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Communications in VZ (Email/SMS Messaging) 

  1. Email and SMS Content 
    1.1 Creating Content for Emails and SMS 
  2. Communication Configuration Setup 
    2.1 Overview of Fields 
    2.2 Dynamic Fields Explanation 
  3. Resending Communications 
    3.1 Resending Through Configuration Records 
    3.2 Resending Through Individual Records 

1. Email and SMS Content

This section introduces the two types of messaging in VZ: Email and SMS, and explains where to create and manage content. 

1.1 Creating Content for Emails, Email Templates, and SMS Messages

  • Emails
    • Navigate to Contents > Emails to create and manage content for subject and body records. Subject and Body records are independent of one another. 
    • Subject: A plain text box. 
    • Body: Supports HTML, including branding elements like images and links. 
  • Email Templates
    • Email templates allow for consistent branding across all email communications by applying a standard header and footer to messages. Templates include a variable called %BODY%, which acts as a placeholder for the content created in the Email Body field that you select when you set up a configuration. 
    • Navigate to Contents > Email Templates to create email templates. 
  • SMS
    • Manage SMS messages directly in the SMS Content section. 
    • Keep messages short (under 100 characters) to ensure delivery. 
  • To create a new SMS message
    • Navigate to Contents > SMS Messages
    • Click New
    • Title: The title of the record (Note: Not something that is seen by the recipient) 
    • Description: The text that will send once a configuration is set up.

2. Communication Configuration Setup

This section provides an in-depth look at how to set up Communication Configurations, including defining filters, selecting communication types, and configuring dynamic fields to ensure targeted and effective messaging.


2.1 Overview of Fields 

Here, we'll outline each field within the Communication Configurations setup: 

  • Bypass Filter
    • Must be unchecked to apply filters. 
    • After saving, revisit the record to set specific filters. 
  • Filters
    • Enable precise targeting by population, event, or custom criteria. 
    • Example: Apply a filter for "Transfer Students" to narrow recipients for that configuration to only send to transfers. 
    • Filters will dynamically change based on the communication type you select. The system will not show irrelevant filters. 
      Note: Entity Type is a filter that designates students vs. guests. If you do not enable this filter, then the configuration will automatically go to both students and any guests they have added to their reservation. 
  • Communication Type
    • Fields dynamically adjust based on the selected type. 
  • Active Period
    • Set start and end dates to control when the communication is active. If you are outside of the start and end dates, then the configuration will not send. 
      Tip: This ensures time-sensitive communications don’t send outside of their intended window, helping avoid confusion or outdated messages. 
  • Frequency
    • A field that populates for communications that send on a recurring basis based on a status or completion of an item. 
      Example: Pending Reminder will send based on a frequency (number of days) while a student is in a Pending Status. Once they move out of this status, they will no longer receive the communication. 
      Tip: Be mindful of your audience's experience; if the frequency is too often, it could lead to frustration. 

2.2 Dynamic Fields Explanation 

The options within your configuration will change depending on the chosen Communication Type. Examples include: 

  • Event Reminders, Thank You For Attending, No Show: Options related to Number of Days either before or after Event Start Date. 
  • Reminder Communication Types: Frequency refers to the number of days between sends. 
  • Send Time: For communication types not triggered by a specific action but by status or frequency. 
  • Delivery Method: Shows when a communication can be set up as an email or SMS. 
    Note: SMS messages (Texts) can only send to students who opt-in to receive SMS messages in the VZ system. 
  • Filters: Dynamically change based on the relevance to the selected communication type. 

3. Resending Communications

Learn how to resend communications, either in bulk or individually, to ensure critical messages reach their intended recipients without redundancy or error.

3.1 Resending Through Configuration Records 

You can resend communications in bulk: 

  1. Access the specific Communication Configuration
  1. Click Send Emails to trigger that specific communication. 
  • The Recipient Count at the bottom of the record will show how many recipients there will be if you send the email at that time. 

3.2 Resending Through Individual Records 

For targeted resending: 

  1. Navigate to the Student Reservation Record
  1. Use the Postmaster icon to select and resend specific communications.