Mass Text Alerts

Mass Text Alerts is a feature that allows a Clinic User to create and send a text to all Clients with upcoming appointments to give them an informational message. This feature is not intended for marketing messages - it is intended for informational messages.

Some things to note about who can use this feature:

1. The Clinic must have 2-way Texting enabled
2. The feature is only available to Clinic Users with the Admin role.

Some things to note about who can be sent texts via this feature:

1. Clients/Pet-parents with an appointment in the future at the time the text is sent.
2. One text is sent per Client, regardless of how many appointments for that Client’s Patients within the timeframe.
3. Maximum of 7 days of range to select Appointment contacts, but no limitations on how far in the future you can select a range.

Some things to note about sending the text messages:

1. There is no limit to the number of alert texts you can send.
2. The alert texts are rate limited to not interfere with the sending of Conversation texts. Sending to 10 people will take about 2 minutes. Sending to 100 will take about 20 minutes.
3. These texts do not create new Conversations unless the Client responds to the text. If the Client responds to the text, the response will either add on to the existing Active Conversation with the Client or will create a new Active Conversation with the Client if none currently exists.

The button to open the Mass Text Alerts tab in on the right-hand side of the screen

Clicking into it will open the side panel for Mass Text Alerts. Before sending, you must select a time range as well as type a message.

Selecting an option other than custom date range will select “rest of” and whole day increments. If you need to select specific times, select the Custom Date Range option, which will open this pop-up window:

Once you have selected a time range, the number of unique recipients will be calculated and the time range of the appointments whose Client’s are being messaged will show up. Remember that each Client will get only 1 text per send, regardless of how many appointments in the selected time range.

Typing a message will show the number of characters remaining.

Once click send, you will see an extra confirmation message:

After clicking confirm, you’ll see a new entry in the activity section for the just sent message.

After the message has been sent to all recipients, you will see an active download link and a status line showing whether all messages were successfully sent or not.

If you see a green status entry, all messages were sent successfully. If you see a red one, at least one message did not go through. You’ll see the exact number that did fail in the status entry.

You can click the download link to see who failed to receive the text and why.

The report file contains the following columns:

1. Client Full Name
2. Client Phone Number
3. SMS Status
4. Error Details
5. Message Text
6. Timestamp

You can use the report to determine who did not receive the message, if there were failures, and determine appropriate alternate communication methods as necessary.