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1. Broadcast Convention 4 b Click Users tab Select Employees Managers or both and click the GO TO STEP 4 button 4 STEP 4 Confirm Recipients Schedule the call and confirm recipients by completing the following items If you to broadcast the alert immediately leave the Start Date Start Time and End Time fields set to N A If you want your alert to be broadcast later choose from the date and time fields Confirm that the times are in the correct p m or a m mode as 3 a m non emergency alerts are typically not well received Optional The recipients in your selected groups will display in the lower half of the screen You can uncheck any individual recipients to remove them from the alert distribution list Home ALERTS USERS 1 Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Home ALERTS gt USERS REPORTS 7 0 CONDENSED How To GUIDE 43 Compose Message Select Group s Confirm Recipients Broadcast Groups Users Languages User Types Users are categorized by the following types listed below At least one type must be selected Employees Managers EDIT MESSAGE GO TO STEP 4 SIGN OUT Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Alert Summary Call Scheduling Title Staff Me
2. eee 5 2 A Hii SENE 6 0 O u 6 0 31 6 1 Alert 7 0 Condensed HOW TO Guide J U Q inb 7 0 Condon CO TOW To E 38 7 1 Website Navigation amp Features 7 2 wc 7 3 7 4 Guidelines for Broadcasting an 7 9 Alert Degree GUIGS INES RN RERO T 7 6 Frequently Asked Questions a is tubus des 7 7 DOS an DONIS 8 0 E E EE AEE ParishSOFT NotifyNow User Guide Intentionally Blank 1 0 GENERAL INFORMATION ParishSOFT NotifyNow User Guide 10 General Informaton 11 System Overview NotifyNow is a system for broadcasting alerts to multiple communication devices simultaneously via a secure web based administrator interface designed and developed by ParishSOFT LLC Alerts are delivered acco
3. School High School 3 High School 0 Group Name 1 CREATE GROUP 4 Group Admins Admin Admin ParentZ Parent2 Select User s To Remove From This Group Admin Admin Parent User New Hold down the Ctrl key to select multiple users 5 2 2 Deleting Groups Administrators may not delete groups If a group needs to be deleted please contact the account executive assigned to your organization or ParishSOFT technical support Careful consideration must be made when a group is to be deleted 5 2 3 Conference Rooms Conference rooms are available on a group by group basis and allow members of a group access to a conference room following an alert notification for a conference call For example this can be used to conference key emergency management personnel Conference rooms allow a called recipient to transfer to a room during the call or furnish a phone number in an email text message that recipients can call to access a conference room For users to be notified of an existing conference room to join as a result of an alert notification the group that received the alert must be conference room enabled and the conference room option must be selected when the alert is created refer to section4 5 Step 4 Confirm Recipients To enable a group for this feature please contact the account executive assigned to your organization ParishSOFT technical support at 1 8
4. Address 1 Address 2 CC City _ State Zip Country Language Spanish Select Group s United States Hold down CTRL to select more than one Subs Test School test group 2 Test ISD Janitors SUBMIT x DEACTIVATE RESET 2 Phone SMS Phone 2 SMS Phone sms Alphanumeric Pager Account Information Date of Birth MM DD YYYY 1005 1996 Local ID Desired Username Password Verify Password PIN User Type School Primary Group Grade Students Position Faculty gt Notified By Phone 1 Phone 2 Phone 3 E mail Faculty m Test School lt lt l lt l 1 112 v m ve m 5 1 3 Modifying User Information via Users Sign In Users recipients of an organization who do not have administrative rights and who have received a valid username and password may sign in by entering their username and password in the respective fields and clicking the Sign In button Please contact support parishsoft com or 866 930 4774 ext 2 for more information Username Organizations have the option to limit their users to what fields can be modified Fields that cannot be modified will be grayed out i e dimmed An example form for user modification is shown below Ac
5. Alerta De Prueba Para Carolina Menendez K Fri 4 4 08 all 6 1 1213141516171819110 The example Reports Alert 36296 shown below is an example of an alert content page of a completed alert The format of this page is similar to that of an alert in progress Edit and Resend allows an administrator to edit the message and recipients and send as a new alert Clicking on View Groups shows which groups were contacted with the alert Clicking on Search Recipients generates a report of all recipients who received the notification To list recipients you must select the desired Call Status or Device Types and then click the Search button Multiple call status definitions and or device types can be chosen Reports Alert 36296 Alert Details Tithe Test Callcenter 150 Status Completed Degree Yellow Category General Sender Nagy Chris Created Wed 4 5 2008 2 16 PM Start Date Wednesday 4 9 2008 Time Window Continuous Started Wed 4 9 2008 2 16 PM Ended Wed 4 9 2008 2 18 Calls 5 5 Calls Made Emails 4 4 Emails Sent Search Recipients Call Status Human Machine Pager Device Type Phone 1 Phone 2 Phone ime ParishSOFT NotifyNow User Guide 6 0 REPORTING Another way to generate a report is to search by Last Name of the recipient 35 Once the desired Call Status or Device Types are selected and the Search button clicked information is listed for
6. In an orange alert that involves children try to anticipate the questions and concerns that parents may have and address those issues in your alert This will help to reduce the number of calls from recipients ParishSOFT NotifyNow User Guide and alleviate any unnecessary worry Sample 1 below does a good job of providing sufficient detail while protecting the identity of the child 7 5 4 1 Sample Orange Alert message 1 Hello this is John Doe principal at St Demo Elementary One of our students was injured this morning after being struck by a car while walking to school The student was taken to the hospital and his parents are with him as is one of our assistant principals News reports about the accident will not include the student s name and I didn t want parents to wonder if it was their child who was injured If you have questions please call the office at 832 249 5200 Thank you 7 5 5 Red Alert Severe A Red Alert severe is sent to as many as three telephones Phones 1 2 amp 3 and an email address Send a Red Alert only in the case of an emergency an urgent matter or an unexpected scenario such as e Evacuation of a church or school due to a natural disaster or emergency situation e Last minute event changes or meeting program cancellations particularly when attendees may already be en route Lengthy school lockdown when parents might question whether they should head to campus to pick up their chi
7. will provide a detailed description of how many calls were answered by a human machine or sent in error 7 5 Alert Degree Guidelines The alert degree guidelines are provided to help you choose the most appropriate degree and distribution level for your message 7 5 1 Green Alert Low A Green Alert low is sent to an email address Send a Green Alert for any routine non emergency message that is not particularly time sensitive such as Capital campaign or pledge drive progress reports Messages tailored to new members parishioners and students e Ministry and volunteer opportunities e Meetings practices or other church or school announcements 7 5 1 1 Sample Green Alert Messages 1 Hello this is Fr Demo Dan pastor at St Demo Catholic Church I am pleased to announce that we have reached our Capital Campaign goal of 750 000 This is exciting news for all of our parish families because it means that we can break ground for our school expansion project in September two months ahead of schedule Thank you all for your generous support of St Demo Catholic School If you have any questions please call the office at 555 555 5200 2 Hello this is Sr Pat member of the Parish Life Committee Our parish picnic will be held at Turin Park on August 29 at 2 pm This is a fun event for the whole family Please bring a dish to pass and your softball gear for a fun family game we ll have baseball tees for the little ones R
8. by your own recorded voice example daily attendance notification or if you need to distribute the message in a language that you don t speak using the text to voice option would be acceptable How long should my recorded message be A good rule of thumb is no longer than 60 seconds Most messages can be 30 to 45 seconds A minute is longer than you think and anything longer than that is difficult to process Remember you can re record your message if you aren t satisfied with it or if it runs too long Is it possible to send messages in languages other than English Yes NotifyNow accommodates the following languages for each user recipient English Spanish French Portugese and German In any organization that serves a multilingual user base administrators should send out NotifyNow alert just as they would send a note or letter e g in both in both English and in Spanish You have three options for bilingual alerts 1 Ifthealert is very brief you can record your alert in English and then immediately repeat the message in any another language in the same recording and send one alert to everyone 2 Ifyour message pertains only to speakers of a particular language or if you are concerned that the meaning may be lost in the system generated translation select the specific language for your alert using the Language tab available in Step 3 Then record and broadcast the alert in that language Your language speci
