Coretalk - Basic User Guide
Contents
1. coretalk Coretalk Basic User Guide Objective SMS enable your business Which means customers send your business SMS messages and your business receives manages and responds to the messages in a professional manner As a start we are going to teach you how to professionally send receive and manage SMS communication from your PC Once you have mastered this process please go to our support website and view the user guides for the advanced modules http support coretalkgroup com Getting Started Index 1 What is Coretalk e The modem e The SIM Card e The Software e The database 2 Coretalk front screen explained 3 Customizing your Coretalk e Colour coding communication types Creating additional users Creating your company SMS prefix Ensuring your database is backed up Creating additional database fields e Creating SMS templates 4 Getting people to save your business SMS number on their phones and educating them so that they can now SMS TEXT your business e Manually adding contacts into Coretalk e Importing contacts into Coretalk we don t need to explain bulk create etc keep it simple Creating groups sending a bulk SMS message to a group using an SMS template Manually search for a contact and send an SMS message Receiving SMS messages e Managing inbound SMS messages 5 Managing inbound telephone calls and responding to requests via SMS messaging e Adding a note whilst on a call e Managin2. get the contact details from the sender and save them in your contacts Once you have the particular contact info select amp and enter the contact details You can also use the scheduler tool to directly set an appointment with the sender When you have dealt with the sender client you may select the Complete button and move to the next task 5 Managing inbound telephone calls and responding to requests via SMS messaging Coretalk enables you to capture any sort of incoming information against a particular contact This information are sorted per type and can be accessed at any time so you don t have to write down any notes on piece of paper or any other way to avoid misplacing them e Adding a note whilst on a call Whilst communicating with some of your clients via Telephone you can capture the communication notes and associate them to the particular contact To do so from CoreTalk front screen select Add Notes Task find the particular person contact details and start typing the note Internet Signal 54 Queue 0 k Choose Contact John Doe 0720650800 Category Details repairing of his vehicle He is having issues with the engine of his Toyota ehicle He has also mentioned that last service was done abouttwo months ago so he would like to Know hat went wrong OEE 1 Options Cancel L Save amp New Lj Save amp Close By doing this you have ensured that no communication is misplaced or lost e Managing notes
3. that the message has been queued for delivery click OK n four simple Steps we have explained to you how to Send SMS s with Core Talk Please see example bellow Find Contact Screen Compose SMS Send to Contacts Screen You may search for the contact or Kp Type the Message that you intend to aa Once you have added the recipients select the contact that you d like TE TA E Seren send Choose from the options as to how to send the SMS to y PP you d like to send the SMS Find Contacts i Compose SM Add Prefix E have a new dedicated SMS no thatiVzan use 2 ISMS us at Pls save this no as enter your icompany name here and SMS anytime To View More Results Scroll Down The List Or Click Show All L 0732302582 RP S MIS 166 Character s 0725046676 i a Send Later O USU r 0715942436 m Request Delivery Report 0730204756 EE e Create Manage Templates SUUley N L 0721184844 Patricia Nkgomba 0729484928 Nomie Zondo Eb Create A Linked File Template 0828947593 Lydia Molapisi L 0828587071 Kirsten Jutte lotto sions Il SP Add All FE add Selected we Add From Group q Add Other Number x Remove All e Receiving SMS messages When an SMS is received in Coretalk a Notification window will immediately pop up also an indicator of SMS recei
4. Status Indicator ar gt SIM Tray USB Jack _ gt Modem Interface Overview Status Indicator The status indicator indicates the operational status of the modem The table below describes the modem s operational status in various LED light status LED Light Status Modem Status LED ON permanently Modem is switched on but is not registered on the network LED ON and flashing slowly Modem is switched on and registered to network However there is no active communication in progress LED ON and flashing quickly Modem is switched on and registered to network with an active communication in progress LED OFF Modem is switched off e The SIM Card Get a simple GSM SIM card and an attractive SMS Text package from your local cell phone provider just like the SIM card that you have in your mobile phone Plug in the SIM card in the GSM modem as illustrated below and you are ready to go The following steps describe the insertion of SIM Card to the Modem Step 1 Gently press down Step 2 Insert SIM Card with the Step 3 Insert SIM Cover and slide out the SIM cover metallic part facing down andthe back accordingly as shown clipped corner in the left lt M Inserting the SIM Card e The software Coretalk is based on the latest JAVA platform Minimum system requirements to run Coretalk are as follows Item Minimum Recommended Processor 1 5 GHz 1 8 GH
