Text Marketing Text Message Schedules User Guide

Streamlining Church Communication with Text Message Schedules

Online Giving’s Text Marketing feature is transforming how churches communicate, particularly through the use of Text Message Schedules. This tool helps streamline church communications by allowing you to schedule text messages to specific lists, making it easier to stay connected with your congregation in a timely and personalized way.

Flexible Scheduling Options

One of the key strengths of the Text Message Schedules feature is its flexibility. You can schedule both one-time and recurring messages, whether you’re sending out announcements, reminders about events, or even daily devotionals. By scheduling messages to go out at just the right time, it helps keep your congregation engaged without overwhelming them with too many notifications.

Custom Phone Number Lists

A standout feature is the ability to manage custom phone number lists. You can create your own lists or use system-generated ones, such as the “Text Message Givers” list. This particular list automatically tracks individuals who have given via text, allowing you to send targeted messages specifically to them. This takes the guesswork out of managing contacts and ensures that the right people receive the right messages.

Admin Control for Delegation

Additionally, the feature allows for controlled admin access. This is particularly useful if you want to delegate tasks without granting every administrator full access to all the text marketing tools. Online Giving enables you to adjust permissions, giving you control over who has access to these features and adding an extra layer of security.

Managing High Volume Messaging

For churches sending out a high volume of messages, such as during a large campaign or with daily devotionals, the option to use a secondary phone number is invaluable. Having a separate number for marketing messages helps avoid the risk of people opting out of your primary number, which might also be used for text giving. This ensures that there are no delays in message delivery, particularly when dealing with high volumes of texts.

If your church is sending tens of thousands of messages a day, Online Giving recommends using a short-code, which allows for up to 100 messages per second. While most churches may not need this, it's good to know that this option exists as your communication needs grow.

Scheduling Flexibility and Time Zone Considerations

Scheduling flexibility is another highlight. You can set messages to go out at a specific time or even trigger them based on when someone’s phone number is added to a list. This feature is perfect for sending reading plans or devotionals consistently after someone signs up. Additionally, it’s important to keep time zone considerations in mind, especially if your church serves multiple locations. Messages will be sent based on your church's time zone but may experience slight delays if you're sending large volumes of texts.

Avoiding Spam Filters with Full URLs

Another key tip—be cautious when using shortened URLs. Carriers often flag popular link-shortening services as spam, which could prevent your message from being delivered. Instead, it’s recommended to use full URLs or create shortened links directly from your church’s website.

Getting Started with Text Message Schedules

Getting started with scheduling texts is straightforward. Simply log into your control panel, create a new message, set the frequency—whether it's one-time, weekly, or even quarterly—and choose your recipient list. You can review past messages and edit or delete upcoming schedules as needed.

The Text Message Schedules feature is an effective way to manage your church’s communications, keeping your congregation informed and engaged while reducing the workload on your staff. By taking advantage of the scheduling options, admin controls, and list management features, your church can communicate more clearly and consistently with your community.

Text Marketing Text Message Schedules User Guide

In this article, we’ll provide an in-depth overview of the Online Giving Text Marketing Text Message Schedules feature. This powerful tool enables church administrators to schedule text messages to specific phone number lists, allowing for both one-time and recurring messages. Whether used for announcements, devotionals, or special events, this feature provides flexibility in managing church communication.

Key Functions:

• Scheduling Flexibility: Send one-time or recurring messages with custom scheduling options.
• Custom List Management: Create and manage phone number lists or use system-generated lists like “Text Message Givers.”
• Multiple Administrator Controls: Limit or expand admin access to text marketing features.
• Secondary Phone Number Option: Set up a secondary number to avoid conflicts with text giving communication.

Table of Contents

• Text Message Schedules Overview
• Limiting Administrative Access to Text Marketing Features
• Special "Text Message Givers" Text Message Schedule
• Using a Secondary Text Marketing Phone Number for Outbound Messages
• Important Notes About Outbound Messages
• Text Message Schedules User Guide
  • How to View Text Message Schedules in Control Panel
  • How to Search Text Message Schedules
  • How to Create a New Text Message Schedule
  • How to View Outbound Message Log for Schedule
  • How to Edit a Text Message Schedule
  • How to Delete Text Message Schedule
• Ministry Platform Special Features
• FAQ

Text Message Schedules Overview

Text Message Schedules enable the sending of either one-time or recurring messages to a list of phone numbers. Unlike Auto Responders, which are designed for immediate responses to incoming messages, Text Message Schedules allow you to pre-set a specific start date and time for your messages. You can even set messages to trigger based on when a phone number is added to the list.

• Adding Numbers to Lists: Phone numbers can be added directly through the control panel, or you can configure an Auto Responder to add them based on inbound keywords.
• Scheduling Flexibility: Use Text Message Schedules on their own or combine them with Auto Responders for more dynamic communication options.

Limiting Administrative Access to Text Marketing Features

Administrators can control access to text marketing features through the control panel, offering flexibility in who can manage these tools.

• Restricting Access: You can limit or revoke access to text marketing features for any administrator by editing their permissions.
• How to Edit Permissions: For detailed instructions on managing admin access, please refer to our Control Panel Users and Donors Guide.

Special "Text Message Givers" Text Message Schedule

The system automatically generates a "Text Message Givers" list. This list allows you to send bulk text messages to individuals who have participated in text giving.

• System Managed: The "Text Message Givers" list is fully managed by the system, so you cannot import contacts from external sources like spreadsheets.
• Bulk Messaging: Use this feature to communicate with text givers specifically.
• Text Giving Management: Please note that text giving is managed separately from text marketing. For setup, refer to the Text Giving User Guide.