9. identifies your user account and shows a summary view of your alert activity NotifyNow News and System Updates lists any ParishSOFT or IRIS news items along with updates by date made to the NotifyNow website Options provides links to the user guide i e this document and Acrobat Reader download a user data file upload utility and an opt in opt out email option for NotifyNow system updates such as outages due to maintenance system maintenance or other critical system information Comments Feedback lets you submit any comments you wish 7 1 2 TechRadium Inc ees REPORTS Broadcast Alert Step 5 Saved Alerts Step 3 Step 4 ep 5 Select Group s Confirm Recipients Broadcast Click on Alerts when you are ready to begin sending your alert The numbered Step tabs on this screen indicate your TEXT TO SPEECH ALERT progress through the process of So composing and broadcasting an alert See section 4 0 Broadcasting Alerts on page 16 for step by step instructions on broadcasting an alert Step 1 Select Messag N Alert Categories Phone 1 Phone 2 Phone 3 Email Phone 2 Phone 3 Email VOICE RECORDED ALERT c Phone 3 Email You can save alerts for messages that you ll use often e g recurring meeting reminders and use them in multiple broadcasts To access your saved messages click the Alerts menu gt Saved Alerts Pho
10. in progress alert administrators should click on the title of the alert within the In Progress Scheduled Alerts list This will show the title status degree category sender date time information and the actual message The administrator also has the option to cancel the alert if in progress view groups search recipients and change schedule date time window Cancelling the alert will stop any calls not currently in the queue and keep them from being broadcasted Clicking on the Sound link will allow you to listen to the content of the message A sample alert in progress is shown below Reports Alert 40002 Alert Details Title scheduled Do Not Cancel Status Scheduled Degree Red Category General Sender Hickey David Created Mon 5 5 2008 3 44 Start Date Sunday 5 18 2008 Time Window 10 00 to 4 00 PM Started Calls 071 Calls Made Emails 0 2 Emails Sent Message Content Message Sound Short Mag Options Cancel Alert Recipient Summary Email E Phone 3 Setting up a scheduled alert to go out This is a scheduled alert to test ome layout on the alert details page This is only a test Do not cancel or delete this test alert http w ww useiris com wav z 0eMay14 155235 1 1PSSKP waw Do not cancel or delete this test alert 6 0 REPORTING 33 Search Alerts 6 1 2 Searching Alerts The Search Alerts tool allows administrato
11. is the direct phone number where the ParishSOFT NotifyNow system will call you to record your alert h Click the CALL ME button NotifyNow will call the direct phone number and extension if provided Say hello when answering the phone call from NotifyNow and follow the prompts and instructions to record your message Press your phone s key when finished recording The message will play back automatically if you approve the message press again to save your message or press 1 to record the message again i your computer screen you now have the option to Play Recorded Message if you would like to h it again Voice Recording id eu e ilo d a voice message with no If you are satisfied with Phone Number 7344339751 your Wi recorded If you are satisfied with the recorded message click the Next button to continue You message may rerecord the message by clicking the Call Me button again press the GO TO STEP button if not click CALL ME to re record 3 STEP3 Select Group s a Checkall groups you Cons want to receive your S EE Type Message any ee Recipients rin message Groups Users Languages Parish Soft Administration i Baseball Team Administration 13 t Christ the King Administration 1 i Diocese of Lansing Administration 11 Tech Support Administration 13 i test demo Administration 9 PS East Administration 28 4
12. number provided and prompt the person to record the message Once the message has can be sent along with a voice recorded message This field is optional You can edit the content of amessage at any point before you been recorded options will be given to play the recording call again to record a new message or continue on to the next step of the broadcast alert process 44 Sep 3 Selecting Groups Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast To send to users on the system one or more groups must be Groups Users Languages selected as well as subgrouping Parish Soft Administration options Once selected the Baseball Team Administration 13 administrator can go to Step 4 C Campus Ministry Administration 1 or go back to Step 2 to edit the Christ the king Administration 1 message Ifa group is in bold C Diocese of Lansing Administration 11 text then it is a top level PE i PsEast 28 organization group If this Pat s demo Administration 1 group is selected it will Support Administration 13 override all other groups below EH Les IUE m it since it encompasses the i test Administration 8 en re organization Subgroups Broadcast Convention 4 users grades languages will still apply to a top level group 4 4 1 Users Sub Grouping If an organization has more than o
13. s Confirm Recipients Broadcast Q Q Q Q reminders v Staff Meeting 10am Friday distribute your status reports to the group by noon Thursday 7 24 Thanks Staff mtg lOam Friday Status rpts due noon Thurs 7342051000 P 94 Characters Remaining for SMS Pager Text 10 digit phone number where IRIS can call you to record a voice message with no spaces dashes or punctuation e g 5551113333 7344339751 Extension ME a distinctive Subject beginning with the name of your organization abbreviate if necessary followed by a brief description of the alert For instance St Demo Fin Council Mtg Change d Type the optional Message to be included in any email copies of the alert the optional SMS Pager Text keeping the message short for pager and text message recipients ParishSOFT NotifyNow User Guide f Enter the Caller ID number using no dashes or punctuation if you will need access to your direct phone line following your alert broadcast especially if this is an emergency situation you ll want to use an alternate phone number e g the your main church or school number to avoid being inundated with calls from alert recipients If you leave this field blank your message will display the phone number of the NotifyNow server in Texas as the Caller ID g Enter your Phone Number using no dashes or punctuation this
14. the reporting page 4 3 3 Subject The Subject field specifies a subject line for email and text messaging This field also is used as the title of the alert in the reports 4 3 4 Message The Message field allows the administrator to type the content of his her voice recorded message so that an email or SMS Text message Step 2 Compose Message Q Q Q Q Q 2 s _ pS 2812074890 Step 3 Select Group s Step 4 Confirm Recipients Step 5 Broadcast 145 Characters Remaining for SMS Pager Text 10 digit phone number where IRIS can call you to record a vaice message with no spaces dashes or punctuation e g 5551113333 Extension CALL ME 4 3 5 SMS Pager Text The SMS Pager Text field allows the administrator to type the content of their voice recorded message Most alphanumeric pagers and text message devices can only receive a maximum number of characters per message This field allows the administrator to provide a summarized version of the message for those devices This field is optional 4 3 6 CallerID The Caller ID field allows the administrator to identify the source of the message for the message recipients 4 3 7 Phone Number The Phone Number field is required The administrator should provide the phone number of the person who will record the voice message for this broadcast Once the administrator clicks the Call Me button the NotifyNow system will call the
15. the same as broadcasting an alert with the option to save on the last step Refer to section 4 0 Broadcast Alert Saved Alerts Alert Categories 3 2 4 Manage Users This function available from the Users tab allows the administrator to search for users modify user information and add new users There is also a feature for the administrator to export any user made changes to their specific information in a spreadsheet format Manage Users Manage Groups 3 2 5 Manage Groups Group management for the system is contained in this function and is available from the Users tab All users in the system are members of at least one group 3 2 6 Reports This function allows the administrator to retrieve information on all alerts sent as well as their receipt status 3 2 7 Sign Out A function that allows the user to log off of the system and ending the session which will deny all future access until the user successfully signs in again SIGN OUT 3 3 Change Usemame and Password An administrator can change any username and password for any user he she has administrative rights for including themselves This can be done by looking up the user in the Manage Users section and changing the username password information using the modify user form If a selected username already exists in the system the administrator will be prompted to enter a new unique username 3 4 Exitthe System To prope
