Guide & User Instructions Revised 08/2011

726 Grant Street Troy Ohio 45373 877.698.3262 937.335.3887 onecallnow.com [email protected]

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Introduction .................................................................................................................................................. 3 Import Wizard ........................................................................................................................................... 3 Primary Number........................................................................................................................................ 3 Synchronization ........................................................................................................................................ 4 Navigating the Group Roster ........................................................................................................................ 5 Editing Members ....................................................................................................................................... 6 Adding Members....................................................................................................................................... 8 Identifying Primary Numbers ...................................................................................................................... 10 Roster Report .............................................................................................................................................. 12 Member Activity Report ............................................................................................................................. 14

Your Roster is your calling list. It is the list of every member of your Group and their contact information including phone numbers. This data is safely and securely stored in the One Call Now system. You must include a name for each person in your Group, but whether that means full names or just first or last names is up to you. Each Group member may have up to six phone numbers listed (depending upon your Service Plan). Phone numbers must include the area code and can include an extension. When you send a message to your Group, the message is sent to all phone numbers listed for a Group member. Some subscriptions include email communication. For accounts that include email, each Group member may have up to five email addresses listed.

The Import Wizard allows you to import a Roster of names, phone numbers, and email addresses from a spreadsheet or similar data file. You can create Subgroups for grade levels or participation in specific activities, such as a choir or sports team, based on information from the file. During the import process, the layout of your member file is mapped to the appropriate fields in your Roster. You can save a template for future use. Please see the Import Wizard Guide for more information.

Primary Number allows the Group Leader and Messengers to identify main phone numbers for each Roster member and also allows you to send non-urgent messages to only these main numbers. Enabling this feature will give you the option to send phone messages to either all phone numbers for your Group members or just primary number(s). Messages that are more informational in nature may be delivered only to primary numbers (such as casual, scheduled event announcements) while messages that are more critical, such as early dismissals or closures, can be delivered to all phone numbers listed for a person. You can identify Primary phone numbers by the optional description for phone numbers within the Roster. 

This is useful if the Roster is already in place.

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This is also helpful when the Roster file used by the Import Wizard does not have specific columns to identify primary numbers.

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This would also come into play if the Roster is updated through a synchronization that does not use the Import Wizard, such as One Call Connect or a third party application.

In these situations, the Import Wizard saves you time by searching the Roster for keywords such as home, primary, or cell to mark individual phone numbers as Primary. See the section on Using Primary Numbers for more information.

Identification of Primary phone numbers may also occur at the time a Roster is imported using the Import Wizard. Please see the Import Wizard Guide for more information.

Your Group Roster is not only editable online; you also have the ability to automate Roster updates. Synchronization with your information system works through two of our products, either One Call SYNC or One Call Connect Plus (OCC Plus). Information systems such as student information systems, congregation management systems, customer management systems, and human resources systems have methods for exporting data files. One Call SYNC is available to any organization that can export a data file. One Call SYNC can transfer an exported data file to One Call Now and update your Group Roster using an Import Wizard template. See the Import Wizard Guide for more information on setting up templates. (OCC Plus is available to schools that use one of several common student information systems. OCC Plus connects to the student information and extracts the needed Roster information and then transfers that information to One Call Now. For more information about these synchronization options please contact your sales representative.)

Once your members have been added to the Roster you can both view and search the information. The Roster contains all the contact information for each of your members. 1. Click Manage Group, and then Roster from the Group Leader menu. If your Group Roster spans multiple pages, there are several ways to browse or search through it.

a. Click on the letters of the alphabet on the left to view members whose name starts with that letter.

b. Just below the Add New Members box, a Search bar allows you to search by the Member Name or Phone Number. If applicable, you can also search by the External ID or Email Address. Select what field to search from the drop-down box and enter the text to search for in the box to the right. Click the Search button. c. Make a member temporarily inactive clicking the green check mark . Inactive members will remain in your Roster but will not receive any messages. Reactivate a member by clicking on the red circle. .. d. Increase the number of members that appear on a page by changing the Page Size box located at the bottom of the screen then pressing the Enter key. e. Navigate through your Roster by clicking the left and right arrow buttons at the bottom of the Roster list. The outer buttons with a line move the Roster to the first and last page, respectively. f.

You can also select a page number by typing in the Page box and pressing the Enter key.

The red “Delete Entire Roster” button will delete your entire Roster. You may wish to delete your entire Roster at the beginning of a new season or year, but be sure before confirming this action.

1. Click Manage Group and then Roster from the Group Leader menu. 2. If the member whose information you wish to change is not on the initial page locate the member using one of the navigation methods previously described. 3. Click on the pencil icon

to the far left of the member’s name to edit the member.

a. To delete the member click the delete icon

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4. Change the member name by typing in the Name box or make the member temporarily inactive by deselecting the Active box. Inactive members will remain in your Roster but will not receive messages.

5. Change or add Phone Number, Extensions, and Descriptions by typing in the appropriate boxes. Additional tabs will appear to add Email addresses and update Subgroup membership if applicable. a. If your Service Plan includes the Primary Number feature, you must designate at least one phone per member as primary. b. If your Service Plan includes SMS text messaging, there will be a message denoting the opted-in status for each phone number. This will either be Opted In, Opted Out, Not a Cell Phone, Opt-in Message Sent, or Not Contacted. Only Group members who have opted in can receive SMS text messages. c. Uncheck the “Send Text Messages” box if you do not want to deliver text messages to a phone that has opted in to receive text messages. To learn more about SMS Text messaging, please see the SMS Text Messaging Guide. d. If your Service Plan includes email messaging, click the Emails tab and then type in the appropriate boxes to edit email addresses. A current email status is displayed next to the email address.

e. To change Subgroup membership, if your Service Plan includes and is using Subgroups, click the Subgroups tab and then check in the appropriate Subgroup boxes. f.

