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Communications in VZ Overview (Email/SMS Messaging)

Purpose: This article explains how communications work in VisualZen (VZ), including how message content is created and structured, how configurations control when and how those messages are sent, and where user-facing edits occur. This guide is written for users and support staff, with the goal of reducing confusion and improving success with Email and SMS delivery.

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.

📌 Subject and Body are two separate records that are linked together through the communication configuration. This matters because if multiple configurations use the same record and it is edited, the change will apply globally. Configurations link together existing records — subject, body, delivery method, communication type, filters, and optionally an email template.

🧭 If you'd like to be trained to create your own Email Subject or Body records, reach out to VZ support for guidance.

The Subject and Body records are created by VZ to maintain a consistent naming convention across environments. When a new content record is needed, notify VZ of:

  • The communication type the record will be used with

  • A clear, unique title that makes it easy to locate and identify in dropdowns

Example: For Reservation Confirmations needed for Late Orientation Dates for both guests and students, VZ would create:

  • Reservation Confirmation: Late Orientation (Student): Subject

  • Reservation Confirmation: Late Orientation (Student): Body

  • Reservation Confirmation: Late Orientation (Guest): Subject

  • Reservation Confirmation: Late Orientation (Guest): Body

Once the records are created, users populate the content and then build a configuration to define when, how, and to whom the message sends.

Creating Content for Emails, Email Templates, and SMS Messages

Emails

  • Go to Contents > Emails to manage Subject and Body records

  • Subject: Plain text field that becomes the email subject line

  • Body: HTML-supported content that may include branding, links, and images

Email Templates

  • Go to Contents > Email Templates

  • Templates apply consistent branding across messages

  • Use the %BODY% variable to define where body content is inserted

SMS Messages

  • Go to Contents > SMS Messages

  • Click New

  • Title: Internal label only

  • Description: The message that will be sent (keep under 100 characters)

Component What It Does Created/Populated By
Email Subject Record Email subject line; appears in configuration Created by VZ, edited by user
Email Body Record Main message content (HTML); used with templates Created by VZ, edited by user
SMS Message Record Message for text delivery (max ~100 characters) Created and edited by user
Email Template Optional branding layer using %BODY% placeholder Created and edited by user

Communication Configuration Setup

Communication configurations define when and how a message sends, and to whom. These are the central connection point for subjects, bodies, filters, and logic.

📌 A configuration connects individual records: Subject + Body + Communication Type + Filters + Delivery Method (+ Optional Template)

Key Fields in a Configuration

  • Bypass Filter – Must be unchecked to enable filtering. After saving, return to apply specific filters

  • Filters – Target recipients by event, student type, or other criteria. Filters adjust automatically based on the selected communication type. If you don’t use Entity Type, the message may go to both students and guests

  • Communication Type – Defines what triggers the message. Example types: Reservation Confirmation, Reminder, No Show

  • Active Period – Start and end dates for the configuration’s activity window

  • Frequency – Available for recurring messages; determines how often messages send based on conditions like status

  • Delivery Method – Choose either Email or SMS. You cannot use both in the same configuration. Create two separate configurations if sending both

⚠️ SMS messages only send to students who have opted in

🧠 Use clear, descriptive titles for configuration records that align with the communication type and audience

Dynamic Fields

Field visibility and options update automatically based on the selected communication type. For example:

  • Event-based types (e.g., Reminder) include fields like “X days before event”

  • Status-based types (e.g., Pending Submission Reminder) include a Frequency field

  • Send Time may appear for messages not tied to an event

Example Configuration

  • Title: Pending Submission Reminder – 3 Day

  • Type: Pending Submission Reminder

  • Filters: Event = Orientation, Student Type = Freshman

  • Method: Email

  • Frequency: Every 3 days while status is “Pending Submission”

Resending Communications

Messages can be resent either in bulk or individually.

Bulk Resending

  • Open the configuration

  • Click Send Emails to trigger the message for matching recipients

  • Check the Recipient Count to verify how many users will receive it

Individual Resending

  • Go to the student’s Reservation Record

  • Click the Postmaster icon

  • Select and resend the desired message

What to Check First

Issue Why It Happens What to Do
Message didn’t send Filters, date range, communication type, or event flag issue Check logic, config dates, type, and event settings
Emails stopped sending unexpectedly The event is marked as "Last Event of the Season" and the start date has passed Uncheck the "Last Event of the Season" box on the event if communications should continue
Email didn’t appear HTML in subject or inactive configuration Use plain text for subjects; verify config is active
SMS didn’t send Student not opted in Check student SMS opt-in status
One edit affected others Shared subject/body record used across multiple configurations Use unique records when content should differ

Best Practices

📋 Recommended Naming Standard for Content Records:

  • Configuration Title: Event Reminder Email: Freshman: Honors: 3 Day

  • Communication Type: Event Reminder

  • Filters: Student Type = Freshman, Student Group = Honors

  • Delivery Method: Email

  • Frequency: 3 days before event

This structure helps with consistency and enables AI tools to support recommendations.

  • Match configuration titles with the communication type

  • Use descriptive and unique names for content records

  • Reuse records only when appropriate

  • Test filters with test accounts to confirm recipient logic

  • Review start/end dates and frequencies

  • Remember that changing a shared record updates all configurations using it

Need Help?

Contact support@visualzen.com if you:

  • Need a new subject or body record

  • Aren’t sure which communication type to use

  • Can’t determine why a message isn’t sending

Include in your request:

  • The name of the configuration

  • Your intended audience and send timing

  • A short description of your message goal