16. 2 Scheduled IRIS maintenance 6 7 5 6 Reporting page re design 4 25 New IRIS System Menu Bar 3 28 Automatic email updates g 3 28 Additional custom filtering ParishSOFT NotifyNow User Guide 3 0 GETTING STARTED eel 13 Under News and System Alerts you will find any noteworthy system updates Under Options at the right of the page are three options download a user s manual upload a user data file and opt in opt out for updates via email At the bottom of the page is a form for user Comments Feedback All feedback generated by administrators will be carefully considered for future upgrades and features If there is a problem or error with the system please contact a technical service specialist Refer to section 1 4 2 Technical Support 3 2 2 Broadcast Alert Found under the Alerts tab this will load the 1s step for broadcasting an alert and allows the administrator to select between different alert options Broadcast Alert Saved Alerts Alert Categories Options T Download Users Manual a i Get 510007 READER Comments Feedback If you have any suggestions that will help us make Notify Now better for you please fill out the box below and click on the submit button 14 3 2 3 Saved Alerts Found under the Alerts tab here messages can be written any time and saved using this function for later alert broadcasts This process is exactly
17. 66 930 4774 ext 2 or after business hours 1 866 905 IRIS 4747 a PIN is required to receive emergency 24 hour support from the IRIS hotline ParishSOFT NotifyNow User Guide 5 2 4 Assistance Requests Assistance requests are also available on a group by group basis and allow members of a group to specify if they need assistance during an alert notification for example during an area evacuation For users to be asked this question during a broadcast the group that received the alert must be assistance request enabled and the assistance request option must be selected when the alert is created refer to section 4 5 Step 4 Confirm Recipients When a user receives a call that uses this feature and they respond by pressing the corresponding number key on their touch tone phone default key is 5 the result is recorded and furnished in the alert report To enable a group for this feature please contact the account executive assigned to your organization contact ParishSOFT technical support at 1 866 930 4774 ext 2 or after business hours 1 866 905 IRIS 4747 a PIN is required to receive emergency 24 hour support from the IRIS hotline 6 0 REPORTING 31 6 0 Reporting 6 1 Alert Reports An administrator should navigate to this section by clicking on the Reports link in the system The initial page for this section is divided into five sections The top section lists all in progress and scheduled alerts going o
18. ParishGOoFT Church Management Software and Web Solutions Toll Free 866 930 4774 www parishsoft com arishSOFT NotifyNow USER GUIDE PUB107R01 2008 SEP ParishSOFT NotifyNow powered by IRIS User Guide Pub 107 01 September 2008 for use with ParishSOFT Software Version 3 6 2x and later ParishGOFT 825 Victors Way Suite 200 Ann Arbor MI 48108 2830 Web www parishsoft com Email info parishsoft com Support parishsoft com Phone 734 205 1000 main 866 930 4774 ParishSOFT support 1 866 905 IRIS 4747 After hours support PIN required Fax 734 205 1011 2008 ParishSOFT LLC all rights reserved ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use C ONTENTS 1 0 General Information RTT NM 1 0 General IDOL INERENTI Umm 6 1 1 System OVeIVISW e 1 2 CODyrigHU NOI Y 1 3 Authorized Use Permission a nnn nnn nnns 1 4 ais la Or COMIC M 2 0 eee TET 2 0 S ill Yu uuu u m 10 2 1 System 2 essa ve e2 ae unde canned 2 2 seca CT 2 3 User Access Levels M ae ne enn eee a aaa eee eee 2 4 Contingencies and Al
19. SVP on the sign up board in the church vestibule The church will provide hot dogs hamburgers tableware and drinks We hope you ll join us for a fun afternoon 7 5 2 Blue Alert Guarded A Blue Alert guarded is sent to Phone 2 and any SMS Short Messaging Service for recipients who have pager or text message service Send a Blue Alert for any routine non emergency message that you want delivered via phone SMS such as Capital campaign or pledge drive progress reports Messages tailored to new members parishioners and students e Ministry and volunteer opportunities e Meetings practices or other church or school announcements 7 0 CONDENSED How To GUIDE 45 See Sample Green Alert Messages above for examples of recorded alerts 7 5 3 Yellow Alert Elevated A Yellow Alert elevated is sent to Phone 3 and an email address Send a Yellow Alert for routine announcements and reminders as well as non routine non emergency events such as e Meeting changes issued early enough to allow time for everyone to get the message at his her own pace e Notification of an incident that might result in a media report such as a minor school bus accident etc For school alerts you should send a NotifyNow alert in those cases where you would have sent home a note e Report card progress report release PTA meeting parent teacher night 7 5 3 1 Sample Yellow Alert Messages 1 Hello this is John Doe principal at
20. St Demo Elementary I wanted to remind you that parent teacher conference night is coming up on Tuesday September 20 starting at 6 p m This is a great opportunity to meet your child s teacher and get the school year started off on the right foot If you have any questions please call the office at 555 555 5200 See you there 2 Hello this is Jane Doe superintendent at St Demo Schools We had a brief lockdown at St Demo Elementary School today after local police notified us there was a robbery in the area Our students were never in any danger The lockdown lasted less than 30 minutes and did not interrupt our classes We do all we can to keep our campus safe Whenever there is even a remote possibility of a threat we call security and keep our students indoors If you have any questions call the office at 555 555 3300 As always thank you for your support 7 5 4 Orange Alert High An Orange Alert high is sent to two telephones Phones 2 amp 3 and an email address Send an Orange Alert for non routine announcements and matters that might cause parent concerns such as Alockdown Any incident at school that might result in negative media coverage Notification of an incident at school that might result in a media report such as a school bus accident involving injuries etc Clear the wording with school administration in this example Send a NotifyNow alert only in those cases where you would have sent home a note
21. adcast Once you click the Send Alert Message button the Broadcast page will display confirmation that the alert has been sent or scheduled There will be a list of links within the Options box allowing the administrator to cancel the alert view groups search recipients or change the schedule of the alert Details of that alert and recipients can be listed by using the links Message content will be displayed at the bottom of the page Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Broadcasting Alert 40001 Alert Details Options Title Wreck On 595 Cancel Alert e View Groups Status Queued to Start a 4 Search Recipients Degree Yellow Ch schedule Date Time Window Category Traffic Sender SMITH JOE Recipient Device Summary Created Wed 5 28 2008 3 49 Start Date Wednesday 5 28 2008 E Phone 4 Time Window 38 00 to 9 00 Started Calls 071 Cals Made Emails 0 0 Emails Sent Message Content Message Major traffic on 58 South freeway Details to follow Sound http www useiris com wav 2Z 008lMavz amp 154430 0 ROIGGS wav Short Msg Major traffic on 59 South freeway 5 0 USER AND GROUP ADMINISTRATION ParishSOFT NotifyNow User Guide 5 0 Userand Group Administration 5 1 UserAdministration has been initiated results matching the search criteria will display By clicking on the name of a An administrator sh
22. answered by machine voicemail and message was left Pager Call was made to a pager and the pager return number was transmitted Phone Call Disconnected Call was answered but a person disconnected the call before end of message Te Te First occurrence of number that is in same alert multiple times is contacted and all others set to duplicates as to not contact the user on single device more than intended No Answer Call was attempted multiple times but neither a person or machine voicemail answered Call Made to Extension Call was made to a phone extension and message was left with machinevoicemail Updated User Called A person called the IRIS system to listen to the message Unreachable Call was attempted but could not be completed as dialed Number may be out of service 7 0 CONDENSED How To GUIDE ParishSOFT NotifyNow User Guide 38 7 0 Condensed How To This Condensed How To section provides a general overview of the website s navigation and features condensed instructions for broadcasting an alert alert degree guidelines FAQs and DOs and DON Ts 7 1 Website Navigation amp Features Whether you are new to NotifyNow or have sent multiple alerts we suggest you take time to get to know the NotifyNow website http NotifyNow parishsoft com because there are many useful features Start out by learning what each tab has to offer 7 1 1 Home This is the alerts summary page The Activity Details section
