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[Edlio Webinar] Broadcast

Added Mar 22, 2021 •

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Check out this short webinar highlighting Edlio's mass communication add-on feature, Broadcast! We show you how this new tool allows Edlio Website admins to send out voice, text, and email alerts all from within your CMS.

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Welcome to today's webinar are we going to be talking today about broadcast messaging. I'm Liliana Perez, client success specialist, and also with me tech support so if you have any questions please share it with the Q&A session or through the chat and he'll be more than happy to take your questions. Let's get started! When it comes to Boradcast think about it as one way, unified communication. This is great if you want to send urgent messages through voice, text, and email. It is a three-way, 3-channel communication and it's based on your contact list that's why he's very important before you start using broadcast to be sure that you have your contact list updated. Think about it and perhaps you want them by group, staff members, you name it. You can make it as many contact list as you need, there are templates you can download if you need to do a masking for it so why don't you have your contact list then you're more than ready to start using Broadcast. When it comes to it think about it it will help you a lot when it comes to maximizing the communication that you will have with your community you will help them to stay informed because most of the times our daily work we may not be as parents have the possibility to be checking our emails constantly or perhaps check out if you're using School News App to look into the app and see what's happening However, if it's something urgent that you want them to know then definitely you can do a text message or SMS and then they will definitely get hit and also receive the voice call if you also opted for it. So in this case that's why broadcast is great in terms of just spreading the information it also think about it that you can if you're sending recurring messages you can also use Broadcast to send it over again so you will save time in order to use it and when it comes to translation many of our communities within the school have a very wide base of community different languages and because of that it's that we created those translation portions for you and I will show you how you can do that but basically it will definitely help a lot of parents there are Spanish speakers engage in the form of what's happening within your school so one can understand what it's broadcast now what are we going to be talking today we're going to show you how you can create your contact list just a quick overview because we have another or additional webinars talking about email sender and broadcast and also with contact lists Sending a text voice message and also an email with a robust feature that are we have in terms of translation and you're going to love it I'm sure of that and also when it comes to updating your setting and if you want you can delegate someone within your staff this information to send specific broadcast when needed When it comes to text or SMS it's one channel and in this case you will always and I will show you once we hop onto the admin site you will be able to see the number of characters that you have available to send and it will depend per channel but when case when it comes to text and I'm going to be toggling between our presentation and the admin site Let's get started with the admin site From here let me show you before we hop directly into broadcast what I meant with contacts list and this case you can see from the dashboard that you have it on your right this is one way to access it or if you go to your left top the hamburger menu then you can go on to announce and from there at the bottom you'll see contract this the two ways that you can get access to it so either way you will see now back from here there are going to be the different listed you've already created with the number of contacts that you have in the list. Let's create a new one just a very quick way to show you how you can do it this case our example is going to be spring break We're going to add it and now that you have the title and by clicking on the pencil so you can always edit if you want to and now it's time to add your contacts. Let's say for example that let me show you the add in bulk this is what I was referencing in the beginning you can download it and it's a CSV template we recommend to keep the format at is, do not delete, rename, or swap anything please, leave the template as is If you're going to leave any information blank because you're not going to use the title it's fine because you do not need to put it in any information or try to delete it because otherwise when you try to upload it, the information is not going to work properly keep in mind that it's a CSV format that you need to upload and the max file size it's five megabites so having that in mind let me show you what happens with the single contract so you will click on the other button and you can type manually any information maybe this is a quick, five list members that you're going to be putting here you can add them manually however most of the time thinking about first grade parents definitely I would recommend to go the add in in bulk okay now that I'm showing you how to create in a very quick way contact list let me go back to the admin site to the dashboard and from here we'll go to Broadcast Broadcast you have also the next button starting from right to left you can see that it's Broadcast and you can hit underneath it if you already know how it's done and you just want to send a quick message without going to the main view Broadcast you can click on here or also remember that when it comes to the hamburger menu, announce, and you will see it sort of in the middle either way you always get access to it so in this case of go to the main view so I can show you before we go into a clear example of how it works let me show you the status this is our previous broadcast that we've already sent you just see that in this case is time to volunteer I will be sent this broadcast with them to 2 contacts and they were sent to 2 contacts so you have a green check-mark here so everything was sent three out of three etcetera but in this case if you see school closed inclement weather you can see that you sent 8 out of 13 and you can have a warning on it so you can understand a little bit what does that mean and how you can relate to that information you will see at the top a summary of the name of your broadcast the status the warnings that I was showing you the day time how much time it's been who send it who created it and what time sent it and I also show you who sent it, who did you send it to and the different contact list that you used, the default language and the translations In this case they used for the email channel German, Russian, Spanish for the text languages and for voice the same languages and also a total of use email number of units and so on and so forth now have at the bottom you have three tabs email, text, and voice from each one of them you will be able to see who did you send it to because sometimes you may want to send it to let's say for example Danny Benson only by email but for some reason when you click on text you may not have the option to include Danny Benson and so that's why you can see who did you add or send it to per channel it's very useful. I want to bring your attention to for example in this case you can see that it says failed in the failure versus if we go and