SMS Module

The SMS Module, unlike our other modules, is mainly pay-as-you-go. So you will be charged per message that you send. However, it is important to be aware how these charges are incurred and when you can expect to be charged. For example:

1. Although your message will be sent as 1 full text to recipients, from a cost perspective there is a character limit of 160 characters for SMS Messages. Therefore, you will be charged multiple times if you have written a longer message.
2. Failed messages can incur charges as well, so be sure you are not attempting to send messages to an invalid phone number or using an invalid Sender ID. For more information, see: Number Formatting and Reasons for Failed SMS Messages sections below.

For more information on the cost of SMS Messaging module, please contact our Support or Sales Team.

To add an SMS Message, navigate to: Administration >> SMS >> Add New SMS Message

1. Enter SMS Message Name.
2. Active is automatically ticked.
3. Select the Region of your employees. This will need to be used if the country code has not already been entered in employees' Contact Details.

4. Select the Send Policy. This determines which numbers will be pulled through when you add a recipient on the Overview screen

• • All Selected Numbers - Tick which Number Type(s) to pull through for each recipient selected on the SMS Overview Screen.
  • First Available Number - Set the order of priority for each Number Type. This will only pull through the first available number for each recipient selected on the SMS Overview screen.

5. Type the message you want to send to employees. This can be up to 1000 characters depending on the characters used in your message.

6. Enter the Sender ID. This will be used to send the SMS Message from if Cezanne does not have a registered phone number, in which case the SMS will be sent from that number. Please note the Sender ID always needs to be CezanneHR.

7. Click Save. Messages will not be sent after clicking Save.

1. Search for recipients added to the SMS Message.

2. Filter added recipients by the SMS Message status.

3. Tick Blank Numbers Only to view all recipients with no Number Type that matches the Send Policy (SMS Details tab). You can then decide whether these employees' Communication Records need updating.

4. List of all the recipients and their number the SMS Message will send to. To remove a recipient's number, click the bin icon.

5. Click Update Numbers after you have made changes to an added person's Contact Details record.

6. Click Add People to add recipients to the SMS Message. For more information, see Sending an SMS Message section below.

7. Select Send All to send the SMS Message to all people added.

It is important to have your employees' numbers formatted correctly to ensure an SMS Message sent does not fail, as you may still be charged. However, some mistakes and formats are automatically corrected by the system when attempting to send an SMS Message.

The table below illustrates how a number can be inputted in a person's Communication record.

To send an SMS Message, you first have to add recipients:

1. Click Add People.

2. Add recipients individually, from a Saved Search or from a Saved Set.

3. Click Add.

After you have added recipients, there are 2 ways to send an SMS Message.

• Individually by clicking Send next to the recipient.

• Or, send to all the added people by click Send All.

Once sent, you can see the SMS Message status:

• Pending - All Messages which have not yet been queued to send.
• Queued - All Messages which are in the period before being sent.
• Sending - All Messages that are about to be sent and have found a valid phone number.
• Sent - All Messages which have been successfully sent to a valid phone number.
• Failed - All Messages which have attempted to be sent but failed during processing.

There a several reasons an SMS Message may fail and it is important to ensure you have as few failures as possible as you may be charged for every attempted send of each SMS Message.

An SMS Message could fail because:

• Recipients number is a landline. You will be charged.
• Recipients number has no country code and a Region has not been selected in the SMS Details Screen. You will be charged.
• Recipients number is entered incorrectly. For more information, see 'Number Formatting' section above.
• Recipients has no number entered (blank number). You will not be charged.
• Sender ID had a space.
• Sender ID was less than 3 characters.
• Sender ID had characters like ! or &.
• Sender ID is considered SPAM

To view the SMS Message Error, click on the recipient's row on the Overview Screen:

In order for Restricted HR Professionals to manage an SMS Message that they didn't create, they will need to be added as an Owner by an HR Professional.

To do this:

1. Select the Owners Tab.

2. Click Add New.

3. Select the Restricted HR user you want to be an Owner.

4. Click Save.

The table below shows which countries the SMS module will and will not support text messaging to. For example, currently, we are not able to send texts to US, Canada and India.