23. arishsoft com or calling the toll free number 866 930 4774 x2 1 4 3 Emergency After Hours Support Available 24 hours a day our emergency support staff will be able to help with sending alert notifications as well as other problems that need immediate attention by calling the toll free number 1 866 905 IRIS 4747 and will require a PIN personal identification number to be given to the emergency support specialist 2 0 SYSTEM SUMMARY 10 2 0 System Summary 2 1 System Configuration NotifyNow can be accessed via any web browser on a computer connected to the Internet There is no hardware or software to install The system is primarily configured with the user and group data provided when first implemented 2 2 Data Hows Initial and concurrent data uploaded are stored in a database adjacent or remote to the system User data can be modified the web based administrator interface Saved alerts are also stored within the database as well as all reporting information User data are used to broadcast each alert and all responses to each alert are stored in the database for current and future reporting 23 UserAccess Levels User access levels primarily depend on the user and the type of organization to which the user belongs Any user with administrative rights will be able to modify user data for the groups that he she has been assigned to administer He she will also be able to send alerts to users in only t
24. business hours whenever necessary ParishSOFT NotifyNow User Guide Is there a way to set up the system to automatically send a commonly used message perhaps for attendance messages for example Yes Under the Alerts gt Saved Alerts tab you can easily set up an automatic message for your school Many parents and staff have Caller ID and Call Block can a message still get through Yes The system uses your organization s Caller ID information so your calls should not be blocked After I receive my report and realize there are several inaccurate contact numbers what is the procedure for correcting them Make the necessary corrections in your ParishSOFT database If you need to send an alert before the automatic update runs you can click the Users gt Manage Users tabs to search for a family name and correct the information directly in the NotifyNow system s user profiles See Modifying User Information page 25 for more information Can a NotifyNow recipient user opt out of the program Any NotifyNow recipient i e user who has contact information on file will be included in the system When is it appropriate to use the Text to Speech option where you type the message and a computer generated voice is used instead of my own voice ParishSOFT strongly encourages the use of voice recorded messages On the rare occasion that the insertion of a student s name would be more important than the personal connection brought
25. ces In some cases this number will also be the caller ID for broadcasts to phones with the caller ID feature If a number is not specified in this field or for the organization then the default call in phone number will be used and if dialed by a user the system will playback the last alert notification received 4 2 6 Pager Text Most alphanumeric pagers and text message devices can only receive a maximum number of characters per message This field allows the administrator to provide a summarized version of the message for those devices ParishSOFT NotifyNow User Guide 4 0 BROADCASTING ALERTS 17 18 43 Step 2 Voice Recorded Alert Select Message Type By clicking on the Voice Alert Degree Recorded Alert button from E Step 1 a Compose Alert form will load for the administrator to 2199 complete You can edit your alert message content time until 5 you Broadcast the message Text Caller ID 4 3 1 Alert Degree This allows the administrator to color code the alert based on priority of the message Each color can be adapted to an Optional Voice Recording Phone Number organization s notification policy For example red alerts can be emergency notifications while green alerts can be general information notifications 4 3 2 Category This allows the administrator to assign a category to each alert they send out Alerts can also be grouped together on
26. count Contact Information Edit Form Account Information First Name Last Name Middle Initial Sermame New Password s Verify Password E spanish Date of Birth 01 05 1998 Student Faculty ID 123456 School Test School Position Secretary SAVE E ParishSOFT NotifyNow User Guide 5 0 USER AND GROUP ADMINISTRATION 27 5 1 4 Assigning Administrative Rights Please contact the account executive assigned to your organization or a ParishSOFT technical support specialist to request a new administrative right assignment or any administrative right changes 5 1 5 Deleting Users Administrators may not delete users but they may deactivate users If a user account needs to be deleted then please contact the account executive assigned to your organization or ParishSOFT technical support Sign Out Contact Information Phone Number 1 2812636300 Ext sms Phone Number 2 5555555555 Ext sms M Phone Number 3 Ext sMs Email jalerts techradium com Second Email Pager Number Alphanumeric Pager 5 2 Group Administration Administrators should click the Manage Users link under Users 4 system menu to navigateto this section Groups Test 150 2 i Subs 3 Test ISD Janitors 4 Test School t test group 2 Manage Users Manage Groups Total Users Assigned Bold g
27. d Red Alerts except in emergency situations Parents do not want to receive NotifyNow calls at work for routine school messages ParishSOFT NotifyNow User Guide 8 0 INDEX 51 52 administer users 14 administrative rights 10 12 13 14 27 assigning 27 alert degree guidelines 44 alternate modes of operation 10 assistance requests 21 29 blue alert 44 broadcast alert menu 13 broadcasting alerts alert degree 16 18 caller id 18 category 18 condensed how to 41 confirm recipients 21 message 17 18 phone 18 selecting groups 19 sms pager text 18 sub grouping languages 20 user types 19 subject 17 18 to email only 41 voice recording 18 caller id 17 18 42 48 50 cancel alert 32 47 change alert message 47 conference rooms 21 29 contingencies 10 data flows 10 email alert subject line 17 ParishSOFT 2 emergency 6 after hours support 8 alert degree 16 conference of key personnel 21 29 evacuation enabling assistance requests 29 green alert 44 groups 14 administration 24 28 assistance requests 29 conference rooms 29 deleting 29 modifying assignments 28 selecting 19 home page 13 Introduction 6 language alert options 48 49 broadcast to specific language speakers 20 log in create username amp password 25 log on 12 log out 14 orange alert 45 pager return call number 17 text 17 pager text 18 password 12 14 25 27 47 phone numbers for support 2 re
28. d alert 46 reports 40 alerts 31 searching alerts 33 reports 14 saved alerts 14 SMS 25 Spanish See language support phone and email 2 8 surveys 39 system 6 10 13 14 24 25 28 31 system menu 13 technical support 2 text to speech 6 16 48 username 12 14 25 27 users access levels 10 adding 25 create login 25 deleting 27 groups 19 language preference 25 modify 25 27 selecting 19 voice recorded alerts 18 yellow alert 45
29. each recipient specific to what device was contacted the number address of device the result of the contact and the date time information You can also export the report to an Excel spreadsheet simply click the Export button Options gt View Message Content View Groups Edit and Resend Alert Call Status Definitions Recipient Status Summary Human D Machine EJ Email Mo Answer Unreachable F SMS Pager Email C sus SEARCH 36 Recipients report page example Search Recipients Call Status Human Machine Pager No Answer Unreachable 1 sus Device Type Phone 1 Phone 2 Phone 3 Pager Email sus Last Name SEARCH EXPORT D Recipient w Type Contact ID Status Date Time CST Friar 4dam Phone 3 2612535317 Human Answer 4 5 2008 2 18 31 PM Hickey David Phone 3 28617535311 Human Answer 4 8 2008 2 18 24 PM Nagy Chris Phone 2 5320717596 Human Answer 4 98 2008 2 18 23 Magy Chris Phone 3 2612636316 Human Answer 4 5 2008 2 18 30 PM Ross Darren Phone 3 28612074898 Call Made to Extension 4 5 2008 2 18 23 The graphic below can be viewed by clicking on Call Status on the recipient report page like the one shown above The list of call status definitions explaining the status column of the report will display as a pop up Call Status Definitions Human Answer Call was answered by a person and listened to in its entirety Machine Answer Call was