Using a Secondary Text Marketing Phone Number for Outbound Messages

Churches can configure a secondary phone number for outbound text marketing to avoid conflicts with text giving communications.

• Why Use a Secondary Number? This helps prevent users from opting out of the primary phone number used for both text giving and marketing. It also avoids message queue delays for high-volume marketing campaigns.
• How to Set It Up: Contact support to configure a secondary number. Once set, it will handle all outbound messages related to text marketing, including Auto Responders and scheduled messages.
• Optional Setup: Some churches prefer to keep everything under one number, but the choice is yours.

Important Notes About Outbound Messages

• Scheduling Options: Church administrators can choose to send messages at a specific date/time or based on when a phone number was added to a list. This powerful feature allows you to schedule messages based on the sign-up date, making it ideal for setting up devotionals or reading plans triggered by a person’s sign-up.
• Time Zone Considerations: The date/time you set is the earliest time a message can be sent based on your church's time zone. However, delivery might occur slightly after the set time, depending on message volume.
• Carrier Limitations: Cell phone carriers have limits on the number of messages per second that a phone number (or short-code) can send. If your outbound message volume exceeds these limits, Twilio automatically queues the messages to ensure delivery without exceeding carrier thresholds.
• Large Volume Messaging: If your church plans to send out a large number of text marketing messages, it’s highly recommended to set up a secondary phone number. This helps keep the outbound message queue for text giving users free and avoids delays in their responses.

• Free Setup: A secondary phone number is free to set up, and Twilio only charges $1 per month for a 10-digit number.
• Short-Codes for High Volume: If you plan to send tens of thousands of messages per day, consider renting a short-code from Twilio. While short-codes are more expensive, they allow you to send up to 100 messages per second. Most churches, however, find that a standard 10-digit number is sufficient.

Avoiding Shortened Links: Avoid using shortened URLs from popular link-shortening services. Carriers often flag these links as spam, preventing the messages from being delivered. Instead, use full links or shortened links created from your church's website. Messages with flagged links will be marked as "undeliverable" in the Twilio control panel.

Text Message Schedules User Guide

How to View Text Message Schedules in Control Panel

1. Login to the control panel.
2. Click on "Text Msg Schedules" from the left navigation menu.

How to Search Text Message Schedules

1. Login to the control panel.
2. Click "Text Message Schedules" from the left menu.
3. Use any of the following filters:
   • Next Message Date: Click the calendar icon to select a date range.
   • Last Message Date: Click the calendar icon for a date range.
   • Title: Enter keywords in the Title field.
   • Frequency: Search by the frequency of scheduled messages.
   • Status: Enter a status keyword.

How to Create a New Text Message Schedule

1. Login to the control panel.
2. Click "Text Message Schedules" from the left navigation menu.
3. Click "Create New Message" at the top right of the page.
4. Fill in the following details:
   • Title (for admin use).
   • Message Content: This is the actual text message.
   • Frequency Options: Choose from:
     • To send a one-time message select "One Time" from the "How often would you like to send this message?" drop-down menu.
     • To send a monthly message select "Monthly" from the drop-down.
     • To send a weekly message select "Weekly" from the drop-down.
     • To send a bi-weekly message select "Every 2 Weeks".
     • To send a quarterly message select "Quarterly".
     • To send a yearly message select "Yearly".
     • To send a message after a supplied number of days select "Repeat After Number of Days" and enter the number of days in the "Repeat in how many days?" field.
   • Scheduling Options:
     • If you want to send the message at a specific date and time, select "Send message on specified date/time" from the "When would you like to send this message?" menu, then choose the earliest date and time.
     • If you'd like the message to be sent based on when the phone number was added, select "Send message based on date phone number was added to list" and specify the earliest time of day for the message.
   • Phone Number List: Select the list you want to send the message to.
5. Click "Save" to finalize the schedule.

How to View Outbound Message Log for Schedule

1. Login to the control panel.
2. Click on "Text Message Schedules" from the left navigation menu.
3. Search for the schedule if necessary.
4. Click the Gear icon in the schedule’s row and select "View Outbound Message Log".

How to Edit Text Message Schedule

1. Login to the control panel.
2. Click "Text Message Schedules" from the left navigation menu.
3. Search for the schedule if needed.
4. Click the Gear icon in the schedule row and select "Edit".
5. Update frequency, message content, or timing as needed, then save your changes.

How to Delete Text Message Schedule

1. Login to the control panel.
2. Click on "Text Message Schedules" from the left navigation menu.
3. Find the schedule, click the Gear icon, and select "Delete".

Ministry Platform Special Features

Churches using Ministry Platform integration have access to advanced features like Single Sign-on (SSO) Links.

Ministry Platform Single Sign-on Links

• Church administrators can enable SSO for any MP portal links included in text messages.
• Auto-matching: Phone numbers are automatically matched against registered text givers, allowing users to bypass login requirements.
• To enable SSO, select "Yes" under the Ministry Platform Integration section when creating or editing a text message schedule.

FAQ

• Can I limit which administrators can access text marketing features?
  Yes, you can adjust admin permissions through the control panel to limit or remove access.
• Is there a special list for text givers?
  Yes, the system generates a "Text Message Givers" list, specifically for communicating with text givers.
• Should I use a secondary phone number for outbound messages?
  If you plan to send a high volume of messages, using a secondary phone number can help prevent users from opting out of your main number, which may also be used for text giving.
• Can I search scheduled messages by title or date?
  Yes, the control panel provides several search filters, including title, frequency, next message date, and more.
• What is the benefit of using a short-code for outbound messages?
  Short-codes allow for faster message delivery, which is useful for churches sending tens of thousands of messages per day.

This guide covers all aspects of the Text Message Schedules feature in Online Giving, helping you maximize its potential for church communication.