Enhanced Text in the WebAxis Admin Portal
Enhanced Text in the WebAxis Admin Portal
IMPORTANT NOTE: Enhanced Texts is an additional service provided by CINC and is unavailable until enabled. When this feature is enabled, users will see the new Enhanced Texts menu item in the Admin Portal. Contact your CINC Account manager for more information.
Overview
Using Enhanced Texts, texts may be sent directly from the Admin Portal, allowing users to easily communicate with their homeowners, board members, committees, and directory lists.
To ensure mass texts being sent to your communities are delivered successfully. Enhanced Texts utilize an 800 number dedicated to your management company. Not only will this provide delivery success to all carriers, but it will also allow messages to be delivered at a faster pace than SMS.
NOTE: Enhanced texts should never be used to send advertising, commercial, or marketing content. Users should consult with legal counsel regarding any questions.
Homeowner Authorization
An authorization email can be sent to homeowners in the association to help drive adoption. Alternatively, homeowners can opt-in to texts in their communication preferences on the My Profile screen in the Homeowner & Board Portal. Homeowners can toggle on each phone number to receive text messages to that phone, then click Save. If a homeowner opts out originally, they may opt in later on the My Profile screen.
The management company may also update the homeowner’s subscription in the Admin Portal by selecting the homeowner on the Enhanced Texts > Review Text Subscribersscreen and clicking Unsubscribe. Additionally, message is included at the end of each enhanced text for the homeowner to opt out of receiving further texts. If you are using universal navigation, click Communications > Broadcast > Review Text Subscribers.
Setting Enhanced Texts Permissions
Before enhanced texts can be sent, specific permissions must be granted to the security group to which the user is assigned.
Select Security > Security Permissions and click Edit Security Group next to the applicable security group name.
Under the Enhanced Texts section, select the View, Add, Update, and Delete permissions next to each category, as applicable, then click Save at the bottom of the screen.
If you are using universal navigation, click Settings > Security > Security Permissions.
Granting Association Access to Enhanced Texts
Select Enhanced Texts > Association Text Settings. If you are using universal navigation, click Communications > Broadcast > Association Text Settings.
Select the checkbox under the Access Granted column next to each association that wishes to utilize the enhanced texts function.
Click Save.
Sending Authorization Email
NOTE: You can also resend enhanced text invitations to groups that have already had them sent.
Select Enhanced Texts > Send Enhanced Authorization Emails. If you are using universal navigation, click Communications > Broadcast > Send Enhanced Authorization Emails.
Complete the following:
Associations: Select the applicable associations from the dropdown.
Include: Select the Blocked Access Associations checkbox to include blocked access associations in the email.
Email Recipients: Select the groups that should receive the email.
Board/Committee
Web Users
Directory
Sections
Interest Groups
Click Send Authorization Email. Once the email is sent, homeowners will be provided with a link to opt in to receive texts.
Reviewing Authorization Texts
You can view the authorization texts that are sent to the homeowners after they opt in through the email.
Select Enhanced Texts > Review Authorization Texts Sent. If you are using universal navigation, click Communications > Broadcast > Review Authorization Texts Sent.
Select or enter the following search criteria and click Refresh. A record of the text message will display:
Associations
Date Range
Phone Number
Reviewing Text Subscribers
To view which homeowners have opted in for enhanced texts:
Select Enhanced Texts > Review Text Subscribers. If you are using universal navigation, click Communications > Broadcast > Review Text Subscribers.
Select the association and the following email authorization response status:
Subscribe
Unsubscribed
Awaiting Delivery Confirmation
No Response
Undelivered
Click History to view the details about when the homeowner received and responded to the request.
(Undelivered Only) Click Resend to resend the authorization message.
To download a list of text subscribers into an Excel spreadsheet, click Export to Excel.
NOTE: If a homeowner has multiple properties with the same phone number, only the subscribed phone number for each association for that homeowner will display.
Sending Enhanced Texts
Select Enhanced Texts > Send Enhanced Texts. If you are using universal navigation, click Communications > Broadcast > Send Enhanced Texts.
Select or enter the following:
Associations: Select the association(s) to whom you want to send a text.
Text Recipients: Select the groups/directories to whom to send the text.
Board/Committee
Web User
Directory
Sections
Interest Group(s)
Subject: Enter a subject line for the text message. The subject line is used for internal reference when searching for sent texts on the Review Enhanced Texts Sent screen and will not be sent as part of the text to homeowners.
Text Segments 1 – 4: Enter your message into the Text Segment fields.
Each segment represents an individual text message.
Management companies are billed per segment.
Each text box has a character limit of 80. If the text is longer than 80 characters, split the message into multiple segment boxes so that the break in the message is strategically placed.
Review Sent Enhanced Texts
To review texts that have been sent:
Select Enhanced Texts > Review Enhanced Texts Sent.
Select or enter the following click Refresh:
Associations
Date Range
Phone Number
Subject
Click Show Text to view the message details, including the segments.
If you are using universal navigation, click Communications > Broadcast > Review Enhanced Text Sent.
Click the number in the # of Messages column to view each segment in the record along with the delivery status.