30. eive only category Red alerts on all devices while receiving any lower category alerts just by email If the user is an administrator of the system then theicon will appear at top When clicked this icon opens a window that shows all groups for which the user is an administrator ParishSOFT NotifyNow User Guide 5 0 USER AND GROUP ADMINISTRATION 25 5 1 2 Adding a New User An administrator should navigate to this section by clicking on the New User button at the top of the Manage Users page This form will be identical to the modify user form except all fields will be blank Administrators should make sure to fill out the form as completely as possible Remember each user must be assigned to at least one group to ensure that if that group is selected during an alert notification the user will receive the broadcast By default all groups that are administered by the administrator who is creating the new user record will be selected This can be changed by selecting the correct groups for that user User Information Form Modify IRIS User Account Required field Note Please enter at least one contact phone number AND an email address for notifications Contact Information 2812535300 Exi 555555555 Ext Phone Number 1 Phone Number 2 Phone Number 3 Email Email 2 Pager Number User Information First Name la ast Name De 1 Middle Initial
31. eive the message Unselecting af languages removes language constraints It is equal to having all languages selected English Spanish EDIT MESSAGE STEP 4 45 Sep 4 Confim Recipients This step confirms that the correct groups and sub groups have been selected and that the total number in each group is correct An alert can be scheduled to be broadcasted at a future date and time as well as during a specific start and end time each day in the event the broadcast did not finish start and end times can be set to ensure that recipients do not receive calls during the middle of the night The time window is set to the organization default To broadcast continually until finished select N A for both start and end times If enabled for one of the groups selected the Call options box will appear on this page allowing either a Conference Room to be set up for recipients in those groups refer to section 5 2 3 Conference Rooms or allowing a recipient user to Request Assistance which will be flagged on a report refer to section 5 2 4 4 0 BROADCASTING ALERTS 2 Assistance Requests Conference rooms allow a called recipient to transfer to a room during the broadcast message or to call the phone number provided in an email text message for example to join a meeting or teleconference held within or outside of a NotifyNow conference room The conference room feature provides a convenient way to instantly co
32. eneral information Subject notifications For more ce information see Guidelines for Broadcasting an Alert page 41 4 2 2 Category v me This allows the administrator to Pager Text Optional assign a Category to each alert they send out Alerts can also be grouped together by category on 145 Characters Remaining the Reports page Step 5 Broadcast Step 5 Hroadcag STEP 4 2 3 Subject The Subject field specifies a subject line for email and text messaging This field also is used as the title of the alert in the Reports 4 2 4 Message The Message field is where the administrator types the message to be broadcast This message will be translated to the proper languages as well as converted to speech for broadcasts to phones When creating your text to speech messages keep in mind that the automated system reads your content as it is written so text like email addresses will be read as words rather than as individual letters In addition translations done via the text to speech method often lose nuances of meaning when read in one language from text originally typed in English For multilingual messages personally recorded messages in each language are generally a more effective way to communicate 4 2 5 CallerID Pager Retum Call Number This field is optional If an organization has users that have numeric pagers then this will be the number transmitted to those devi
33. ent category from the drop down menu below To move any of the listed alerts to a different category select the alerts and then the desired category Move selected alerts to catego General Test Alert 2 For Fire Department This Just A Test Viaje Puerto Rico Menendez K Menendez K Menendez K Mon 4 7 08 Mon 4 7 08 Fri 4 4 08 10 00 PM Sender Date CST Size C Test Cancelled Nagy Wed 5 7 08 F Dsfgzd Gonzales L Thu 4 10 08 a l Test Callcenter 150 Nagy Wed 4 5 08 a C Test Callcenter 50 Nagy C Wed 4 9 08 ull C Test Callcenter 150 Nagy Wed 4 5 08 all 8 Test Voice Saved Cancelled Nagy Wed 4 9 08 a C Almuerzo Carolina Menendez Tue 4 8 08 mi C Asdfg Cancelled Gonzales L Tue 4 8 08 gll Dfg Gonzales L Tue 4 8 08 al This Test Alert Brevard Music Center Menendez Tue 4 8 08 iil C Alen 2 For Brevard Music Center Menendez Tue 4 8 08 Test Gonzales L Tue 4 8 08 C Test Kelvin Menendez K Tue 4 8 08 all C Test Alert For Coope Menendez K Tue 48 08 all F Test Nagy Mon 4 7 08 ali 2 TestTis Nagy Mon 4 7 08 ai C Menendez Mon 4 7 08 a Menendez K Mon 4 7 08 a F a Menendez K Mon 4 7 08 ail C Test Alert For Fire tment Menendez K Mon 4 7 08 all L L ill Buen Viaje Puerto Rico Menendez Fri 4 4 08 9 00 a
34. es for Broadcasting an Alert 7 0 CONDENSED How To GUIDE 41 Log in and navigate to Broadcast Alerts using the following steps 1 Logon to http NotifyNow parishsoft com the NotifyNow website 2 From Home select the Broadcast Alert menu option under the Alerts tab Follow Steps 1 through 5 to set up and send your alert 1 Step 1 Select Message Type Choose Voice Recorded Alert For Green email only alerts click Text to Speech See pages 47 49 for guidelines for other uses of the Text to Speech Alert 2 Step 2 Compose Message a Choose the Alert Degree Of the five colors from which to choose you should use only yellow orange or red unless the message should be sent only by email See Alert Degree Guidelines page fora description of each alert b Choosea Category from the lookup HOME 2 ALERTS z USERS SURVEYS REPORTS SIGN OUT p 5 ep 1 Step 2 Step 3 Step 4 Ste Select Messaqe Type Compose Message Select Group s Confirm Recipients Broadcast TEXT TO SPEECH ALERT dad ne Phone 3 Email Phi 2 VOICE RECORDED ALERT Home ALERTS lt 3 USERS REPORTS SIGN OUT Step 1 Select Message Type Alert Degree Category Subject Message Optional SMS Pager Text Optional Caller ID Optional Voice Recording Phone Number Step 3 Step 4 Step 5 Step 2 p Compose Message Select Group
35. es one internet login access per authorized seat of the then current version of the Software and access to the associated online documentation You agree not to make or permit the making of copies of the Software except as authorized in writing by ParishSOFT LLC You agree not to engage in participate in or knowingly permit any other reproduction distribution access to or use of any of the Software nor the creation of derivative works based on any of the Software except as expressly permitted by this Agreement or with the prior written authorization of ParishSOFT LLC In particular without limiting the foregoing you agree not to engage in participate in or knowingly permit any disassembly decompilation or other reverse engineering of any part of the Software or the functions or operation thereof You agree to comply with all applicable laws regarding use of the Software ParishSOFT NotifyNow User Guide 1 0 GENERAL INFORMATION 7 14 Points of Contact 1 4 1 Information For information about NotifyNow or questions about your organization s set up and account please contact your account representative or send an email to info parishsoft com or call the toll free number 866 930 4774 x1 Visit www parishsoft com for more information 1 4 2 Technical Support For assistance in using the system or if any unforeseen problems arise contact a technical support specialist by either sending an email to info p
36. eting 10am Friday Start Date Today Monday 7 21 2008 v Type Voice Recorded Start Time NA vi Degree Yellow End Time v Category reminders Caller ID 734 205 1000 Message Content Message Text Our staff meeting will be held at 10 a m Friday 7 25 Please distribute your status reports to the group by noon Thursday 7 24 Thanks Message Audio si b SMS Pager Text Staff mtg 10am Friday Status rpts due noon Thurs Recipients Anspach Andy Collins Kristine Macari Michelle Sisty Adam Aulie Steve Cusick Mike Malewvitz Don Slaven Rebecca Bartoll Bridget Galindo Trisha Miklosovic John Webber Pat Benjamin Rachel Graves Denise Naturale Fran Whiting Frank Bibawi Victor Jobst Andy Omorodion Angela Wissel Sondra Campbell Josh Johnson Karen Potsos Pete Zettel Ted Cebula Margie Kozal Bob Schoening Jennifer Zwerlein Galina Selected Groups User Types Languages PS East 28 Managers English Employees Spanish Total Unique Recipients 28 EDIT GROUPS EDIT MESSAGE SAVE AS NEW SEND ALERT MESSAGE When you are ready to broadcast the alert click the SEND ALERT MESSAGE button 5 Goto the Reports tab and confirm that your alert is listed It should be near the top If you have mistakenly sent more than one alert you have the ability to select and delete an alert under the ParishSOFT NotifyNow User Guide Title column Under the column Recipients click on Report Once your alert goes out this page
