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Heads Up Holdings, LLC Client Use Only 1

Mass Notify

User’s Guide

Software Version 4.8

Document Revision 4.8.06


Copyrights

This software product is copyrighted and all rights are reserved. The distribution and sale of this product are intended for the use of the original purchaser only per the terms of the License or Subscription Agreement.

This User and Administration Guide is copyrighted, and all rights are reserved. This Guide contains Heads Up Holdings, LLC copyrighted information and is used by Heads Up Holdings, LLC with their permission.

Heads Up Holdings, LLC Mass Notify is a registered trademark of Heads Up Holdings, LLC. All other product and company names are marks of their respective holders.

This document is copyrighted and all rights are reserved. The distribution and sale of this product are intended for the use of the original purchaser only per the terms of the License or Subscription Agreement.

This document may not, in whole or part, be: copied, photocopied, reproduced, translated, reduced, or transferred to any electronic medium or machine-readable form without prior consent in writing from Heads Up Holdings, LLC.

Important Note to Users

Although every effort has been made to ensure the accuracy and completeness of all information in this document, Heads Up Holdings, LLC assumes no liability for any indirect, incidental, consequential, special or exemplary damages, including loss of data or lost profits, even if Heads Up Holdings, LLC has been advised of the possibility of such damages.

Software Version: 4.8

Document Revision: 4.8.06

Heads Up Holdings, LLC 28 Tasty Blend Way Fraziers Bottom, WV 25082 Phone: 304-343-6480


Table of Contents

COPYRIGHTS ........................................................................................................................................ 2

I. INTRODUCTION ....................................................................................................................... 4

II. ORGANIZATION OF THIS GUIDE ............................................................................................... 4

III. DEFINITIONS ............................................................................................................................ 5

1. LOGGING ON (ADMINISTRATOR) ...................................................................................................... 6

2. ADMINISTRATION ............................................................................................................................ 7

2.1 Phonetics ........................................................................................................................... 7

2.4 Do Not Call List................................................................................................................... 8

3. MANAGE RECIPIENTS ....................................................................................................................... 9

3.1 My Profile .......................................................................................................................... 9

3.2 Add New Recipients ......................................................................................................... 10

3.3 Edit Recipients ................................................................................................................. 11

3.4 Manage Recipient Groups ................................................................................................ 13

3.5 Search Recipients ............................................................................................................. 15

3.6 Import Recipients............................................................................................................. 16

4. MANAGE NOTIFICATIONS ............................................................................................................... 17

4.1 Add New Notification ....................................................................................................... 17

4.2 View and Edit Notifications .............................................................................................. 22

5. MANAGE REPORTS ......................................................................................................................... 23

5.1 View Past Notifications ............................................................................................. 23

5.2 Report Summary ...................................................................................................... 24

5.3 Report Details .................................................................................................................. 25

6. LOGGING OFF ................................................................................................................................. 26

APPENDIX A – NOTIFICATION VARIABLES THAT CAN BE USED IN MESSAGESERROR! BOOKMARK NOT DEFINED.


I. Introduction Mass Notify ensures the delivery, acknowledgement and management of a client’s most important, time-sensitive messages. By supporting virtually all messaging devices and systems, it enables clients to send important messages to first responders, parents, students, staff, vendors, employees or volunteers in a cost-effective manner, and ensures that the important messages get delivered and acknowledged. Mass Notify works with all electronic communications devices, searching out the recipient, delivering the message, and providing reporting to the sender. Mass Notify personalizes the message, accesses the recipient’s communications profile (i.e., where and how to contact the recipient), and formats the message for delivery. It then delivers the message to the devices indicated in the recipient’s profile. If Mass Notify does not receive an acknowledgement after sending the message to the first device, it begins a recursive delivery to the subsequent devices listed in the recipient’s profile or those devices selected to the sender.

Once the recipient receives and acknowledges the message, Mass Notify receives a delivery confirmation and reports to the sender when and how it delivered the message.

II. Organization of This Guide This guide describes the operational characteristics of the Mass Notify system.

Section 1. Logging On to your Mass Notify account. Section 2. The Administration tab describes how to manage phonetics and the Do Not Call

List.

Section 3. The Manage Recipients tab has everything about the adding, editing and manage recipients and groups.

Section 4. Manage Notifications explains how to send a message to a Recipient or Group. Section 5. Manage Reports describes how to view notification result reports.

Section 6. Logging Off describes how to Log off of the system.


III. Definitions The following names will be referenced throughout this user’s guide:

User - A user is a person (an initiator, recipient or administrator) who uses the Mass Notify System.