5. and responding using SMS instead of calling back As mentioned above the notes taken are captured and assigned to the particular contact So now instead of calling that person you can simply search for his contact details and CoreTalk will display the complete historic communication To do this on the Coretalk front screen in Search for A Contact bar type in the person s name that you are dealing with and click on the binoculars icon to search On the next screen select the correct contact details and you will be automatically rerouted to the Dea With a Contact Screen Deal With A Contact Dealing With John Doe 0720650800 Limited To John Doe 12 Results Date amp Time teil Item Detail Completion Time Who Did it Notes Simple Task h ahn Doe has called he Awaiting Action Awaiting Action gorgiev wanted to know the pricing for repairing his vehicle He is having issues with the engine of his Toyota vehicle He has also mentioned that last service was done abouttwo months ago so he would like to know what went wrong Now we can view the notes taken for this person so let s send him an SMS with the necessary information and encourage him to use SMS instead of calling us Select the Send SMS button and type in the SMS that you intend to send Deal With A Contact Dealing With CUES a John Doe 0720650800 __ lt Sending Message To I al Jo
6. eat Password LEE L ce Scheduler 8 SMS amp Messaging SMS Suffixes Qn Contact Details John Doe 07 20650800 a Choose Contact e Creating your company SMS prefix SMS prefix is a fixed short message inserted in front of SMS messages sent to clients Each SMS sent from your CoreTalk will include the specified SMS prefix in front of the message e g Coretalk Support Dear client please log a ticket So we can assist you To configure an SMS prefix on your CoreTalk please go to Setup and select SMS amp Messaging Select the button to add a new prefix as illustrated below Once the prefix is created select it and Save the changes Preferences J SMS amp Messaging SMS Restrictions Notifications What Messaging Prefixes Do You Want To Have SMS Prefix CoreTalk SMS X EE CD E T What Is The Maximum Amo 7 fe Enter The New Prefix CORETAL Maximum Concatenated SMS Scheduler e Ensuring that your CoreTalk database is backed up It is very important to ensure that you have the latest Backup of your Coretalk database to avoid losing important information contact details etc due to a hardware failure or file corruption Coretalk automatically creates a backup of the database at preconfigured time You can configure the way you would like the backups to be done i e specify file path and the amount of backup occurrences To access the backup settings please select Setup core
7. equired to fill in the details for your Contacts Vehicle e g Vehicle Make Model First Registration Last Service please note that if you haven t pre configured your Custom Fields you may do so by clicking on Manage Custom Fields option Step 5 Allocate the contact to a Contact Group please note that if you haven t pre configured your Contact Groups you may do so by clicking on Create New Group option To allocate your contacts to groups is very important process that ensures that all your contact information are sorted and can be easily accessed Step 6 You may now Save amp Close to close the Contact Management Screen or Save amp Next to save the contact details and let you create another one Please also note that the Contact Management Screen can also allow you to view the Contact History of Communication and Send a Business Card from the contact to another party e Importing contacts into Coretalk Import Contact Files option in CoreTalk Is used to import contact details from a file such as xls csv This process is normally done in the beginning when your CoreTalk database is empty and you would like to import all your contacts that you have on an excel spread sheet Import Contact File By from Manage Contact Screen Step 7 To Import a Contact File please click on Step 2 Select the contact file that you are intending to import Step 3 Clean the File CoreTalk provides you with a Tool that you ca
8. g notes and responding using SMS instead of calling back e Educating your caller that they can SMS you in future 1 What is Coretalk Coretalk is a Mobile CRM solution that gives you the ability to provide anywhere anytime customer service Make it easy for your customers to communicate with you by letting them use the one device that everyone uses cellular phones Coretalk s innovative Mobile CRM Solution gives anyone in any industry a fast effective and easy way to communicate with their prospects clients and staff all for the cost of an SMS or Text Coretalk is a unique tool to streamline your communication The benefits of CoreTalk include e Communicating with customers suppliers and staff on a platform they prefer e Reducing communication costs for both parties e Have all of your inbound communication information at your fingertips in minutes e Improve customer service e Promotions are easy to run with no expensive short codes necessary e Save money on missed appointments e No expensive custom software integration is necessary e Real time analysis of your daily infield activities is possible e Coretalk fulfils all of your SMS Text needs even as your company grows e The modem Coretalk uses an iTegno 3800 GSM Modem which directly connects via USB cable to your PC or Laptop The GSM modem comes with USB cable and its drivers are automatically installed on your PC with Coretalk installation SIM Cover a