37. f a high quality but it still might sound odd to some recipients Also the text to speech often loses something in the translation The message should be very brief For instance the superintendent might send an extremely brief message in several languages announcing the closing of schools due to a tropical storm 7 7 Dos and Don t DO Use NotifyNow for emergencies and routine communications directly related to school DON T use NotifyNow for non educational purposes It is not appropriate to use NotifyNow to send personal messages NotifyNow messages are public records A good rule of thumb If you would be embarrassed to have your message played on the evening newscast don t send that message DO Use NotifyNow instead of printed notes sent home to parents In some cases NotifyNow will reach the intended audience more frequently than the traditional note in the backpack DON T abandon other time tested communications tools If the audience is small a personal phone call or anote is still the most appropriate communication DO Send NotifyNow messages as frequently as needed There is no limit to the number of messages you can send DON T overdo it In other school districts parents have complained or ignored messages when they were sent too frequently DO Check to be sure you are sending your message at the correct p m a m time DON T mistakenly send a message at midnight 5 a m DO Be aware that Noti
38. fic message will be broadcast only to the speakers of the selected language as indicated in their user profiles Use the text to speech mode to let the NotifyNow system automatically translate messages and broadcast them in the language specified in each user s profile When creating your text to speech messages keep in mind that the automated system reads your content as it is written so text like email addresses will be read as words rather than as individual letters In addition translations done via the text to speech method often lose nuances of meaning when read in one language 49 from text originally typed in English For multilingual messages personally recorded messages in each language are generally a more effective way to communicate What is the procedure for sending a message in languages other than English To send a message in Spanish or other languages use the following steps 1 Each user profile has a field that specifies the recipient s preferred language so if you have populated the First Language field in your ParishSOFT database NotifyNow already knows which language each member speaks When you create a text to speech alert NotifyNow broadcasts the appropriate translation in English or Spanish to the recipient 2 authorized user would select the Text to Speech alert function and then type in the message When the alert is sent the text is converted to a synthetic voice message The synthetic voice is o
39. fyNow messages sent during business hours will in all likelihood be recorded on answering machines at recipients homes Messages sent after hours are more likely to get a voice answer DON T Send routine messages late in the evening or at dinner time Most messages can be sent and received in less than an hour DO Use the NotifyNow reports to identify error messages Check each individual phone number to learn the cause for the error message The NotifyNow data are taken directly from your ParishSOFT database If phone numbers or email addresses are in error update them in your family and member records ParishSOFT NotifyNow User Guide DON T forget to update your ParishSOFT database if you make an immediate correction to the NotifyNow user account DO Specify as the Caller ID number a phone number that will be recognizable to your users and that will be available if recipients want to contact the church school or other office after they receive the alert School and church numbers are easily recognized advantage is that you might want recipients to see the school or church office number on the Caller ID DON T Type in the main number of your office or school or your personal phone number unless you are prepared to answer dozens of phone calls immediately after sending the alert Often parents will automatically call the Caller ID number without waiting to hear the message DO Send Yellow Alerts in most cases DON T Sen
40. hose groups Depending on the type of organization users without administrative rights may or may not be able to edit their individual data These users will not have access to the sending of an alert or any report features or user information belonging to any other user 2 4 Contingencies and Altemate Modes of Operation If an administrator of the system a user with administrative rights does not have access to a computer with a web browser or the computer does not have Internet access then the administrator can contact a customer support specialist to perform the needed operations for him her In the event that an organization sends out more than one alert at the same time then the alert with highest priority will take precedence If both alerts have the same priority then the alert that made it into the queue first will take precedence Depending on the maximum queue limits the number of total recipients and the message size both alerts could possibly broadcast simultaneously ParishSOFT NotifyNow User Guide 3 0 GETTING STARTED 12 3 0 Getting Started 3 1 Logging On Users without administrative rights i e recipients who wish to modify their own contact information will need to go to http notifynow parishsoft com and enter their username and password in the respective fields then click the Sign In button Username MyUSe rn Ame Forgot your userame password Click Here Administrators will need t
41. ldren The severe injury or death of a student at school or headed to or from school when parents might hear a news report and wonder if their child was involved Anincident at church or school that might involve law enforcement or fire rescue and might result in a media report prompting families to question whether their loved ones are safe at that moment e Clear the wording with church or school administration in these examples In any red alert that involves potential danger for church members or students try to anticipate the questions and concerns that recipients may have and address those issues in your alert This will help to reduce the number of calls from recipients and alleviate any unnecessary worry Sample 1 below does a good job of providing sufficient detail to assure parents that their children are safe and to summarize the changes in the afternoon pick up schedule 7 5 5 1 Sample Red Alert message 1 Hello this is Jane Doe superintendent of St Demo Schools Due to a gas leak nearby we evacuated our St Demo Elementary students at about 10 30 a m this morning The students are in no danger In an abundance of caution we transported students to St Francis Elementary at 1024 Main Street for the rest of the day There is no need to pick up your child earlier than usual Dismissal is at the usual time 3 10 p m Buses will pick up the children at St Francis and follow the regular schedules and stops During dismissal pare
42. ne 2 SMS 7 0 CONDENSED How To GUIDE nuc X un a Manage Users The Users tab 15 where User Accounts Manage Groups you Camedit your personal account information or Click on a letter below to list all users whose last name begins with that letter change your password AB CDEFGHIJKLMNOPQRSTUYWRKYZ Use the Manage Groups Search by any of the following Select groupis below to list all users that are EE igned to th U option under the Users F ud AES tab to create anew group s i Hold dowen the CTRL key ta select multiple groups First Mame Optional una is existing group E OR ipee Number LIST USERS PM Export user profile updates to Excel file Email Address DR TENE EXPORT EJ Local ID SEARCH 7 2 Surveys The Surveys tab shows any saved templates that are available to broadcast Click Create a New Survey to create a new survey template and Surveys a its broadcast 1 template St Demo Emergency Staff Conference Call type voice 2 r L1 St Emergency Staff Conference Call e ox Use the icons to manage 2 template Vote on Council Members type voice a L A your template orany There are currently no survey instances far this template surveys in process Use the Manage Groups option under the Edit content of the survey template Users tab
43. ne user type 1 Seasons facut __ EMO employees managers parents students etc then the Users Groups Users Languages tab will appear next to the User Types Groups tab This allows the pt AE m ULP administrator to select types of users to receive the alert If this managers tab is available then the system will require that you select at least one user type EDIT MESSAGE GO TO STEP 4 ParishSOFT NotifyNow User Guide 20 4 4 2 Languages Sub Grouping This tab allows administrators to broadcast alerts to users that have a language preference selected in their profile For example if your message pertains to only Spanish speaking users and you select only Spanish then only users with that language selected in his her profile will receive the alert By default all languages are selected so as to not exclude any users This option is for grouping intended recipients only not translation NotifyNow handles translation automatically based on user language preferences which are specified in each user s profile Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Groupes Confirm Recipients Broadcast Groups Users Languages Languages Sub Grouping Select only the languages below that you want message to go to Languages listed below are the only ones being used by your users If unselected users that have that language set in their profile will not rec
