Messenger v5 Voice Guide

What is Messenger v5?

What is Messenger v5?

Groupcall Messenger v5 provides an easy-to-use solution for parental communications. The system gives schools the ability to send text messages (SMS), emails and automated voice calls to the mobile phones and landlines of parents, staff and key contacts.

Introduction

This voice user guide is intended to provide users with information related to the sending of Voice Messages only. The full user guide and quick start guide covering other areas of the system can be found above via the menu system; we recommend you read these first if you are new to the system as certain pre-existing knowledge on the part of users will be assumed throughout this Voice Guide.

Please note, you will only be able to send voice messages if your school subscribes to the service and has the necessary configuration enabled. If you are unsure, please contact your School Administrator in the first instance. If you are the School Administrator you can call 020 8502 7344 or email sales@groupcall.com for more information.

This Voice user guide does not cover administrative functions, they can be found in the Messenger v5 Admin Guide.

Select Contacts

Select Contacts

Once you are in the 'Send Messages' area of Messenger v5, your contacts will be displayed on the left hand side of the screen under the “Groups” tab.  The group structure is dynamic and what you see will depend on how your contacts have been synced from the MIS.

GCM5_Select_Contacts_M5.7+

Recipients can be selected in any combination of the following methods;

M5.7_Search_AddRecipients

  1. Click in to the search box and begin typing the name of an individual (forename or surname) or a group (such as year, house or any other MIS or saved group),
    • You will see suggestions appear below the search box, simply click the one you need,
    • When you have added all the groups or individuals you require and they are listed in the search box, simply click the 'Add to recipients list' button and/or;
  2. Click the arrow next to a Group field to expand the tree and select the group required and/or;
  3. Select a Contact or Group from within the address book.

Your contact selection can be further refined using Filters;

  • M5_FilterContactsAccessed by the blue hyperlink in the ‘Actions’ column, filters are used to refine the selection further.  Filters are dynamic and will only display the options available in your database, or display a list of contacts from which you can select individuals.
  • Any filters active will be displayed in the filters column.
  • If you then wish to add more recipients from other groups you can do so by clicking on another group and again apply filters as you wish.
Create Voice Message

Create Voice Message

Basic steps

Once you have selected your distribution list and chosen the message formats, you can now begin to create your message(s).

Mv5.2_Voice_UI

  1. Select Broadcast as the Message Type from the 3 options available in the Select Message Type drop-down menu .
  2. Click the red circle (record button) to open the Voice Recorder window.
  3. You can also select from the message library and then edit accordingly.

 

Once you have recorded your message, you can customise the Voice Message Options further using the selection at the bottom of the screen.

  • Voice Template
    • Don't include pre-recorded introduction/prompts
      • Allows the turning off of the introduction script on a per-message basis. When recipients are sent the voice message, by default it will play an introduction, usually announcing the school name etc.
  • Text to Speech Voice
    • From voice settings (gender)
      • Applies the default setting as configured in the Account Settings > Voice Settings area by the Groupcall Administrator. The default gender will be shwon in brackets; in this example it is a woman.
    • Man
      • Overrides the default setting and plays text to speech in a male voice.
    • Woman
      • Overrides the default setting and plays text to speech in a female voice
  • Voice Caller ID
    • Caller ID
      • The number used to 'send' the voice message. Usually set to be the school's main phone number.

Record Voice Message

Record Voice Message Window

In the pop up window complete the fields shown;

  1. The language, title and script fields are used by the system to help you identify the message in future. It is helpful if you write a brief script of what you will eventually record (please note, the text itself is not used to ‘create’ the message when you use the record function outlined below, however the text will be used to create the message if you don't record one. It will be read by a computerised voice at delivery time).
  2. Enter a phone number, where you can be reached at present, e.g. your mobile or direct dial phone number.
  3. Select the ‘Record Message’ button.

Below is a short video to show you what happens when you record a message - make sure you have audio enabled and the volume turned up!

 

  • You will shortly receive a phone call to the number you specified whereby you can record your message using an automated service.
  • You will hear a series of prompts to guide you through the process of recording your message. Once you are happy with the message you have recorded and have completed the call as prompted, hang up the phone.
  • This Video shows what happens when the automated system calls you to record the message.
  • When you have recorded the message, you can play it back, delete it and record a new message using the buttons on screen below the text box.

Mv5.2_Voice_Record_Buttons

 

Returning to your computer, select ‘OK’ in the voice pop up window. You can be certain your message has been successfully recorded, thanks to a call status message.
Call Status = connected (Connected) xx seconds. Recorded message found.
You can customise the Voice Message options further using the selection at the bottom of the screen.
Mv5.2_Voice_Record_Options
  • Voice Template
    • Don't include pre-recorded introduction/prompts
      • Allows the turning off of the introduction script on a per-message basis. When recipients are sent the voice message, by default it will play an introduction, usually playing the school name etc.
  • Text to Speech Voice
    • From voice settings (woman)
      • Applies the default setting as configured in the Account Settings > Voice Settings area by the Groupcall Champion.
    • Man
      • Overrides the default setting and plays text to speech in a male voice.
    • Woman
      • Overrides the default setting and plays text to speech in a female voice
  •  Voice Caller ID
    • Caller ID
      • The number used to 'send' the voice message. Usually set to be the school's main phone number.

Once you are happy with your message(s) select ‘Next’ to go to the “Preview & Send” Screen.

Preview Message

Preview Message

Before messages are sent they are shown as a preview, although any personalisation selected as tokens will only show when the message is sent.   A test can be sent to a specified number or email address.

To send a test message, enter details of a phone number and/or email address where you can receive the preview in the next few minutes. Click ‘Send Preview’. Once you are happy with the way the message appears you are ready to send your message(s). If you are not happy, click ‘Previous’ to return to the ‘Create Message’ screen to edit as needed, before returning to the ‘Preview & Send’ screen; repeat as appropriate.

Sending Message

Sending Messages

Now you are ready to send your message(s) you have two options:

  1. Send your message(s) immediately or
  2. Pre-schedule your message(s) to be sent at a specified date and time.

Press ‘Send Now’ or ‘Schedule’ as appropriate.

If your account does not have the authorisation to send messages you may need to follow these additional steps regarding Message Authorisation.

Voice Tries

Voice Tries

All voice recipients will be dialled a number of times in the event that they are unreachable on the first attempt.

The system can be set to try between one and nine times, the default value for 'Voice Tries' is two and is set by Groupcall - contact us if you need to change the number of attempts!


Next Steps...

If you need any further assistance or get in to any difficulty, please contact your School Administrator. Alternatively, they can contact Groupcall Support on your behalf.

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