Notification - A notification is a message initiated and launched from the Mass Notify Notification Web UI or on a communications device (telephonic or email-based) that is transmitted to recipients.

Response - A response is an acknowledgement of a notification that is transmitted by a recipient of a notification via email or telephonic device.


1. Logging On

Access to Mass Notify is available using a Web browser. 1. Enter the following address http://massnotify.slingshottechnology.com/ into the browser. 2. Enter your username and password to Log In.

Figure 1 – Home Page of User Account Note‐ The main tool bar depicts five buttons which allows access to the features of the system.


2. Administration

Figure 2 – Administration Tab

2.1 Phonetics

Text to speech engines will not always get the pronunciation of a word correct. You have the ability to correct this.

Figure 3 – Phonetics Page


Example: The engine pronounces Kanawha as Can‐AH‐Waugh but should be pronounced as Ka‐Naugh.

1. Enter the word Kanawha in the Original Text field 2. Enter the phrase Ka Naugh the Replacement Text field 3. Click the Add button. Now any time you use the word Kanawha in a voice message, the system will replace the word with the phrase you want the recipient to hear.

2.2 Do Not Call List

If someone previously contacted before does not wish to be notified add them to list by providing the number, name, and division.

Figure 4 – Adding to the Do Not Call List


3. Manage Recipients

Figure 5 – Manage Recipients tab Options

3.1 My Profile

If any changes need made to your profile you can do it in this section.

Figure 6- My Profile Section of Manage Recipients


3.2 Add New Recipients

A. Adding Recipient Information ‐ Select Add New Recipients. Figure 7 will be displayed.

Figure 7 – Fields for Recipient Info

Note ‐ Red asterisks show required fields.

The Current Role field contains a drop down list of permissions that may be granted to a new user.

1. Fill out the information for recipient. 2. Select the Add Recipient button.

Typically, this information is populated from another database that has been uploaded into the Mass Notify system.


B. Adding Recipient Contact Information

1. Select Recipient Devices tab and the page depicted in (Figure 8) will be displayed. 2. Select the device type and enter the valid 10 digit number or email address.

Figure 8 – Recipient Devices

Note ‐If there are more than 5 devices, select the “More Recipient Devices” tab to enter them.

3.3 Edit Recipients

1. When selecting Edit Recipients in the dropdown box, you can search and select a name to edit.

Figure 9- Editing Recipients Main Page


2. After selecting a name to edit make any changes and click the Save Changes button.

Figure 10- Editing Recipients Field


3.4 Manage Recipient Groups

Select Recipient Groups to add, edit, or delete a group.

Figure 11- List of Different Recipient Groups

A. Add Recipient Group

1. Select Add New Group which will present you with the following page:

Figure 12- Adding a New Recipient Group

2. Type a group name and select Add Group. 3. The new group is added to the groups list and the page will be refreshed to include name.

Figure 13- List of Different Recipient Groups


B. Edit Group

1. Select the Edit Group button to display the current recipients in the group.

Note ‐ If you just added the group there won’t be any recipients in the Current Group Members.

Figure 14- Edit Group

2. In the Search field enter the names you wish to add.

Figure 15- Search for Recipients to Add in New Group

3. Using the right and left arrow keys, add new recipients to the group or remove recipients from the Current Group.

Note‐ To exit this page without adding members select any button from the main toolbar at the top.


3.5 Search Recipients

1. When selecting Search Recipients from the tab a pop up will appear on your screen.

Figure 16- Name Search Screen

2. When selecting Search Recipients from the tab a pop up will appear on your screen. 3. Enter the criteria and select the Search button.

Figure 17- Search Results

4. With the names provided from the search, you will have the option to select a name to edit the information or create a new group from your results.


3.6 Import Recipients

1. The file being imported should be a CSV file. (Comma Separated Value) 2. Select the provided schema on the page to view the headers. It will open in a spreadsheet.

Figure 18- Import Recipients Page

3. Follow the instructions on the page and make sure your data is under the correct headers.

Figure 19- Import Recipients Instructions

4. Once you choose your data that is formatted in a CSV file click Upload Data File and if everything is correctly loaded you will not receive an error message.

Note‐ Go through the Group list or search a recipient name to verify they were loaded correctly.


4. Manage Notifications

Figure 20- Manage Notifications tab

4.1 Add New Notification

The notification tool bar is displayed at the top with 6 tabs: Notification Message, Response Options, Notification Recipients, Notification Options, Heads Up! Notification Options, Notification Schedule.

1. Notification Message – Figure 21 is displayed each time you select Add New Notification. Complete the Notification Message section by entering a title and typing in a message. Select the Next arrow.

