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Edlio Forms, Voice Messaging, and Text Alerts Webinar

Added Sep 10, 2018 •

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Learn about our most popular add-on features in this webinar! An Edlio trainer discusses the ins and outs of our Forms, Voice Messaging, and Text Alerts features, including the setup process, how to use and manage the tools from your Edlio admin site, and more.

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Hi everyone. Thanks for joining me today for our My Edlio Webinar. All of our webinars are recorded and posted in the Help Center, so feel free to access this at a later date. One of our tech support representatives will actually be joining us in the chat today. So, if at any time you do have questions feel free to post them in the chat, and we'll be sure to get those answered. Today's webinar is actually going to cover forms, text alerts, and voice alerts. Basically all of these features can be added on for an additional fee, so if you want some additional information about this, feel free to reach out to us. We can definitely get that information sent over to you. We'll go ahead and get started. To access the Forms module, that is going to be done from "Community", and then you can access Forms right here. To build out a new form, all you need to do is click this blue New Form button. Once we do that, the first thing we're going to want to do is give our form a name. I'm going to go ahead and call this our registration form. We see this used registration, admission applications, permission slips, sports waivers - those are just a few examples of things our forms are used for. The form is created through a drag-and-drop motion. If we want to pull in some contact info for someone to fill in, we can just drag and drop this contact area in. These areas are added by default, but you have the full ability to customize them to whatever you want. So, if you wanted change this to Full Name and actually decide - Oh, I don't need middle name, you can delete that. Last Name - we can delete that as well. If you don't need these fields, you can just keep deleting them. If we want to make something required, all we need to do is put a checkmark here, and then this form or this area will then become required. So, we will do that with a couple of these. We also have the option of dragging in this Address field, and this will pull in some address options. You also have the ability to pull in a short answer where you can create the question. If you need an add a hint, you can do so. Again, if this needs to be required, you can go ahead and toggle "Yes" here. If you feel like this field needs to be moved up on the list, this will be another drag and dropping motion where you can select the field and move it wherever you need to. You also have the ability of adding in a long answer - and so on. You can add a hint again if you want to. If you want to pull in the number, you can do that, and this whole force your answer to be submitted only in a numeric form. If you want to pull in a link, you can do so - a date - you can do that as well. You can pull in Time if you feel like you'll need to use that as well, and you also have the ability to  have someone upload a file here. We also have the ability to input groups. So, you can put in a question and get some sample answers with a checkbox if you feel like you need to use that. We have a multiple choice option. We have a drop down menu option, and we have a table you can use. You also have the ability to customize this text up here if you feel like you want to change this message up. This tool bar may look pretty familiar to you. It's the same tool bar that we use when we are editing our pages. So you can do things by changing the color. You can do things like playing in the source code, hyperlinking to something if you need to do that. If you're copy and pasting information over from another location, we recommend you highlight the text and select "Clear Formatting" to force it into the same formatting your website was designed with. You can increase the font size if you need to. You can also enter an inline image if you want to. So, you can definitely get creative with this. Once you have your forms set to the way you want it, go ahead and click Save. Your form has been created. If we click on the three dots here, we have a couple more options that we can play around with. So now we're going to move down to Advanced Form Setup So, once a form is submitted, you can actually designate who's going to receive an email notification for this form. You can enter in multiple email addresses and just separate them by commas. If you toggle this option here, when someone submits the form and the person is notified that the form has been submitted, you can decide if the response needs to be recorded in the email. Right here, we have the option to allow the respondent to receive a confirmation email. You have the full ability to customize the message here. You can also make the confirmation email address a required field if you choose to do so. You also have the ability to include the form response in the confirmation email. If we go ahead and switch over to Behavior, we can customize what our submit button actually says, so it doesn't actually have to say "Submit". You can also include a Reset button if you feel like you need that. You also have the ability to include Captcha. Here you can customize your Thank You page. By default our message is "Thank you, your response has been recorded", but you can add to this or adjust it as much as you like. Again, we have the same abilities as we do with our toolbar when we're building Pages. We can change the color. We can add an image. We can add in a table. We can bold. We can italicize, center, all that good stuff. Once a form is submitted, you can either direct it to this thank you message that you created here, or you can input a custom link that will direct you over to that URL as soon as the form is submitted. I'm going to go ahead and leave this as our Thank you message. Down here we have a couple more options. We can allow the respondents to submit another response if he/she wants to. We can actually give them the option to go back and edit their response. As administrators who have access to the form feature, you can also edit responses for people who have already completed their submission. You can also allow responses to see a summary of their response. Now we're going to move over to the schedule area. We recently updated this feature to include a start date for the form to open up, and you now have the ability to choose a close date for the form to close. If there's going to be a maximum number of submissions that you are going to allow, you can add that number here. We'll go ahead and set this to 15, for example, and then once that maximum number is reached, you can actually customize your message to say whatever you wanted to say right here. So, go ahead and save these changes. Once we have our form set with all the settings we needed to have, we can share our form. If you click "share form" right here, you'll be presented with this URL. One thing I want to point out is that you actually have the ability to customize the URL of your form. So if edit this here, we can actually just call this "Our Registration" to make it easier for the folks who we are going to share it with. So go ahead and click Save. We'll bounce back to how we can actually share forms. So we click these three dots here, and we selected Share Form. Now our link has been updated to something a little easier to read. You can copy this link. You can add it to your site navigation. You can share with parents through an email using our email sender. You can share it through text alerts. So, this is a good time for us to actually segue into text alerts. Before we do that, you