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Upload and Schedule Your Reminder (Calls and/or Text Messages)

This will show you how to upload your schedule file or list of contacts to call and schedule when the job should start (calling and/or texting) your contacts.

NOTE: You must already have exported or printed your calling list (e.g. daily schedule) from your scheduling system.  You can learn how to do that by searching for the word "EXPORT" or your Scheduling system name.

Step 1: Log into your account on our secure system www.1800notify.com

 

Step 2: From the HOME tab, click the + New or Upload Schedule button (they do the same thing).

Step 3: Adjust the Upload Options and Click Browse.

3-A.  Select the Reminder Message (if more than one showing)

3-B. (OPTIONAL) Set the date when you want the Reminders to Start Sending

WARNING -- CHANGING THIS DATE/TIME WILL CHANGE THE DATE AND TIME WHEN THE CALLS / TEXTS START SENDING
D-O N-O-T, DO NOT, SET THIS TO THE DATE OF THE APPOINTMENTS YOU ARE UPLOADING

3-C. (OPTIONAL) Set time when you want the Reminders to Start Sending

3-D.  (OPTIONAL) Adjust the Email Report To

3-E.  Click the Browse button to locate the schedule/contact list file you exported.

3-F   If you know you want your job to start at the same time every day, once you set the time, click this DEFAULT button to make it your default time.


 

Step 4: Locate your Export file(s) with the Contact Names or Schedule that you want to Call (or Text)

4-A:  Locate the Folder where you exported the file(s) using the left column or the top drop down.

4-B:  Click on the File or files you exported to start the calls. 

        TIP: You may need to move the scroll bar at the bottom or side of the list of files to see your file.  Also, the extension of the file may be missing (e.g. .CSV, .XLS, .TXT).

        NOTE: You can upload multiple files at the same time, if you want all the files called (or texted) with the same reminder message.

4-C: Click the Open button to put the file(s) on the list to upload.

 

Step 5: Verify you see your file or files on the list and click the Upload Button to bring the file up to the server.

TIP: You can click either upload button.

If the file or files you have selected are incorrect, you can highlight them and click the REMOVE button (upper right portion of the screen) to take them off the list.



If you selected a single file to upload to a single message, go to Step 6-1 to see the next screens.

If you uploaded a single file to a Group message (which automatically distributes your data file to all group member messages), then go to Step 6-2 to see the next screens.

 

If you have selected several files to upload to run with a single reminder message, your screen will show the list of all files you selected.  Then you click Upload if everything looks acceptable.

If you selected multiple files then go to Step 6-3 to see the next screens.

 

Step 6: Use the Confirm Schedule screen to make sure everything looks OK.

Step 6-1 - Verify Single Upload (One data file to one message)

If you are only uploading to a single message and not a Parent/Child message, then you will see a screen showing individual contacts below and the date/time of when the calls will start.

6-1-A.  Verify the file name, number of contacts and Lead Time (optional) looks good.  

6-1-B.  Adjust the scheduled start date and time, as required.  Use the DEFAULT button to set this time as the default for every day.

6-1-C.  Adjust which user should receive the Job Completed email.

6-1-D.  You can listen to the messages by clicking either of these icons (Phone or Ans. Machine) and then play or download the message audio file.

   Learn more about listening to messages in this article

6-1-E.  If everything looks OK, then click Save, otherwise click Cancel.

Step 6-2 - Verify Group Message Upload (One data file sent to many messages)

You will see the screen below if you are uploading a single data file to a Parent or Group message that has several Children or Member messages.  In this example there are four separate messages AllScripts-1 through AllScripts-4.  

6-2-A.  Adjust the scheduled start date and time, as required.  Use the DEFAULT button to set this time as the default for every day.

6-2-B.  Adjust the Default user should receive all the Job Completed emails from each of the jobs.  NOTE: You can change which user receives each email in "E" below.

6-2-C.  Verify the total number of contacts you just uploaded looks correct.

6-2-D.  Verify the file name which you just uploaded looks correct.

6-2-E.  Now, you can optionally change the user who receives the email from each of the messages in the Email Report To column by using the pull-downs next to each (default) user.

6-2-F.  If everything looks OK, then click Save, otherwise click Cancel.

NOTE: You can listen to the messages you just uploaded after you click the SAVE button on the next screen by clicking the green PHONE icons in the bottom half of the screen.   Learn more about listening to messages in this article

Step 6-3 - Verify Multiple File Upload to Single Message (Many data files uploaded to a single message)

You will see the screen below if you have selected multiple data files to a single message.  

6-3-A.  Adjust the scheduled start date and time, as required.  Use the DEFAULT button to set this time as the default for every day.

6-3-B.  Adjust the Default user should receive all the Job Completed emails from each of the jobs.  NOTE: You can change which user receives each email in "E" below.

6-3-C.  Verify the total number of contacts for each of the files you just uploaded looks correct.

6-3-D.  Verify the file names which you just uploaded look correct.

6-3-E.  Now, you can optionally change the user who receives the email from each of the messages in the Email Report To column by using the pull-downs next to each (default) user.

6-3-F.  If everything looks OK, then click Save, otherwise click Cancel.

NOTE: You can listen to the messages you just uploaded after you click the SAVE button on the next screen by clicking the green PHONE icons in the bottom half of the screen.   Learn more about listening to messages in this article

 

Step 7: Confirm the uploaded file(s) appear in the Jobs window at the top of the INFO tab.

TIP: Once you click on the job at the top of the screen, then you will see a list of contacts that will be called or texted at the bottom of the screen.

RELATED TOPICS:

HOW TO LISTEN TO THE MESSAGES (OR SEE TEXT MESSAGES) TO BE SENT:

https://1800notify.zendesk.com/entries/23346438-Listen-to-Phone-Messages 

 

Martin Trautschold

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