44. nference key emergency management personnel All Selected Groups will be listed in the gray box along with total recipients in each group and an overall total below that Next to the gray box the sub grouping options will be listed Anything displayed in red will alert the administrator to review his her grouping selections Once all information has been confirmed the Send Alert Message button should be clicked The Save As New button allows the administrator to store this alert in the Saved Alerts section as a new saved alert Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Alert Summary Call Scheduling Tithe Tornado Watch Start Date Today Thursday 5 29 2008 Type Text to Speech Start Time Degree Yellow End Time Category Weather Mess Please be advised of the tornado watch in effect for Fort Bend County SMS Pg Text Caller ID 281 207 4880 Recipients Uncheck any of the recipients below to exclude them from receiving the alert message Cepeda Angie Ferra Ing Figueroa Edwin Ayala Carolina Alcalde Casillas Juan Selected Groups User Types Carolina test 11 Employees General Mangual Manuel Menendez Kelvin Pellot Victor Rodriguez Lcdo Vazquez Lourdes Languages English German Portuguese EDIT GROUPS EDIT MESSAGE SAVE AS NEW SEND ALERT MESSAGE ParishSOFT NotifyNow User Guide 4 6 Sep 5 Bro
45. nts who wish to pick up their children will be directed to the east parking lot at St Francis Flementary school If you have questions please call 555 555 3300 Thank you 47 7 6 Frequently Asked Questions What happens if I forget my user ID and password Call the IRIS toll free number at 1 866 905 4747 for assistance Contact a technical support specialist by either sending an email to info parishsoft com or calling the toll free number 866 930 4774 x2 After hours emergency support is available at 1 866 905 4747 and will require that you provide a PIN to the emergency support specialist What happens when a parent has more than one child at the same school Will the message be sent more than once The message should only be sent once The system recognizes duplicate numbers and automatically protects against repeat calling Is there a limit to the number of messages I can send in a day week or month While there is no limit ParishSOFT recommends that you guard against over use of the system Remember NotifyNow is one of many tools at your disposal for contacting parents students and staff If for example you need to get a message to a small group of staff members e g 10 or fewer an email or phone call might work better Additionally using NotifyNow to send a flood of messages could lead some recipients to become numb to the system and they may miss urgent information when it counts most Can I make changes to a message before i
46. o go to http admin irisdispatch com and enter their username and password in the respective fields then click the Sign In button IRIS Administration and Reports 7 0 Welcome to the IRIS online administration and report site Sign in below using your administrator account username and password Username Password Forgot your username password Click Here 3 2 System Menu The menu for an administrator once signed in will appear on the top while the bulk of the page will contain the steps for broadcasting an alert The administrator interface can be navigated by dicking on any of the links in this menu Listed below are the names and description of each menu item For users without administrative rights the only menu item will be a link to Sign Out of the system 3 2 1 Home Page The home page shown below is the first page an administrator sees after successfully signing onto the system Current activity is the first thing listed on this page This shows any alerts that are in progress for the organization as well as other alert information Activity statistics are listed including the number of scheduled alerts date and time of last alert total alerts sent and last data update Welcome to Notify Now Activity Details Signed In As Anspach Andy Scheduled Alerts 0 Last Alert Friday June 6 2006 8 48 Total Alerts Sent 15 Last Data Update Notify Now News and System Updates 6
47. onsible for retrieving data from your organization All data and data updates uploaded by you to TechRadium in proper format before Friday noon Central Time will be available for your use through IRIS on the following Monday excluding holidays Data uploaded after Friday noon central time and data requiring translation into proper format that is not translated into proper format until after Friday noon central time will not be available for your use through IRIS until the next Monday cycle excluding holidays 1 1 2 More on Availability TechRadium will make the software available as measured over the course of each calendar month 99 596if the time In the event the software is not available for the availability percentage during any calendar month then the Term of the License Agreement shall be automatically extended by the amount of the time the software was not available 12 Copyright Notice Copyright 2008 by ParishSOFT LLC This document may be used under the terms the Authorized Use Permission Section 1 3 13 Authonzed Use Permission ParishSOFT LLC hereby grants to you and you acknowledge that you are acquiring only a limited non exclusive license the License to use the Software for use only in the course of your organization and for only the number of authorized seats ParishSOFT LLC remains the owner of all right title and interest in the Software and in any copies of it The License authoriz
48. ould navigate to this section user in the list the administrator will be able to by dicking the Manage Users link under the modify that user s information Users tab in the system menu Also available is the ability to export user profile updates This export will list all changes made by users to their profile if this is allowed by the organization Refer to section 3 1 Logging On for information on how users without The page below will load first allowing the administrative rights can access their profile administrator to search for a specific user by first letter of last name whole or partial last name user s phone number email address local id student or employee id or by listing all users in a specific group or groups Once the search Manage Users Manage Groups IRIS User Accounts A NEW USER Search by any of the following Select groupis below to list all users that are i assigned to those groups Last Name Hold down the CTRL key to select multiple groups First Name Optional test group 2 Test ISD ISD Janitors OR Test School Phone Number LIST USERS Export user profile updates to Excel file Email Address EXPORT Local ID SEARCH 9 RESET 5 1 1 Modifying User Information On the following page is the form for changing user contact and personal information and establishing username
49. rding to organization and or individual user preferences including multilingual translations NotifyNow has multiple options for message creation including text to speech a method for recording voice and saved alerts Two other key components of the system are the user data management module and the system reporting module NotifyNow is powered by IRIS an internet based software application designed to improve communications between Administration and Recipients in the event of emergency or cautionary conditions or other general informational notifications The software enables Administrators to author and broadcast specific prioritized messages to specific Recipients within one or multiple locations under their control using an existing internet connection dedicated telephone number or other means as may be defined of both the Administrator and the Recipient 1 1 1 Contractual Information on Startup Data Upload and Availability Efficient use and function of the IRIS Software requires that all data and data updates used by the software be uploaded by you to TechRadium in XLS CSV or tab delimited formats only and only through FIP or HTTPS formats Data that require translation by TechRadium into the above noted formats shall be subject to an additional charge for such translation and you agree to pay TechRadium its then current customary hourly rates for such translation TechRadium shall not be resp