9. hn Doe Add Prefix Add Template 12 Results Dear John please note that you can bring your ehicle for service tomorrow so our technicians can investigate the problem aAlso please save this number and in future just SMS us your query F Date amp Time lw Description gt and we will get back to you ASAP Tnx Toyota Who Did it v Notes Simple 7 Task Serice Awaiting Action gorgiev a Sa Message 2 SMS 241 Character s a Send Later ae Quest Delivery Report I Create A Linked File Template ago so he would like to know what went wrong e Educating your caller that they can SMS you in future So in few easy steps we have replied back via SMS to the client with the necessary information and in the same time we have notified them to save the service number and to SMS any query in future to get feedback ASAP Congratulations you have learnt the basics and you can now expect your customers to start sending you TEXT messages If you have any questions or are confused with respect to using the Coretalk please go to our support website hitp support coretalkgroup com and log a support ticket We will respond shortly and look forward to assisting you further CoreTalk Functionality Diagram Interactive Professional Database i S Integration Messaging Tool E Complete Mobile communication li Reporting Tool history l Sj Task amp Interactive Appointment SMS TEXT Management J Ma
10. n clean all the unnecessary info or adjust the information layout as required on your excel file See sample below Step 2 Clean The File O CSV O TAB O Space B antheo timm seb BMW 320i ben bertels meter BMW M3 Candice Lee Viljoe chantelle roux me BMVW X3 heo Timm Anthony Siquaque Ben Bertels Candice Lee Chantelle Roux Che vonne Swanepoel Christa Beukes Edwin Thoka Elaine van Elna Erskin Frik Pretorius christa beukes m BMW 530d Elaine VanZyl seb BMVW 530d fpretorius meterm BMW M3 vid japie vdberg mete BMW M3 Column oF Insert String Into Remove String From Column Column 4 Step 4 Assign columns from the contact file to correct field on CoreTalk Double click with the mouse on Not Used and assign the correct Field of Information Please repeat this process for all the columns on the import file Press next to proceed Step 3 Assign Columns Cleaned File Contents Remove First Row Not Used Not Used Not Used Timm antheo timm sebata co ndice Lee Viljoen chantelle roux meterma Double Click with your mouse on Not Used and assign the Correct Field fel FSR eel ol bl felis Minster rod 6237 michael tiyane meterm Michelle O76 974 9368 michelle boekhouer m 072 645 4885 moses bokaba meterm Step 5 Preview all the informati
11. nitor your Queue indicator while it s sending the SMS Step 3 Now you may select Add Template select the required template from the menu and send it to clients by selecting Send Now SMZ la Internet Signal 67 Outstanding Items Queue O F mj 9 1 sj 1 Coretalk Support Get people to save your SMS number Message 1 5M5 0 Characters C2 Send Now lt 3 Send Later C Request Delivery Report Create Manage Templates Note that SMS template messages might be longer than fel Create A Linked File Template the length that was displayed when you created the template Working on the problem Group Number You may also setup a Date Time of when the bulk SMS should be send You can achieve this by selecting Send Later and setting up the Date and Time Coretalk will hold the messages in the queue until the specified time e Manually search for a contact and send an SMS message To access the Send SMS option on CoreTalk you can either access it from the Icon on the Main Menu Front Screen Shortcuts or by using the Static bar on CoreTalk Let s us explain to you how easy is to send SMS s with CoreTalk Step 7 Press the icon of the man and the mobile phone on the static bar or go to Send SMS from the main menu Step 2 Select the recipient that you want to send the SMS to To search for a specific contact enter their name or a part of it in the textbox under Add Recipients and press the Binoculars To clea
