Avionté SMS Campaign / Phone Number Administration & Use in Bold

The Avionté SMS Campaign / Phone Number Administration widget in the Bold Marketplace empowers administrators to create, manage, and optimize SMS campaigns. It offers a centralized solution for campaign registration, SMS number provisioning, and management. This article provides an overview of the widget, access requirements, and detailed instructions on using its features.

Key Takeaways

• Access Requirements: To access the Avionté SMS Campaign / Phone Number Administration widget, users must have the "Marketplace Admin" user permission selected in their profile.

• Widget Features:

  • Campaign Registration: Users can register campaigns, monitor their progress, and check brand and campaign statuses. Messaging service registration follows campaign approval.
  • Purchase New Phone Numbers: Administrators can provision SMS numbers, customize their selection by country, area code, state/region, and zip/postal code, and agree to subscription terms.
  • Manage Existing Phone Numbers: This feature allows administrators to view the status of SMS numbers, assign numbers to active HCM users, and deactivate numbers when needed.

• Impact of Mobile Carrier Requirements: As of September 1st, 2023, mobile carriers require approved campaigns for text messaging to personal mobile devices. This widget streamlines SMS configuration, offering centralized control and visibility to administrators. For existing users, campaign registration and migration are handled seamlessly. New users or those not previously using SMS can use the widget for setup.

Note: This feature is available to all Bold customers with the "Marketplace Admin" user setting enabled.

Chapters:

• Accessing the Avionté SMS Campaign / Phone Number Administration Widget

• Campaign Registration

• Purchase New Phone Numbers

• Purchasing a New Number & Selecting Multiple Users to Associate the New Number to

• Manage Existing Phone Numbers

• Configuring an Existing Number & Selecting Multiple Users to Associate the Number to

• SMS Number Re-allocation

• Deactivating SMS Numbers

• Sending SMS Messages

• Troubleshooting
  

• FAQs
  
  

Accessing the Avionté SMS Campaign / Phone Number Administration Widget:

To access the Avionté SMS Campaign / Phone Number Administration widget, follow these steps:

1. Search for “sms” in the Avionté Marketplace.
2. Click "Settings" to enter the Avionté SMS Campaign / Phone Number Administration widget.

Campaign Registration:

• Fill out the Campaign Registration Form, ensuring data accuracy. 
  • NOTE:  The approval process is completed by a 3rd party managed/governed by the mobile network carriers.

• Monitor the progress of your registration, with blue indicating "In Progress."
  • Note this can take a few hours to complete.
• Upon approval, the icon turns green.

• After Campaign Registration approval, proceed with Messaging Service registration.
  • Note: This step is automated and will happen in the background over the course of up to two days. When complete, the indicators will turn to green if everything is complete and correct. If they turn red, please see the troubleshooting section at the bottom of this article for next steps.

Purchase New Phone Numbers:

• Select a user to purchase a new number from the dropdown.
  • Use the search box to filter by a user's First or Last name

• Choose the country, and filter by area code, state/region, and zip/postal code.
  • Filter available phone numbers by area code
  • Filter available phone numbers by State or Region (Outside USA)
  • NOTE: Leave the Zip/Postal Code blank. Entering the zip code may add too much information and result in zero numbers being found. Occasionally you may need to try multiple nearby area codes as well.
• Click "Purchase" and agree to the subscription terms to complete the purchase.
• Click “Agree” to complete the phone number purchase

Purchasing a New Number & Selecting Multiple Users to Associate the New Number to:

• Select users to purchase a new number from the dropdown.
  • Use the search box to filter by a user's First or Last name

• Choose the country, and filter by area code, state/region, and zip/postal code.
  • Filter available phone numbers by area code
  • Filter available phone numbers by State or Region (Outside USA)
  • NOTE: Leave the Zip/Postal Code blank. Entering the zip code may add too much information and result in zero numbers being found. Occasionally you may need to try multiple nearby area codes as well.
• Click "Purchase" and agree to the subscription terms to complete the purchase.
• Click “Agree” to complete the phone number purchase

Manage Existing Phone Numbers:

• View the status of registered and unregistered SMS numbers.
  • Status
    • Registered
      • Green Checkmark
    • Unregistered
      • Yellow Alert Sign
• SMS Number
  • Phone number assigned to the User
• Call Forwarding Number
  • HCM users can configure a Forwarding number for Voice Calls
  • Both the HCM user and Marketplace Admin have the ability to configure the Call Forwarding number
• User
  • The HCM user assigned the SMS number
  • Inactive HCM users will appear in ‘red’

Configuring an Existing Number & Selecting Multiple Users to Associate the Number to:

• Use the User selection dropdown and select the users to apply to the shared SMS Number
• Click Save.

• Confirm the shared SMS Number which will be designated with a +1, +2, +3 depending on the number of shared users.
  
  

SMS Number Re-allocation:

• User names in ‘red’ indicate the user is no longer active in the BOLD.

• Reallocate SMS numbers by selecting an active HCM user from the dropdown.
  • Only active HCM users will be displayed in the drop-down.
• Search by First or Last name to find your HCM user.
• Click Save. 
• Confirm the re-allocation to complete the process. 
• The status will show with a green checkmark when the transfer is successful.

Example of a successful transfer

Example of an Unregistered SMS number status

• • This status is typically only seen on “In Progress” campaigns
  • Fully registered and approved SMS campaigns will show a status of “Active” immediately after purchase

Deactivating SMS Numbers:

• Click the "Deactivate" button next to the target user.
• Confirm the deactivation to remove the number from the provisioned SMS list.

 

Sending SMS Messages:

There are two ways that users can send SMS messages to talent once the feature is enabled.

Directly From the Talent Profile

1. Directly from the talents profile, using the Actions menu on the right-hand side (if they do not see the option directly, clicking the arrow icon to the right will open a drop-down menu, where it will be available) they can select Send Text Message.
   
   
2. This will open a fly-out window where they can see their text history with the talent, if any exists, and send the SMS to them.

Via Advance Search Results

1. Using the advance search, your users can also send texts to one or more talent. After running the search, have them select each talent they would like to text using the checkboxes on the left, and then select Send Text Message from the Mass Actions menu.
   
   
2. A fly-out will open where they will be able to send the SMS to the selected talent.

Troubleshooting:

• For Brand Registration Failure, contact Avionte Support at [e-mail].

• For Campaign Registration Failure, reach out to Avionte Support.

Impact on SMS Messaging:

Due to new carrier requirements, the Avionté SMS Campaign / Phone Number Administration widget offers a streamlined approach to SMS configuration and management. Existing users have already undergone campaign registration and migration, while new users can utilize the widget for setup.

FAQs

• Question: If multiple users share the same number, will the conversations they share with a person be in a shared inbox, or in a personal conversation with the candidate/recruiter?
  • Answer: All messages are logged into the activities section on a talent profile, with context of which user sent each message, and can be viewed by all users with access to that talent's profile.
• Question: Can a user have access to multiple lines?
  • Answer: Not currently.
• Question: What is the candidate's experience of receiving a message from a shared number?
  • Answer: From the talent side, all messages are consolidated into a single SMS thread if they come from the same phone number being shared by multiple recruiters. To the talent, it appears as they are only interacting with a single number and single recruiter.