the rest were delivered If we go to text we'll see that at the top it's that phone cannot receive text and if we go to the email portion we see that it was dropped brought along with now if you want to understand what does that mean for channel I will recommend you that you go on to help then help center once you click on it go to the bar that you have at the bottom the search bar and click on Broadcast Once you click on Broadcast you will see that at the bottom there is an article about troubleshooting. It will help you understand the descriptions that you saw in your admin site, Just to give you a quick example for in this case for email statuses when it mentioned drop it means that the recipient of mail server because it was repeatedly bounced You can see the descriptions will vary depending on the channel So email status, the text statuses, and scrolling a little bit more voice message statuses. So here's where you're going to be able to understand what does the descriptions in case of drop or that it failed what they mean now that we have the clarity let me go back on to the main screen of Broadcast and here we already covered the previously sent who send it and when you click on the three dots you will be able to see the same thing that I just showed you the report and if you want to copy messages let's say for example the "it's time to volunteer" is something that you're going to be using an on a recurring basis so instead of doing them time and time again I recommend you to just copy and save time. You also have the option to delete Broadcast so let's say for example and be sure before you do this okay but let's say for example that he can see that I have to "it's time to volunteer" I'm confident that the ones that at the top are was that I don't need because I actually just sent it to 2 versus the second example where I sent it to 3 contacts, so I'm pretty sure that I don't need this one so I can just delete it you're going to see your warning just to be sure that you want to delete it if sure click delete and it will disappear from the main list okay this is the general view you now let's go back to what I mentioned and show you how you can send a text click the blue button New Broadcast from here you can and I already have a quick example so let me copy and paste it, Broadcast name and we're going to send information "Welcome Spring Break" We are only going to be sending to 1 out of 3 channels going to deselect email and voice I just want to send an SMS Now that I have it selected, I'm going to click on continue from here you can always choose the default language and I'll show you on settings how you can change it but in this case is going to be in English if for some reason you I want to change it for a specific message that you're going to be sending you could choose from the drop-down menu and now it's time to put your text do So in this case, I'm going to put this piece of information you will see that you have the name of your school we recommend two things one that you leave it so parents can see who is sending the information the second one leave reply stop to opt-out because parents need to know that if they want they can opt out of channels and stop receiving information however please let them know that if they opted out it's not easy to get them back into the list okay so just create a communication campaign letting them know the importance of keeping themselves as the contact list information and also be a aware something relevant information when you actually need it right instead of sending all the time and bombarding them That's why most of the parents and any user we just opt out of list because it's too much at some point Now that you can have the school name put your text in this case we're saying we're meeting on March 29th at 18 hours on soon to go over the updates of after spring break here's the link that you're going to be sending and let's leave the opt-out version now I mentioned characters and here at the bottom you will always see how many characters using per channel keep that in mind right now I only use 175 but just as a SMS so we want it to be a short Broadcast at the end of the day. Let's say we want to translate in Spanish so you'll see the different languages that we have for channels in Spanish So in this case, let's click Spanish and while it's processing you can keep adding other languages if you want from the list for the sake of the example we are going to leave it like that and we're going to click on Spanish in this case let's see in Spanish translation and you can see how accurate the translation is I'm just if you want to give sort of edit a few things here and there to put in more a more accurate way of saying things you could deselect auto translate from here you can add spacing for example I think that the translation is pretty accurate however, this quotation definitely doesn't go here we're going to leave the opt-out in Spanish and it's also translated and we are going to leave it like that and you will see the warning about the opt-out I think we're good to go we're going to hit continue which is the bottom at the bottom and now who are you going to sending it to here is why it's important to have a contact list because if you previously create it then you can just start cherry-picking whatever listed you want or you can start typing a name and you can see it appears You can click on it and keep adding more contact list as needed if we're ready to go and in this case I'm going to be sending it myself I'm going to click on here Also can start typing if you already know where you going to be sending it to that's also an option We are using right now test and you can see always the remaining units that you have per channel so in this case you're green you're good to go, you can send your text with no worries at all As always as in many mass communication options that we have you can send it right now or send it later if you click on later you will need to select the day and time that you want it to be sent. For the sake of the example we're going to be sending it right now and hit send from here it's already sent and we could go back to the all Broadcast and it will be processing in the meantime let me go back to our presentation and we already sent a text message. Now when it comes to voice in this case think about it as it's two different ways to send voice messages you can send them a pre-recorded message or text to speech and I'm going to be showing you how you can do that keep in mind that we recommend that you keep it 5 minutes short no more than 5 minutes long because then your message is going to say incomplete so under 5 minutes you're good to go let's go back to the admin site from here again New Broadcast the same as we did before we're going to paste our title and in this case we're sending voice so we're going to deselect email and deselect text click continue default English perfect and here are the two options that I mentioned earlier this is where if you want to record it with your own voice and he would like more personal touch you can do that and type in your number extension you have it and you will receive a call under the phone number that you just are recorded there and you can start recording your message if you do not want that option just like send this message using text-to-speech now we're going to paste our text that were using before need to be the same obviously if you wanted you can change it but remember that consistency and keeping information standardized across-the-board and this case across the channels is great because if for some reason is the same contact list, let's say myself, Liliana, is receiving an email and a text and then a