12. not Start With A Number e Creating SMS templates SMS templates are preconfigured SMS messages that you can send to clients This eliminates the time and effort of typing a new SMS message every time you need to send SMS To create SMS templates from the Coretalk front screen go to Send SMS Once in Send SMS screen select Create Manage Templates Now type in the specific message that you would like to further use as template vou may add special parameters such as Name Cellphone number by selecting Add from the Parameters menu When finished creating the Template select Save template Later you may use the Add template in the SMS send tool select the particular template and send it to clients SMS Multiple Recipients Find Contacts J SMS a Search Add Prefix Prefix Add Add Template ate Hi NAME we are giving 50 offon 400 Parameters 98 211 Results all Spa treatments for existing clients Contact Data Please sms BOOKING to 0839998877 to To View More Results Scroll Down The Op aaie cae book now Click Show All F ae a moe gt Name LUI Deets m 0732302582 mcs LJ 0725046676 Busi 0746668986 eal sage 1 SMS 123 Character s E 0720502324 Selina C 0715942436 Collett LJ 0730204756 Bongani i C 0827639695 Audrey Man C 0721184844 Patricia Nkg C 0729484928 Nomie Zondi C 0828947593 fs os2es5e7071 4 Getting people to save your b
13. on entered once confirmed that all is correct you may proceed Please note that CoreTalk might find Contact Details that exist on your database you have an option to either ignore the new info update or create new Contact with the information provided Now you have a CoreTalk database that contains all your contacts information e Creating contact groups Manage groups enables you to create groups allocate members or setup remote access to TEXT groups when you are away from your PC Profiling your contacts and TEXTING them as a group saves time and ensure that you provide relevant information to the right person You can associate CoreTalk contacts with one another in groups A contact can belong to as many groups as you like pa View Create Edit Groups Step 7 Once in Manage Groups Screen click on Step 2 On the right side of the screen click on Create New Group Step 3 Type in the Group Name and Group Description as per sample below ode Please Create A New Group ee Toyota oS O Description Owners of Toyota Vehicles Step 4 Proceed by clicking on Save Please note that you can Edit the Group Name Details by clicking on Edit a group details CoreTalk allows you to either Delete by Group only delete the group but leave the contacts that were assigned to the group or Delete Group amp Contacts delete the group and the contacts associated to the group e Sending a bulk SMS message to a gr
14. oup using an SMS template Coretalk enables you to send Bulk SMS messages to all your clients to notify them of various events or current specials available in few simple steps Step 1 Goto Send SMS from your CoreTalk In Find Contacts screen you may select the contacts manually or Add a Group of contacts that you would like to send a bulk SMS to If you select the contacts manually then click on Add Selected or click Add From Group to add complete list of contacts associated to a specific group c SMS Internet Signal 54 Outstanding Items Queue D l me ing j 7 a e Cancelled 3 SMS Multiple Recipients Find Contacts 2 Send To Contacts Ez ea SMS a Search Search Find Any Matches Add Prete Prefix Add 7 Add Template ate Results Cell Number C 0828016015 0823349023 0716833276 0798747118 Message 1 SMS 0 Characters a Send Now _ Send Later C Request Delivery Report Create Manage Templates mA Create A Linked File Template Step 2 Once you have added the contacts on the Send List you may type in an SMS with the relevant information and select Send Now to send the SMS to all selected contacts Or you may click on Add From Group and select the group of contacts you would like to send the Bulk SMS Please note when sending a bulk SMS it might take a while to send the SMS to all contacts depending of the number of contacts selected You may mo
15. ple This is your modem status indicator t tells you whether you have a problem With your connection to the modem or not It should always be green If the modem is disconnected the light will change and this will affect your ability to send and receive TEXT messages a Pa This is your internet status t tells you whether you are online or not Some GULE ofthe Coretalk features use the internet to function however sending and receiving TEXT messages does not need INTERNET connectivity This is the GSM signal strength indicator It shows the strength of the GSM Signal at your location Most areas are now covered by GSM signal If you have a poor signal then it will affect your ability to send and receive messages Keep in mind that if your mobile phone works and you are using S525 the same telecom provider then you should not have a problem with the signal It also includes a Queue sent Cancelled status that provides details with respect to messages waiting to be sent messages that have been cancelled and messages that have been sent It manages the TEXT sending tool It s easy to see how many TEXT messages have been sent how fast they are being sent and your overall status Signal 48 Queue Sent 0 The outstanding items display is really important It provides you an instant overview of the CURRENT issues in your business It lets you know how many outstanding issues you have that need to be dealt with This i