have the ability to go back and edit your form. You can replicate it if you want to replicate it. If you want to delete it, you can do that here. If you want to quickly view it to see how it looks on the public site, you can definitely do that as well. There's our form right here. Now, we'll bounce over to voice and text alerts. If we bounce down to site management, and voice and text settings, we can actually set up our settings before we actually send out text alerts and voice messages. So, our voice messages by default are sent from a pool of numbers, but we now have the option to actually set up a caller ID specifically for voice messages. So, what you'll do here is enter in your school number click "Call number". On the screen, you'll see about a 4-5 digit code. Once you've receive the phone call on the number you typed in here, you'll input that number, that verification number, and the connection will be made. That's for the voice messages particularly. Text messages on the other hand are actually sent from a pool of numbers, and the reason is because carriers may actually block bulk text messages from a single phone number. So, choosing from a pool number actually ensures a a fast and reliable delivery of text messages. I do want to let you know a parent will receive the text message from the same number over and over. So, it's easy for them to just go in and save that number as their school contact. So, it'll be consistent. So, when they receive another text alert, since they saved it as a school contact, they'll know exactly who that alert is coming from. Again, we set up these settings in site management and voice and text settings. Now that we have everything the way that way we want it to be set, we'll go ahead and not enter caller ID here for a demo purpose, and we'll just go ahead and go up from a pool number. If we wanted to actually compose our first text alert, we would bounce down to Announce, and Text Alerts. Once we're in the Text Alert area, we'll go ahead and click on "New Alert". The first piece of information that we're going to want to enter here are our recipients. So, there's quite a few ways we can input our recipients. You can add from an existing contact list that you've already created. You can add from a CSV file. You can download the CSV template here and put it with all of your contact information and then drop it back into this area. Then, it'll be uploaded right here, so let's go ahead and just select a contact list that we already have. If we actually forget that we don't have some numbers on our contact list that we want this alert to go out to, you can manually type out that number here. You can add in multiple numbers that you forgot to put in your contact list. You can add multiple in contact lists as well, so keep that in mind. If we bounce down one field, this is actually where we're going to be inputting our message that's going to be sent out to everyone in our contact list. There are a couple of notices that I want a point out down here - if your messages are more than 160 characters and maybe split up into multiple messages - so keep that in mind. If parents decide that they actually don't want to receive these text messages alerts, they have the ability to opt out. They can click Start to opt right back in. Then, you have two options with delivery. You can send this message now, or you can set it to send later. You'll choose a date. You'll choose a time Then, this message will now be sent on September 10th. Once your alerts go out, you can actually track your statistics. You can see how many people successfully received the message, how many people received didn't actually receive the alert, it was sent with an arrow, and you can actually see how many people have opted out. The same applies for voice messages. Now, we'll segue into voice messages, but those statistics for voice messages will be tracked here as well, and you'll see it will be one shade of blue for text alerts and another shade of blue for your voice alerts. So if we want to create our first voice alert, we're actually going to bounce down to Announce and Voice Messages. If you click on settings, you'l be redirected to the settings page where you can customize your caller ID number with your school number, so keep that in mind that there's multiple ways of doing the same thing. Statistics will take you back to the statistics page where you can see how many people successfully received it, how many people received it with errors, how many people it's still processing for. So, let's go ahead and click on this blue button called New Message, and this is where we'll actually create our voice alert. So, recipients - this can be entered the same way as we were entering recipients for our text alert. You can add from an existing contact list. Again, you can upload, you can download a CSV template, import it back in, and you can import all of those contacts into this recipient field. I do want to let you know we've added a new feature. When you do import your list here, you actually have the ability to save it as a contact list directly, so keep that in mind. You can also manually enter in numbers. You can also manually enter in a contact list. So, I can just pull in my contact list directly here, and I can also manually enter a number on top of that. The first thing - the second thing that you're going to want to do after you enter in recipients, is enter in the subject. So keep this in mind. The subject that you enter here is for your records only. This is a good way for you to keep track of what messages you've been sending out instead of having to read the entire script, so try to be as specific as possible. So, this message will be about our first day of school. Here you'll actually type out the script of the message. So, we have two ways of actually sending out this message. If you input your number here, and you also the ability to input an extension if you have one, you'll be called, and at that point, you'll have the ability to record yourself reading out your script right here. You have this option to actually send out this voice alert to your parent using your own voice if you feel like doing so. Once you've recorded your message, you'll have the option to replay it and hear it and decide - do I want to save this, or do I actually want to re-record it. If you don't want to use this option, and you'd rather use a robocall almost, we have text-to-speech service that will actually read this entire script from you, and almost like a robot. It'll relay that over to your parents if you feel like using this over this option you can do that. If you actually record your message and decide - I don't want to use this at all. I'd rather just use the text or speech service, you can definitely do that. Once your audio alert or voice alert has been created, you have the option of sending it now or setting it to send out a later time and date if you choose to do so. So go ahead and get out of there, and again, if we click on Stats, we can actually see how many of our messages were successfully sent, how many were sent with errors, how many were opted out. So, keep that in mind. I want to thank you all for joining us in our webinar today. Our tech support agent is still in our chat if you have any questions that you need answered. I do want to remind you that forms, text alerts, and voice messages are add-on features, so if you don't have any features yet and you want some more information on them, feel free to reach out to us. We are more than happy to send those over to you all. Thanks again for joining me today, and please stay tuned for our next webinar that will be coming up in a couple weeks. Thank you so much everyone. Have a great day!

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Edlio Forms, Voice Messaging, and Text Alerts Webinar

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