Click on the Save button to save your changes.

There are two ways to manually add members to your Roster through Roster Management. The “Add New Member” button allows you to add a single member that may have multiple contact destinations, multiple phone numbers and email addresses, or may belong to more than one Subgroup. The Quick Multi-Member button allows you to add up to six Group members at one time. 1. Click Manage Group, and then Roster from the Group Leader menu 2.

Click the Quick Multi-Member button. This allows you to enter limited information for multiple members at one time. You may enter up to six new members in the window that opens.

3. Enter a name. You may enter a full name or only first or last. Large groups should strongly consider using full (last name, first name) names for easier searching and maintenance later. 4. Enter one or two phone numbers per member and extension, if there is one. Enter optional descriptions of each phone number, such as Home or Mom’s Cell in the Description field. a. Additional phone numbers can be entered for members with more than two phone numbers by editing the member after saving the initial member record.

b. If you have Primary Number turned on, the first phone number entered will be identified as the Primary Number. See the next section for more information on Primary Numbers. 5. Optionally, you may enter one email address for each Member using the Quick Multi-Member option. 6. Click the “Save and Add Additional Members” button to save these member records and add six more new members. When you have finished entering new Roster members, simply click the Save button.

NOTE: If you have Primary Number turned on, you will encounter an additional prompt when initiating a message using the telephone or using the Send a Message feature from the One Call Now website. Both the telephone and website prompts will ask if you wish to deliver the message to all phone numbers or to primary phone numbers only. 1. Click Manage Group, and then Set Primary Number from the Group Leader menu 2. Check the box to the left of Enable Primary Number Identification. 3. Click Search Phone Description to set Primary Numbers.

4. Enter the keyword(s) that will be used to identify primary numbers. a. The keywords can appear anywhere within the description. The system finds the word Home Mom’s Home or Home Phone. You can use two different keywords, such as Home and Cell. b. You may click view Roster to review what descriptions are used or are most common in your Roster to help select the search words. c. If the Roster is synchronized using One Call SYNC or One Call Connect Plus (OCC Plus), check Set primary phones after automatic Roster updates to identify primary numbers for new members added to the Roster.

5. Click the Run Now button. A summary screen will show how many numbers were marked as primary.

6. Review the Roster to become familiar with how Primary Number looks within the Roster.

a. An additional column will indicate how many Primary Phones each member has. The Roster supports having more than one Primary Number per Member. b. You must identify at least one phone number for new members added through Add New Member button. If you use the Quick Multi-member add button, the first phone entered is set as Primary.

The Roster Report displays all Group members with all their contact information. You can also create reports of members meeting specific criteria. This allows you to identify members with incorrect phone numbers or those who may no longer be associated with your organization. 1. Click View Reports, and then click Roster Report. 2. To display all members simply click the View Results button. Depending upon the size of the Group Roster, the report may take several minutes to generate.

The report generated will display all members in the Roster, grouped by Subgroup if more than one Subgroup exists. The columns include the Member Name, the External ID, whether or not the member is Active, each Destination (phone number and/or email address), Primary Number or Phone Sequence Order (if any), Description, whether or not each phone Receives Text, and the members Preferred Language. NOTE: Not all plans include Sequence Dialing, for more information on this feature contact Client Services at 877-698-3262, option 3.

Click the Search the Roster radio button to create a report of members that meet specific criteria. The drop-down menu and text box will become active. Additional search options for Member Status and Destination Status will appear. Searches can include member information, Member Status, and a Destination Status.

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Use the drop-down menu to search for member information: name, external ID, phone number, email address, or language then enter the text or number to search for in the “Enter text to search for” box to the right.

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The Member Status check boxes refer to Active or Inactive as marked in the Roster.

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Destination Status refers to the statuses of the different ways members can be contacted. The statuses for phones are Receives Calls and Requested Removal. The statuses for SMS Text Messaging are Receives Text and Does Not Receive Text. The statuses for Email are Opted- In, Opted-Out, and Bounced.

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When searching by Destination Status only the destination type selected is included in the search. Searching by Destination Status can be combined with Member Status and with member information selected from the drop-down menu such as name or phone number.

3. Click the View Results button.

The Member Activity Report displays activities in reference to specific Group members or contact information. The kind of information displayed includes information from the Roster such as name and ID number, all the contact information along with descriptions and statuses, and information about deliveries to each contact destination. A destination is defined as a phone number or email address for a Member. 1. Click View Reports, and then Member Activity Report from the Group Leader menu.

2. Use the drop-down menu to the right of Search the Roster to search for member information. You can search for name, external ID, phone number, or email address. 3. The Select Date Range box defaults to the last 30 days, to look for messages sent prior to that date, choose the appropriate option. For a specific date range, select the Date Range radio button and enter your preferred date range. 4. Click the Search button.

The report generated will display two sections: 

The Roster Results section displays member information.

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The Destination Activity section displays information about all the ways the associated phone numbers and email addresses have been contacted. Destination refers to the phone number or email address. Messages are the number of messages delivered to that destination. Status is the opted-in or opted-out status. One Call Now will only deliver to opted-in destinations and not to those that are opted-out. Receives Text means the destination is receiving SMS text messages.

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The detail information listed beneath each destination includes activity associated with that destination including messages sent within the time-frame and opting history, when applicable, for the destination. The column under Activity shows if the information listed for the date is a message or an opting in or out event. 

All messages sent within the specified period are listed. Activity Date is the date and time of the message. Message dates are green, bold, and underlined. Click on the date to view the Detail Message Report.

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Phone number opt-outs and email opt-outs and bounces are listed. Activity Date is the date of the opt-out or bounce. Name refers to the name listed when the opt-out was requested.