Text Message Marketing

Setup

You must set up clients to receive marketing text messages before you send a text message blast or automated text message.

• Setting Up Clients to Receive Marketing Text Messages

  1. Click on the toolbar.

  The Appointments for window displays.

  2. In the Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Right-click on the client's name and select Edit View/This.

  The client's profile displays.

  4. Click Edit.
  5. In the Cell/Mobile field, type the client's cell phone number.
  6. Click Notify.

  The Notification Preferences window displays.

  7. Select SMS Marketing.

  8. Click Ok.
  9. Click Save.
  10. Repeat Steps 1-9 for every client that wants to receive marketing text messages.

   

Text Message Blasts

The Form Letters window allows you to send text message blasts to targeted lists of clients, providing you with a cutting-edge communication solution that saves time for your overworked front desk.

• Sending a Text Message Blast

  1. Select Marketing > Form Letters.

  The Form Letters window displays.

  2. Click New.
  3. Complete the following:

  1. In the Form Letter Name field, type a title for the text message.

  2. In the Text Entry box, define the message (160 characters maximum).

  • Tags = Tags allow you to insert data into your text message, such as client names and appointment details.  To insert a tag, click Insert Tag and select a tag from the menu.  Once you insert a tag, the tag displays in carats (e.g. <<TODAY’S DATE>>) in the Text Entry box.

  • Text = Type text as desired.

  4. Complete the following to define a client selection to use for the text message blast:

  1. Click New next to the Client Selection field.

  The Client Selections window displays.

  2. Select one of the following options:

  • Use Standard Dates = Select this option if you want to use specific dates (e.g. 12/3/11 to 12/10/11).

  • Use Relative Dates = Select this option if you want to use relative dates (e.g. last month or last year).

  Tip:  When you use relative dates, you do not need to select a new date range every time that the client selection is used because the same relative date range will always be used.

  3. In the Selection Name field, type a name for the client selection.

  4. Select SMS Marketing.

  5. Select filters to define the target audience for the text message blast.

  6. Click Save and close the Client Selections window.

  The Form Letters window displays.

  5. Click Save.
  6. Click SMS Blast.
  7. Click OK.

   

Automated Text Messages

The Automated Marketing feature allows you to send automated text messages to targeted groups of clients at specified intervals.

Example:  You can set up new client welcome message so that you stay in contact with new clients and encourage them to return.

Complete the following steps to set up an automated text message.

1. Define a Campaign for the Text Message

   The first step is to define a marketing campaign to associate with the text message.

   1. Select Marketing > Automated Marketing Campaigns.

   The Automated Marketing Campaigns window displays.

   2. Click New.

   3. Complete the following:

   1. In the Campaign field, type a name for the marketing campaign.

   Examples:  "New Clients 2011" or "Holidays 2011".

   2. Click the first empty field in the Campaign Strategies list.

   3. Type the name of the text message you intend to send to clients and press Enter.

   Examples:  "New Client Welcome", "New Client Follow-Up", "Mother's Day 2011", or "Christmas 2011".

   4. Click Save.

   5. Proceed with the next step of the setup.

    

2. Define the Text Message

   The final step is to define the content, target audience, and distribution frequency for the text message.

   1. Select Marketing > Automated Marketing Manager.

   The Automated Marketing Manager displays.

   2. Click Schedule New Strategy.

   The Schedule New Campaign Strategy Wizard displays.

   3. Complete the following:

   1. In the Marketing Campaign field, select the marketing campaign to associate with the text message.

   2. In the Available Strategies list, select the type of text message you want to define.

   4. Click Next.

   The Form Letters screen displays.

   5. Select one of the following options:

   • Use an existing text message

     1. Click Insert Letter.

     The Select Form Letter window displays.

     2. Select the text message to use.

     3. Click Ok.

      

   • Define a new text message

     1. Select SMS in the Send Format field.

     2. In the Text Entry box, define the message (160 characters maximum).

     • Tags = Tags allow you to insert data into your text message, such as client names and appointment details.  To insert a tag, click Insert Tag and select a tag from the menu.  Once you insert a tag, the tag displays in carats (e.g. <<TODAY’S DATE>>) in the Text Entry box.

     • Text = Type text as desired.

      

   6. Complete the following:

   1. Click New next to the Filter Name field.

   The Client Selections window displays.

   2. Select Use Relative Dates.

   Tip:  You must use relative dates so that a dynamic date range selects the clients you want to receive the text message.  If you use standard dates, the same clients will receive the text message each time.

   3. In the Selection Name field, type a name for the client selection.

   4. Select SMS Marketing.

   5. Select filters to define the target audience for the text message.

   6. Click Save and close the Client Selections window.

   The Form Letters screen displays.

   7. Click Next.

   The Frequency screen displays.

   8. Select the frequency at which to send the text message:

   • Once

     1. In the Beginning on and Ending on fields, select the date when you want text message to be sent.

     2. In the At field, select the time when you want to send the text message.

      

   • Weekly

     1. In the Beginning on field, select the date when you want to start sending the text message.

     2. In the Ending on field, select the date when you want to stop sending the text message.

     3. Move to the Daily\Weekly tab.

     4. In the Recur every _ weeks field, select the weekly interval at which to send the text message.

     5. Select the day(s) when you want to send the text message.

     6. In the At field, select the time when you want to send the text message.

      

   • Monthly

     1. In the Beginning on field, select the date when you want to start sending the text message.

     2. In the Ending on field, select the date when you want to stop sending the text message.

     3. Click  the Monthly tab.

     4. In the Day _ of every _ months fields, select the day of the month and the number of months when you want the text message to be sent.

     5. In the At field, select the time when you want to send the text message.

      

   9. Click Schedule Strategy.

   10. Click OK.

   The text message displays on the Automated Marketing Manager.

   11. Select the text message.

   12. Click Test.

   The Enter Phone Number to Send Test SMS window displays.

   13. Type the cell phone number you want to use to receive a test message.

   14. Click OK.

   A notification displays.

   15. Click OK once you receive the test message.

   The setup is complete.

    

Maintenance

• Unsubscribing a Client from Marketing Text Messages

  Tip:  Clients can unsubscribe themselves by replying "MKSTOP" to a marketing text message.

  1. Click on the toolbar.

  The Appointments for window displays.

  2. In the Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Right-click on the client's name and select Edit View/This.

  The client's profile displays.

  4. Click Edit.

  5. Click Notify.

  The Notification Preferences window displays.

  6. Deselect SMS Marketing.

  7. Click Ok.

  8. Click Save.