16. r Satis Outstanding Items B91801232 Search for a Cancelled 0 CoreTalk Main Oe eae Contact Bar Menu Settings amp Preferences Functions Shortcut Menu CoreTalk Marketing Pages Forward SMS from CoreTalk to your mobile phone This is your home page icon you back to the home page when you are you are in other parts of the system It is there to help you with navigation It s simple to get back to the home page when you want to This is the add a contact shortcut it allows you to add contact details into Your database You can easily create a relevant database of contacts when required It is always visible so that you can add a new contact no matter what you are doing This is the send a TEXT message shortcut it takes you to the screen where you send TEXT messages to contacts It s faster and more responsive than trying to phone people This icon is used to schedule an appointment You can create appointments and Coretalk will automatically TEXT the appointment details and send a reminder to the recipient This will reduce the time and effort in setting up confirming and reminding people of appointments This is the search for a contact shortcut Instantly find a contact and then see everything about them When dealing with someone it is really good to see their history of communication The back and forward buttons allow you to navigate between screens making it sim
17. r the search press the refresh Step 3 The recipient that you have added are displayed in the middle column of the screen To search for a specific recipient that you added enter their name or a part of it in the textbox under View Recipients and press the Binoculars Step 4 Compose the message that you want to send by typing it in the textbox a To add a prefix to the message press Add Prefix and select the prefix that you want to add by clicking on it b To compose a message from a template press Add Template and select the template that you want to use by clicking on it c Tocopy text from the textbox drag your mouse over the text and right click and select copy from the menu that appears d To paste text into the message drag your mouse over the text and right click and select paste from the menu that appears e If you would like to receive a delivery report about the message click the checkbox next to Request Delivery Report f To send the SMS immediately press Send Now g A pop will ask you if you want to continue to send the message Click OK h Another pop up will confirm that the message has been queued for delivery click OK i To send the SMS ata later stage press Send Later select the date and time that you want the SMS to be sent at on the mini calendar and press Select j A pop will ask you if you want to continue to send the message Click OK k Another pop up will confirm
18. rketing a Feel free to browse the Coretalk Knowledgebase to see how the rest of the software functionality works http support coretalkgroup com index php Knowledgebase List Coretalk by Industry Complete user guide for Salons please click on http esmssoftware com uploads Documentation UserManuals Salons 20User 20Manual 20 pdf Complete user guide on Coretalk for webmasters please click on http support coretalkgroup com manuals How 20to 20SMS 20enable 20your 20website pdf For a general overview of the features and benefits of the solution navigate to www coretalk co and then view the information in the about Coretalk section of the website Want to see how the Coretalk value comes together for other companies Simply navigate to www coretalk co and then view the detailed video material in the Coretalk by industry section of the website Thank you for purchasing Coretalk we appreciate your business Copyright MMG Holdings 2012 Q coretalk
19. s broken up into received TEXT messages notes promotional entries reports appointments etc Outstanding Items 19152 3 Customising your CoreTalk CoreTalk enables you to customise many features and options that will suit your business and the way you communicate with your clients e Colour coding communication types Colour coding is very important feature that enables you to specify different colours of the communication tables appointments reports notes etc for easier management To start colour coding your communication types please go to Setup coretalk logo on your CoreTalk and select Application Defaults Now set the desired colour for each of the communication types and save the changes CoreTalk will now show identify each type of communication with different colour Message Colours Set Info Line Default Colours Scheduler a SMS amp Messaging ce e Creating additional users Coretalk enables you to create username and password for each person that uses the system This is very important for security and to easy manage tasks associated to that particular user person To create a new user please go to Setup coretalk logo on Coretalk and select Users Click on New Login and add its credentials followed by associating the user to the persons contact details Eg Application Defaults ak Users a coretalk 4 2 New Login _ Log Password Rep
