be in international format, i.e. for UK numbers the initial 0 (zero) is dropped, the number is preceded by Click Import Use these actions fields to Edit or Delete contact 2. Click Browse 3. Select actions from the drop down arrows 4. Click Import Once you have browsed and imported your csv file, any errors or notifications will be shown, select continue if you wish to proceed. 5. Click Continue Your contacts will now be populated with the imported data

17 4.3 Deleting contacts Go into the contacts field by selecting contacts on the left hand side of the menu 1. Select Contacts 2. Tick the box next to the contact(s) to be deleted 3. Select the action from the drop down arrows then click GO 4. Click Yes to confirm deletion of contacts. 4.4 Create a group Confirmation that the group has been created will be displayed. 1. Select Contacts 2. Select Groups

18 3. Click on Create 4. Type Group Name 5. Click Save The new group will now be displayed 4.5 Remove a contact from a group 1. Select the group you wish to remove the contact from 2. Tick contact box and click on R If you have multiple contacts to remove, tick the relevant contacts and click on GO

19 5. Distribution List 5.1 Create a distribution list A distribution list is a collection of mobile numbers that provides an easy way to broadcast messages to a large number of people. A message sent to a distribution list is transmitted to all entries in the list. A distribution list comes into its own when combined with a template, allowing messages to be personalised in a way similar to a mail merge. 1. Select Lists 2. Click on Create 3. Type the list name here 4. Type in up to 5 Mail Merge field names If you wish to make this available to your sub-users (only available on Admin accounts) Tick Share list. If you do not want to personalise the message: Leave all merge fields blank If the distribution list is to be used with a template for personalising messages: Complete up to five field names in the boxes provided There should be no spaces in field names. Use single words, or separate words with an underscore (_). 5. Click Save

20 5.2 Scheduled Sends 1. Select from the Drop Down Arrows the Mail Merge key Field 5.3 Throttling If you have a large number of contacts on your list, you can stager the number of message sent out in batches. For instance if you have a distribution list contaning 600 contacts, you can stager the timing of the messages and number of messages. Fior example you can queue 50 messages to be sent every hour with a start and finish time. This will allow you to preapre and deal with respondants to the messages. 1. Tick the box to stager the messages If you are not using a template message,type message in here To schedule a specific time to send message type hh/mm here 2. Type in the Queue number and enter the first and last batch times 3. Click Save 5.4 Blacklisting Contacts on a distribution list may request that you send them no further messages. Blacklisting is a quick and easy way to prevent those contacts numbers being included in any imported distribution lists and removes them from existing distribution lists. Numbers can be added manually to the blacklist or imported from an external document (.csv file). Select Blacklisting in the Lists window Enter the number to be blacklisted Check Apply my blacklist to all child users If you wish to make this applicable to your sub-users (only available on Admin accounts)

21 6. Place an Order 1. Select Profile 6.1 Profile details 2. Select the Contact info tab 3. Complete the User Contact fields 4. Tick ONLY if payment card details are registered to User Contact as above 5. Or complete Invoice Contact fields ONLY if payment card different from User Contact 6. Click Save

22 1. Select Order 6.2 Order process 2. Select Add from the Credit Package you require 3. A Message Box will appear click OK to continue

23 4. Using the up arrow select the quantity required 5. Click Continue 6. Select from the down arrows Billing Method and Address 7. Select Complete Order ensure you have accepted the T&Cs

24 Transaction details will be displayed here, please check before proceeding 8. To continue click on the Payment Method icon and follow the instructions

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