voicemail you want to keep it consistent otherwise you're going to get lost if you start changing the text and the subject line and whatnot people will get confused so keep it consistent if it's going to be the same message again at the bottom you'll see the number of characters that you have at your disposal and you can add translation for the moment these are the languages that we can translate to when it comes to voice channel let's put Spanish click add and if you want to keep adding languages as needed the same thing as happened with the texts that we sent you have the opt-out like if you want if you want to add it any sort if you don't want it hit the bin trash you can delete it and send in another language for example Let's leave it like that click continue add in this case I'll add myself because I don't want to send to the company so I'm sending it to myself and you can see the same it's very consistent even though you can use the 3 channels separate you can see the layout is pretty much the same but that's good for you in this case you will see that how many units you have in the voice channel again let's send and for the moment because I have my phone on mute because I'm giving this webinar I won't be taking the call now let's go back to our representation when it comes to emails and for the sake of time I'm going to be sending emails including the other two channels so you have an example of how to channels work at a watch and this case the big difference with email sender is, and let me show you with those of you use email sender you know that you can choose the layouts you have 6ish templates to use from and from there you can choose if you want to use one that is only pertinant with calendars another one that only news and announcements another one that is a combination of both and then you can create kind of your own so that's the big difference when it comes to the email sender there is a lot more room in terms of editing and putting more information remember what we mention at the beginning of the webinar broadcast is intended for sweet short version messages most of the time so that's why when I click on new broadcast and in this case same example and you'll see that I'm hitting three channels at once okay including email but it was the one that we had pending and then we continue in this case what has changed who is going to be sending the email in this case, it's going to be me, subject line is going to be the one that we previously created and are text In this case because it's going to be an email you have a little bit more room in terms of editing but it's not the same as if you used email sender so this is all the editing that you can do you can add quick links like the one that I just did and if you want to see how it would look this is the big difference you think it's pretty straightforward who's sending it was the contacts the text of information to your standing and that's it that's all do you have. We will click OK Again, you can add translation in Spanish while it's translating I'm also going to be sending it in French and so the text is going to be is going to go in Spanish and also in French and the voice send it as text to speech and put in the text As you can see, each channel again you know the characters remaining on each Once you have the information set, click on continue, who is going to be the person that is going to be receiving it, in this case myself, big difference now you know what's happening with each channel how many recipients per channel if you're good to go in terms of units if you want at some point let's say for example I don't want to send it as a text I can deselect it or click on that channel and you will be adding it again as easy as that Click on send And that it! As easy as that, you hit 3 channels at once this is the beauty of broadcast now let me go quickly to our admin site now let's go to settings and I want to show you where you're going editing the information in this case you can see that at the bottom you will have the person's the email addresses who are you allowing to be sending the kind of information you can delete them if you want at some point or you can add more persons in this case wants to add them they will receive an email confirmation of unless click on the link that is included in there and after that they're getting verified as you can see on your screen at the bottom is where you can put your caller ID for the voice and text message okay this is where you edit the settings for Broadcast now let me go to our presentation to show you how it looks let me make it bigger and this is what happened and I wanted to put an example of how it looks on the left you will see what happens with Broadcast you can see that this is another example that I use in this case it's the email channel and this is the text how it looks on my mobile versus what you have on your is when you send information through mass communication which would include in this case the School News App you have your email and you can see the difference because in this case it's only the link it. It doesn't have the detailed information that I had on the left You have the links here so they can go in a reference to the web admin and to your site and this is how it looks in terms of the text message now it's important when it comes to unsubscribe to let them know that it's always possible if they want to opt out however, if you want or have any additional questions in terms of the opting-out and you will see and let me go back to that screen that I had so you can see underneath here it says manage subscription in either way here is where if for some reason they want to edit one of the channels that they want to stop receiving that they don't want to receive any more emails from there is where you're going to be able to manage your subscriptions and deselect the channel that you're not interested in receiving when comes to Broadcast or even the Email Sender option and that's where they will edit it again please make them aware that if they opt-out they will be opting out of all the communication that has to do with your school so it's very important that you understand it and in your case be mindful of how much information you're sending the frequency of it so you have less parents opting out of your information and finally let me go back to where you can edit or delegate the permission that I was referring to when it comes to sending information to your users to let's go to the hamburger menu site management user management from here let's say for example I'm going to be using myself click on the person that you're interested in go to edit profile scroll down all the way to almost the bottom and you will see features admin access and decide what teachers and in this case I do have access to Broadcast if I deselect and then save it when I go back in into my user then I will no longer have it available so this is how easy as you can edit and grant access to maybe staff members are not part of the web admin again have access to all the features if you have a secretary for example that you're going to be giving this access to this is how you can edit their privileges and be sure that they are only going to have access to that specific feature if that's the case I know that it was a lot of information, however, I hope that it was clear the session is recorded and also going to be uploaded to the Help Center in a couple of days so if you want to see it back again please be sure to access it through the Help Center Thank you very much for your time. It was a pleasure and I hope I see you on the next webinar. Thank you very much have a good day!

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