50. rly exit the system the user must click on the Sign Out link in the menu This will ensure that the session is completely closed Closing the browser does not always close out the session thus allowing for an unauthorized user to gain access to the user account 4 0 BROADCASTING ALERTS 16 4 0 Broadcasting Alerts 4 1 Sep 1 Select Message Type This page allows the administrator to sep Step 2 Step 3 Step 4 select from three different options on Compose Message Select Group s sending a message as well as describe how each alert degree color notifies users by devices listed Phone 1 Phone 2 TEXT TO SPEECH ALERT Phone 3 Email Phone 2 Phone 3 Email M VOICE RECORDED ALERT 4 2 Step 2 Compose Text to Speech Alert Phone 3 Email When the Text to Speech Alert button is clicked a Compose Alert form will load for the administrator to complete You can edit your alert message content any time until you Broadcast the message Phone 2 SMS Email o Z e 4 2 1 Alert Degree This allows the administrator to color code the alert based on priority of the Step 1 Step 2 Step 3 Step 4 message Each color can be essage Compose Message Select Group s Confirm Recipients adapted to an organization s notification policy For example oe ert Degree Q red alerts be emergency i notifications while green alerts can 95 be g
51. roups are system defaults and cannot be modified The initial Groups page for this section lists all groups for which the administrator has rights as well as a form to create new groups For school type organizations the group creation form has an additional field that lets the administrator assign the new group to a specific school 5 2 1 Modifying Groups and Assignments clickingonanameofa Groups View amp Modify group from the list the Edit Group Name Groups View amp i Group Name Group Level Modify page will appear Fest Schoo High School This page lets the administrator edit the SUBMIT name of the group as well aa R ER RR Tre Rca as assign users to or Assign Users search remove users from that Select User s To Add To This Group group In the group Use the search to display users to assign assignment portion a search utility is provided to narrow down the user list Click the Search link to find users by name user type email phone number and other groups The group level and administrators of the group being modified are also listed in the box at the top but these fields cannot be edited Hold down the Ctrl key to select multiple users Create a new group using the form Administration 1 below Administration 13 i
52. rs Sender to filter and search all alerts they have sent in Degree the past by several criteria including Sender Category Degree Category and Type Alerts can also Start Date be filtered by Start Date and End Date T 3 Type Text to Speech amp SEARCH For instance the report results generated below are based on the criteria reflected on the graphic above Reports Search Alerts Search Parameters Sender Start Date s amp SEARCH Degree Blue End Date Category General Tvpe Text to Speech search Results Title Category Sender Date CST Size AJ 23 Test General Garza E Wed 4 2 08 Ei Test General Garza E Wed 4 2 08 a Test General Nagy Wed 4 2 08 a Testing Email Alert General Nagy C Tue 4 1 08 Mensaje De Prueba General Menendez Mon 3 31 08 all This Test General Menendez K Mon 3 24 08 a This A Test General Menendez Mon 3 24 08 all None General Doe J Fri 3714 08 a 6 1 3 Recipient Report Click on one of the alert categories under Current category to display a list of all completed alerts within that category Alerts can ParishSOFT NotifyNow User Guide also be moved into selected categories Administrators can also view a complete category listing Click the title of an individual alert to view its details Reports Alert Category Listed below are all alerts for the selected category To change the category select a differ
53. s and passwords for users of the NotifyNow system Fields that are denoted by an asterisk are required fields and must not be left blank This form also allows for changing the username and password of the user as well as the option to assign the user to one or more groups Users with a language preference other than English can select from different languages as well in which to receive their alerts Depending on the type of organization some additional fields may appear i e Grade Position etc An administrator also has the option to deactivate a user The user will still be in the system but will not have access to his her account nor will he she receive any alert notifications Next to each phone contact device is a checkbox for SMS short message service which denotes whether the phone device can receive text messages This type of device will typically be a cellular phone Devices with this box checked will receive a text message any time that device is not selected to be called Refer to the alert degrees for the organization when sending an alert notification to see what devices are contacted Fach organization has a default call matrix that is Shown for each user under the Notified By section An administrator and change this for each individual user based on how that user would like to receive his her alert notification based on contact device and color degree of alert For example one recipient may elect to rec
54. t is sent Yes you can edit your alert message content any time until you Broadcast the message Use the Edit Message button to return to your message content screen or use the Call Me button and the NotifyNow server will call the phone number you have provided to re record the voice message See Broadcasting Alerts page 16 or Guidelines for Broadcasting an Alert page 41 in the Condensed How To section for more information Can I cancel a message after it has been sent Yes After you send your message go to the Reports tab and find your message from the list Click on the title Click Delete This Alert What happens if a message is not answered the first time Does the system re send When there is a major emergency or red alert the system will attempt to make contact at least three times Can I give access to multiple users at my site ParishSOFT strongly encourages limiting access to no more than two people at each organization initially If someone needs to send out a notification he she should ask for assistance from one of the authorized users at their school or work site Once you are accustomed to using the system you may grant access to Staff teachers and coaches as you deem appropriate Contact ParishSOFT at 866 930 4774 to set up new NotifyNow administrators and new recipient groups What if I need to send a message after business hours Since the system is offered via the Internet you can send a message after
55. ternate Modes of Operation 3 0 3 0 GETING 12 3 1 1 e 3 2 oylemi en 3 3 Change Username and Password 3 4 el SSN E Tc 4 0 Broadcasting Alerts NEN TET u uu u u 4 0 Br adcastng 16 4 1 Step 1 Select Message Type 4 2 Step 2 Compose Text to Speech Alert 4 3 Step 2 Voice Recorded 4 4 Step 3 Selecting 4 5 Step 4 Confirm 4 6 A P 5 0 User and Group Administration J J Q J J J 5 0 User and Group Administration aa 24 5 1 Big n ia o
56. to create a new group or manage the users in an existing group Ld Create broadcast instance of the survey using the template Es Archive the survey template Ld Delete the survey template ParishSOFT NotifyNow User Guide 7 3 Reports n E general alert reports and Repone Summa another for surveys Search Alerts Alert Category Total When you send a general sender Al v 23 alert always view the Degree Al Reports tab to confirm Category Al pcc that the alert is listed Start Date E Find your alert using the End Date Ej Search tool or by Tipe viewing the list of alerts by category If you have mistakenly initiated Alerts Sent Last 6 Months Alert Degrees Sent multiple alerts you can 18 select and delete an alert E 16 by clicking the link in the E Title column Click on Alerts Sent and Alert Degrees Sent to VIEW the total number of 0 F Ae pa n Red Orange Yellow Blue Green alerts during the month and by the color chosen Surveys scheduled for broadcast will display both on the Surveys tab Surveys scheduled for HOME SIGN OUT and on the Reports tab broadcast can be edited Reports or deleted Survey Name Type Date Time Status 1 St Emergency Staff Conference Call Voice 7 21 2008 2 00 PM 2 30 PM scheduled 2 Vote on Council Members Voice 7 21 2008 1i 00 AM 1 00 PM complete 7 4 Guidelin
57. ut for the organization Clicking on each alert will show alert summary information and the content of each alert Search Alerts is a form that lets administrators search for specific alerts based on Reports Summary In Progress Scheduled Alerts Testing Do Not Cancel Scheduled Do Not Cancel Search Alerts k Degree All Category All Start Date E End Date SEARCH Alerts Sent Last 6 Months Jan Feb May ParishSOFT NotifyNow User Guide Sender Hickey D Hickey D 6 0 REPORTING various parameters Alert Category is a form that shows all alerts sent by specific category 31 Alerts Sent Last 6 Months and Alert Degrees Sent are two graphics that showcase the number of alerts sent by the organization during the specific time period and by degree Clicking on the graphical circle for each respective month on the Alerts Sent Last 6 Months graphic will show a list of all the alerts for that month Similarly clicking on the respective bars on the Alert Degrees Sent graphic will show a list of all the alerts sent by the selected category color Status Cancel Queued x EE Scheduled x Alert Category Total 1 General 293 2 Testing 50 3 Advisory 29 4 Attendance 8 Alert Degrees Sent Yellow Blue Green Red Orange 32 6 1 1 Alert Content To view the contents of a scheduled or

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