RedAlert CMS Module - Broadcast a message to specified recipients
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Purpose:
Management can send email, voice and SMS text messages to all recipients on a list; for instance, to all homeowners, or all employees.
Typical User:
Community Manager, Public Safety Director
Method of Use:
Voice messages are recorded via phone call to your community's vClear phone number. RedAlert CMS module is then used to listen to, schedule, and delete messages, as well as to specify the recipients.
Example of Use:
  1. Community Manager opens the RedAlert module in SkyWatch CMS. It has grids displaying records of past and pending messages.  
  2. Manager clicks "NEW MESSAGE" link.
  3. Manager chooses a message category ("Emergency")
  4. Manager clicks 3 checkboxes to select to send a voice message, a SMS text message, and an Email.
  5. Manager chooses one of the template messages, which auto-fills the "MESSAGE TEXT" boxes with the sample message.
  6. Manager changes the text of the voice message to fit his current situation.
  7. Manager practices speaking the message.
  8. Manager sees the RedAlert phone number and 7-digit security code on the RedAlert header.
  9. Manager calls the RedAlert phone number.
  10. RedAlert says: "Please enter security code plus pound sign."
  11. Manager: enters the 7-digit security code and presses #.
  12. RedAlert says: "Welcome to RedAlert. Press 1 to record new message."
  13. Manager: presses 1.
  14. RedAlert says: "Begin speaking at the tone. When finished, press the pound sign." (TONE)
  15. Reading from his script on the RedAlert screen, Manager says: "This is OceanBlue manager Sam Smith. There is a fire in building F, unit 12-A. If you are in building F, get out immediately. If your car might interfere with fire trucks, please move it immediately. This is an Emergency. Thank you."
  16. Manager presses #.
  17. RedAlert immediately repeats message back to Manager.
  18. RedAlert then says: "If you are satisfied with your message please hang up now and use the SkyWatch CMS RedAlert module to schedule sending the message. To delete and re-record this message, press 1 and speak after the tone. When finished speaking, press the pound sign. " (REPEATED 3 times, then hangs up)
  19. Manager hangs up phone and turns back to his PC, where the RedAlert module of the CMS is waiting.
  20. Manager selects a pre-built recipient group called "All homeowners in Building F".
  21. Manager quickly reviews "INTENDED RECIPIENTS" grid on the screen to ensure it is accurate.
  22. RedAlert CMS: A new message appears in the "VOICE MESSAGES" grid.
  23. Manager plays message, then clicks CONFIRM button on the new message.
  24. Manager sees the template SMS text message in the TEXT MESSAGE box. He changes the text to fit the current situation, then clicks CONFIRM button.
  25. Manager sees the template email message in the EMAIL MESSAGE box. He changes the text to fit the current situation, then clicks CONFIRM button.
  26. Manager clicks "SEND NOW" button instead of "SCHEDULE DELIVERY" button. Manager completed entire process in less than 5 minutes.
  27. RedAlert CMS: Voice, Text and Email Messages are sent to all recipients (to the default contact-information on file).
  28. RedAlert CMS: Each time a call is placed to a recipient, a row appears in "MESSAGES COMPLETED" grid describing the call's status (ANSWERED, CONFIRMED, BUSY, NO ANSWER, VOICEMAIL).
  29. RedAlert CMS: Busy numbers are re-tried 3 times, pausing 2 minutes between attempts (configurable).
  30. Suzy Homeowner is at home in Building F. Her cellphone rings. (RING RING)
  31. Suzy Homeowner says: Hello?
  32. RedAlert plays Manager's message: "This is OceanBlue manager Sam Smith. There is a fire in building F, unit 12-A. If you are in building F, get out immediately. If your car might interfere with fire trucks, please move it immediately. This is an Emergency. Thank you."
  33. RedAlert says: "Press 1 now to confirm you received this message. Press 2 to repeat message. Press 1 now to confirm you received this message. Press 2 to repeat message. Press 1 now to confirm you received this message. Press 2 to repeat message."
  34. Suzy Homeowner presses 1
  35. RedAlert says:"Thank you. Goodbye." RedAlert hangs up.
  36. RedAlert CMS: After all attempts are finished, an email is automatically sent to the manager with a spreadsheet containing all phone numbers called and the final disposition of each call attempt.

Standard Features:

  • Recipient lists are updated automatically upon ownership or tenancy changes.
  • Recipient lists can be carefully organized prior to date needed to speed-up sending process.
  • All calls are permanently archived.
  • No limit on message length.
  • Unlimited # of messages
  • Recipient must listen to entire message before confirming button will work.
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