How to Send a Broadcast Reminder Message / Upload a Name and Phone List

This article will show you how to upload a name and phone number Excel file - Excel Workbook format (XLSX) to a broadcast reminder message to send out the reminders.

In this example, we are using a "Weather Alert to Staff" message that will send a text to everyone with a valid mobile phone and a phone call to everyone with a landline phone (As determined by our national database of phone number types).

Preparing the File to Upload

The file we will be uploading is a simple Excel Workbook (XLSX) format file with the name in the 1st column (Column A) and the phone number in the 2nd column (Column B).

TIP: If you use a payroll service, many times, they can give you an Excel Workbook or CSV (Comma Separated Variable) format file that can be opened in Excel.  Just make sure to put the name in Column A and the phone number in Column B.  Erase all other columns.

IMPORTANT: Make sure to erase all data in column C and beyond or you will receive an error when you upload your file. 

You can have the name in any of these formats: "Last, First",  "First Last" or "First only"

You can have the phone number in any of these formats: (386) 555-1111, 386-555-1111, 3865551111, 386.555.1111

weather-excel-format.png

Once you have the file you wish to use, you are ready to upload it to your Broadcast Reminder Message.

Upload and Schedule when Your Reminder Goes Out

1. Login to your account on www.1800notify.com

2. Click the Green "+ New" button or click the "Upload Schedule" button from the HOME screen.

3. Select the reminder message you wish to use.  In this example, it's Weather-Alert-To-Staff.  Locate it and click on it to highlight it blue.

 

weather-sel-remind-mes-browse.png

4. Click the "Browse" button to locate your file to upload - in this case the Excel spreadsheet.

5. Locate the folder and the file you wish to upload.

Double-click on the file, or click on it once and click the Open button to put it in the list of files to be uploaded.

weather-sel-file.png

 

6. You should now see your selected file in the list.  If it looks correct, the click the "Upload" button.

weather-click-upload.png

 

Verifying Your Uploaded List

If you are about to send out dozens or hundreds of notices, you'll want to double-check the voice messages and text messages look good.

You can listen to the voice reminders from this screen, but to see the text reminders, you'll have to click "Save" and look at them from the next screen.

Click the Phone icon next to any person's name to listen to their voice message.

(Learn more about listening to voice messages - click here)

TIP: Give yourself at least 15 minutes until the Job Starts, if you want to double-check that the text messages about to go out are correct from the main home screen.

weather-confirm-upload.png

Once you get the job

weather-listent-phone-check-text.png

 

Allowing the Job to Start outside normal 9a - 8p Times 

If everything looks / sounds good, then if you want the job to start between 9am and 7:45pm, you can click the MODIFY button above the Job and adjust the time.

If you want the job to start outside the normal time window, you'll need to "REMOVE JOB" and re-upload it.  Select the Job Start time in the Upload window after you click on the job.

IMPORTANT NOTE: This assumes that the Job Start Time and Job End time have been modified in the Library  > Reminder > Options Tab.

weather-default-job-times.png

 

 

 

 

Have more questions? Submit a request

Comments

Powered by Zendesk