20. talk logo and se ect Backup from the menu You will immediately note on which date was the last backup processed the directory of where the backup was placed and also indication of whether the backup was successfully done or not In the backup screen select Setup and configure the way you want your backups to occur Preferences 8 SMS Suffixes a Coretalk Subscription 3 Database Management Last Scheduled Backup Archiving Path To Backup Folder C UWsers Public Programs Backbone Technologies Coretalkidata DB Backups Path To Restore Folder C Users PubliciPrograms Backbone Technologies Coretalkidata iDB Backups Browse P3 Next Date To Do Backup 2042 07 20 Backup Every pane Tr Custom Fields e Creating additional database fields Coretalk enables you to create custom fields in your database to capture additional information for each contact so you will never be limited to specific types of information that can be captured To create Custom Fields please go to Setup Preferences and select Custom Fields Click on Add field to create new fields Once the fields are created you can capture additional contact details for each type Please refer to How to manually add contacts in Coreta k for further understanding of where the custom fields are used eee a a Custom Fields SMS Suffixes Custom Field Name G gt Coretalk Subscription This Name Cannot Contain Any Spaces And can
21. usiness SMS number on their phones and educating them so that they can now SMS TEXT your business e Manually adding contacts in Coretalk Step 1 Click on Manage Contacts shortcut on the CoreTalk front screen or you may access it from the Menu Core alk Logo Step 2 On the Next screen click on z Create New Contact Step 3 Type in all Contact information available as shown on the example ven No Contact Selected Custom Fields Groups Communications History Business Card ra Personal Details gt Contact Numbers CeuNumber 0835554477 Tel W 0119997788 Fax W 0866665544 Title Mr v Name Joe Last Name Soap Position Director Address Details Company BB Holdings E mail joe soap com Select The Address To Edit Home Address zj Web Site www bb com Street 66 Park Ln Birthday City Sandton State Province Gauteng Zip Postal Code 2196 _ Country Region South Africa g Cancel H Save amp Close tH Save amp New ae Clear L Step 4 Once you have filled in the basic Contact information you may proceed with the Custom Fields Custom Fields Please add all the additional information for that particular Contact Let s say you are an Car Service Dealership and you are r
22. ved will be shown in the outstanding items Shs na SMS d Internet Queue H EtG Sent Cancelled O coretalk Make it easier for your customers to communicate with you ee ee You may access the message by selecting View from the Notification Pop up or double click on the new SMS received indicator in the outstanding Items bar Now you will be redirected in the To Do screen where you can see the content of the message and the number sending the SMS If you double click on the highlighted field where the message is displayed you will be redirected in the Dea with Contact screen where you can use the tools provided to reply to the contact to add a note or schedule an appointment er emel Signal 40 ianed Queue 0 ee EEan n COO EE O Cancelled 0 z 7 Deal With A Contact l comes 48 cose Dealing With Unknown Contact 27832873864 Comments wiew a ee apin n a ian Action Awaiting Action Awaiting Action Hi we are interested in your products please give us more information e Managing Inbound SMS As described above in Deal with Contact screen you can view the complete communication history with the particular contact From the available tools you can reply back to the sender via SMS A or contact the sender telephonically and add the notes of discussion ie All forms of communications will be saved against the contact But the most important part is to
23. z Memory 1 0 GB 2 0 GB Free Hard 1 oO GB 2 0 GB Drive Space Internet Connection Low Speed Internet High Speed Internet O ti Windows XP SP3 Home or Professional Windows Vista all editions eri mg 32 or 64 bit Windows 7 all editions yaen 32 or 64 bit Screen i 1024 x 768 pixel minimum resolution required Resolution e The database CoreTalk is using an SQL database where all the information is stored The CoreTalk installer automatically installs SQL 2005 Server Express to run its database If you already have SQL 2005 or higher installed on your PC the installer will configure itself automatically so you don t have to configure any settings manually 2 Coretalk front screen explained Now before we go through this overview keep in mind that your company may use some or all of the TEXT features in the Coretalk product so don t be intimidated by all the functionality Coretalk is like some of the spreadsheet programmes that you use they have many features but you end up only using the part that helps you So go through the first overview and learn a little about the functionality just get a general feel of the product Objective Understand the general layout of the product and get a feel for the functionality of the product GSM Modem and Modem Signal Meter Outstanding Items see Navigation Panel and SMS Queue Sent what needs to be dealt with at a glance Internet Connectivity d Task B and Task Ba
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