Figure 21- Add New Notification Main Page


2. Response Options ‐ This section of setup allows you to generate responses to the notification by asking the recipient to press a number to select an answer. Select the Next arrow.

Figure 22- Response Options tab

3. Notification Recipients – This tab allows you to select the recipient(s) or group(s) you wish to send the message you just created in Notification Message. Select the Next arrow.

Figure 23- Notification Recipients tab


4. Notification Options – This section is where you can set various options as to what devices you wish to deliver this message, what number you wish to display on the caller ID of the recipient, etc. Select Next.

Figure 24- Notification Options Tab

An expanded definition of the above:

a. ANI: enter the phone number that you wish the recipient to see.

b. Time between Retries: If you are going to set retry attempts below, this specifies how many minutes to wait before retrying.

c. Retry Attempts: How many retries to attempt if busy or no answer.

d. Remove duplicates: If you are calling multiple groups or recipients this specifies that you wish to eliminate calling the same number twice. This is your typical default.

e. Leave Message: Check this box if you wish to leave a message on an answering machine.

Note‐ If you select this option the message must be more than 9 seconds long which equates to about 162 characters in the message.

f. Email from Address: If you are going to check the email box below, specify what you wish the recipient to see in their “From” section of the email you send.

g. Devices to Send To: Check all that apply.


5. Heads Up! Notification Options – If the notification is pushed out to the Heads Up! Community mobile application, select the category and audience. The audience is a recipient’s location and category is a setting they subscribe to on the mobile app.

Figure 25- Heads Up! tab

6. Notification Schedule– Mass Notify provides the ability to save the notification for later use, send it now, or set a time and date for the notification to be sent in the future.

Figure 26- Options in the Notification Schedule tab

Below are the next steps for the buttons in Figure 26:

a. Launch Notification Now! – Select Continue to send message or Cancel.

Figure 27- Send Now prompt


b. Save for Later Use: This message will be saved. To find by title go to Show All Notifications.

Figure 28- Saved for Later Use message

c. Set Schedule: Enter the time and date to be set.

Figure 29- Schedule Notification date and time

d. Send Test to My Device: Enter the phone number to send the test message and hit Submit.

Figure 30- Sending a Test Notification


4.2 View and Edit Notifications

Figure 31- Viewing Saved and Previously Sent Notifications

1. Select Show All Notifications option to be taken to the page shown below in Figure 32.

Figure 32- All Notifications Saved or Sent


5. Manage Reports

5.1 View Past Notifications

To view reports of notifications click Reports on the toolbar. Select one to view the details and Summary.

Figure 33 – Reports Main Page


5.2 Report Summary

You will be able to see important details such as:

Who initiated the Notification?

The Notification Timestamp

Text sent in the notification

Devices successfully notified

Figure 34 – Report summary


5.3 Report Details

To see details for the devices select “View Details” located at the top left of each device summary shown in Figure 36 above.

Figure 35 – Report Detail

The Job ID and summary information is displayed at the top. The detail for each recipient voice call is listed next. The example in Figure 35 shows detail for notifications. If there had been a thousand voice calls they, would be presented as continuous rows with multiple page capability viewing.

Name: The recipient who received the notification. DeviceAddress: The telephone number for voice calls, the email address for emails, etc. Attempts: How many tries were attempted before the notification was completed. Duration: How many seconds were used to complete the notification? This includes

ring time and leaving the message. KeyPressed: If response options were assigned for this notification, this contains the

key that was pressed in response to the questions. TimeSent: Date and Time the message was delivered. Answering Indicates if the message was left on an answering machine by Machine displaying a Y or N.


6. Logging Off Select Log Out on the tool bar. You will be redirected to the page below.

Figure 36 – Successful Log Out Screen


Appendix A – Notification Variables that can be used in messages

Variable Name Description

FirstName Speaks the first name of the recipient

LastName Speaks the last name of the recipient

Address1 Speaks the Address of the recipient

Address2 Speaks the 2nd Address field of the recipient

City Speaks the City of the recipient

State Speaks the State of the recipient

Zip Speaks the Zip Code of the recipient

FacilityLocation Speaks the Facility Location of the recipient

Building Speaks the Building of the recipient

Floor Speaks the Floor of the recipient

County Speaks the County of the recipient

Amount Speaks the Amount of the file upload for the recipient

Example: Your child, [FirstName] [LastName], was reported as absent from or tardy to class today.


Product Support Contact Information

For additional information or support related to the Mass Notify system, please

Email: [email protected]

Call: 800-374-5161

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