How to send SMS & Email Alerts when Sending a chat
As an Admin user within 1pm (not from the Crew Portal) you can automatically flag messages with the following options:
Urgent Flag
Messages flagged as Urgent will appear in Crew chat inboxes with an urgent red coloured triangle.
This is a great way to emphasise to Crew that this chat message requires their urgent attention.
It is also possible to automatically send an SMS to Crew/Users whenever the ‘Urgent’ flag is set (this can be changed in Space Options).
Chat messages can be filtered by OPEN, CLOSED or URGENT as well by any crew member.
SMS Alert
Messages flagged with SMS will automatically send an SMS notification alert to those crew members and admin users. It is recommended that you run the Reach Report located on the Config tab to ensure all Crew members and Users have correct email addresses and mobile phone numbers.
If this report is not run and data not corrected this may reduce the overall reach of the alerts (as crew members and users may not receive alerts).
In order to send an SMS within 1pm there are some prerequisites and settings to consider:
Destination Country for SMS is Australia or New Zealand
1pm is currently only supported in Australia and New Zealand. No other countries are currently supported, and SMS may fail to be sent to country codes other than Australia and New Zealand. Once we launch the US server, we will support other countries including USA and UK.
Activate SMS Sending is Switched on in Space Settings
The global ‘Activate SMS Sending’ flag must be set to on in Space Settings before sending an SMS alert. This can be set by any Admin user. The default setting for this option is false (off). Therefore, before sending SMS alerts please ensure this setting is switched on.
SMS Credits have been Purchased and are Sufficient to Reach all Selected Crew & Users
1pm sends SMS’s using SMS credits, which can be purchased only by the Space Owner (not any Admin user). The Space Owner should pre-purchase SMS credits before the event, ensuring there are sufficient credits to meet your requirements. Any unused credits will not expire, so these can be used for future events.
If the Space has insufficient credits available to send SMS alerts 1pm will notify the Admin user attempting to send the alert at that time.
Admin Users & Crew Members have Correct Contact Information
While this may go without saying, it is vital to ensure every Crew member, Space Owner and Space User has correct contact information, specifically that their mobile phone number and email address are set correctly. Running the ‘Reach Report’ from the CONFIG tab in the Chat window will provide a report of which Crew & Admin users do not have mobile or email address data associated with them. You can then take steps to fix the data before sending an SMS alert.
It is highly recommended that the ‘Reach Report’ is run and data corrected as a housekeeping exercise well before the event, to ensure all data and contact information is up to date.
Characters Limits Sending an SMS Alert
SMS messages are limited to 160 characters by convention. 1pm always sends a link to the Crew member receiving the alert so they can respond, acknowledge the alert and inform you of the progress of any task or issue.
This link is sent within the SMS message as a simple URL at the bottom which is then normally converted to a clickable link within the SMS message. This is normally always displayed by the device receiving the message as the full URL. For this reason, some characters are reserved for this URL.
This means that the total number of characters that can be sent in an SMS alert within 1pm is limited to 90 characters, and only the subject field will be sent with the SMS message (the details field is not used in the SMS notification). Please limit your ‘Subject’ to less than 90 characters to ensure the Subject field is not truncated.
The remaining 70 characters are reserved for the clickable link to open the Crew Portal and reply to the chat message or respond accordingly.
SMS Alerts will not be sent to Space Users with ‘Do Not SMS’
Individual Space Users can override their ability to receive an SMS alert by editing their user options and selecting ‘Do Not SMS’. This will appear in the reach report.
Email Alert
An email can be sent to the Crew/User when sending a chat message (by Admin users only).
Just turn on the ‘Email’ flag when creating a chat message, and an email will be sent immediately to their Crew email address. Please note that the Crew members email address may differ from their Contact email address, as this can be tweaked on an Event basis. Run the Reach Report to view any issues with Crew contact details.
