Important Message Manager Note!

   

Things To Note:

To function normally, Message Manager, MUST be running at all times!!!! 

It is best to have Message Manager start up on a PC that is used daily so that the updates can be loaded as they come available.  Doing this also ensures that Message Manager is always available to do its communications job.

Message Manager must be running in order for it to send out the automated reminder text messages.

Message Manager is required for all communications used by Mobile Manager Pro.

Finally, make sure that Message Manager is set up to text from only one computer or multiple messages will go out to your customers.



Activate Message Manager Pro

From your activation email

  1. Open your email that contains your SMS Number and Activation code

  2. Highlight your Activation code and copy it via CTRL+C or Right Select/Copy

  3. Select the Pro Pack button

  4. Select the Message Manager Pro button

  5. Select OK in the dialogue prompt that says "There was a problem with activation key"

  6. Type in your SMS number in the fields under Your Message Manager Number

  7. Select in the box under Activation Key and paste your activation key via CTRL+V or Right Select/Paste

  8. Select the Save button


With the Get Key feature

  1. From Message Pro

  2. Select the Settings tab

    The settings window opens

  3. Select the Messaging tab

  4. Select the Get Key button

    The verify your shop email address window opens

  5. Enter the email address for your shop

    The email address must match the email address that we have on file for you

  6. Select OK

    Your SMS number and activation key will populate

  7. Select the Save button



Automatically label appointments as confirmed


Things to Note


Message Manager automatically sends out a reminder text to your customers about the upcoming service.   When the customer confirms the appointment by replying with the letter "C", Message Manager inserts the "Confirmed" label into the appointment showing that the customer is coming in for the service recommended. 

This helps keep track of what appointments or recommendations are still outstanding allowing for reminders to be sent to those customers.  When an appointment is confirmed through a method other than the automated text, it is a good practice to add "Confirmed" to the appointment to avoid multiple contacts to the customer.


How To:


  1. From the main Message Manager Pro window

  2. Select the Settings tab

  3. Select the Automation tab

  4. Check the box labeled Customer Can Reply C to Confirm Appointment.

  5. Verify/Edit the label to prefix to the appointment notes field in your management system.  Note: [Confirmed] is automatically installed.

  6. Select the Save & Close button to save changes.




Create and Edit your Quick Messages

Things to Note

Texting saves time.  Quick Message texting maximizes the time saved.  You can simply modify a prebuilt message or create your own message that you can send to a customer with just a few clicks. 

Wild Cards  are terms in brackets [ ] that will automatically fill in specific information from you Shop Management System data base such as customer name, appointment date and so on, right into your prewritten message.

How To:

From the main Message Manager window, click on the Quick Message tab

Next click on the Template Builder tab open up a window where you can make and customize your own Quick Template Messages.  This window has the following buttons;

+Add This button will open a window that will allow you to build you own messages.

Title   Name your new message here.

Description  Type the actual message in this window.

Wildcards Clicking on this button will open a drop down menu that has a list of WildCards in it.  The text you will find in the brackets [] will allow the computer to pull the information from your current RO and fill it in automatically in each message created using these Wildcards.  For example, [CustomerName] will automatically place the current RO customer name into your message with no need to type it.

Wildcard Definitions:

[AppointmentCategory]  Chooses category from SMS such as Lube Oil Filter Change.

                           [AppointmentDate] Pulls the appointment date and time from the SMS.

                           [AppointmentNote]   Adds any notes in the appointment to the text.

                           [CompanyOrCustomer]   Automatically places the customer or company name in the message.

                           [CustomerName]   Pulls the current customer name from the document in use.

                            [OptOut]   When this is used in a text message, this wildcard gives the customer a chance to stop receiving texts. 

                            [ReplyToConfirm]   Allows the customer to type the letter "C" to confirm the text message.

                            [ShopName]   Your shop name will fill in where this is placed.

                            [ShopPhone]   Your shop phone number will fill in where this is placed.

                            [Vehicle]   Customer's vehicle information will fill where this WildCard is placed in your message.


Once you have completed writing your text message, click  OK button to save the new message. Close out the Message Manager  windows back to the main window.  Your new message will now appear in the Quick Templates drop down menu when clicked on.

Editing Quick Messages   While in the Template Builder window you can click on a message title, then the Edit button, to open the editing window for that message.  Make the required changes to your message, then click the OK button the save your changes.

Deleting Quick Messages.  In the Message Templates window, click and select any message you wish to delete, click the Delete button to remove the message template.


                 




Include Appointment Time with Date in text message

Things To Note:

Whether you're just starting or have already transitioned your customers to setting the next appointment, adding the time of the appointment to the reminder is a great option.

RECOMMENDATION: Be sure to plan your schedule a couple weeks in advance to get the time more accurate. Lube Sticker Pro can auto increment time between appointments, but does not replace the planning needed for a scheduled day.

How To:

  1. From Message Manager Pro

  2. Select the Settings tab (The settings window opens)

  3. In the settings window

  4. Select the Setup tab

  5. Check the Option Include Appointment Time in Vehicle Description in Text Message.

  6. Select the Save button

Now in addition to the Appointment Date, the Appointment Time will also be included



Include License Plate in Vehicle description in text message (Fleet Vehicles)

Things To Note;

If you service fleets or have customers with several of the same Year, Make, Model vehicles, this is a great option to turn on as it will communicate to the customer the specific vehicle that is due for service.  You can add Unit # and or License in the reminder message.

How To:

  1. From Message Manager Pro

  2. Select the Settings tab (The settings window opens)

  3. In the settings window

  4. Select the Setup tab

  5. Check the Option Include License Plate in Vehicle Descr in Text Msg

  6. Select the Save button

Now in addition to Year, Make, and Model, the License Plate and/or Unit # of the vehicle will be part of the text reminder.



Include Unit number in Vehicle description in text message (Fleet Vehicles)


Things to Note

If you service fleets of vehicles, this is a great option to turn on as it will communicate to the fleet manager, the specific vehicle that is due for service.


How To:

From Message Manager Pro

  1. Select the Settings tab (The settings window opens)

  2. In the settings window

  3. Select the Setup tab

  4. Check the Option Include Unit # in Vehicle Descr in Text Msg

  5. Select the Save button

Now in addition to Year, Make, and Model, the Unit Number of the vehicle will also be included



Increase the number of messages displayed in my messages window

  1. From your Message Manager Pro window

  2. Select the Settings tab

  3. Select the Messaging tab

  4. In the box under Max Messages Displayed, increase it to your preferred number

  5. Select the Save button



Print text message history for a phone number

Things To Note:

Every text message that you send and receive from your customers is recorded and saved by Message Manager.  You have a full time stamped history of each text.  If there is ever a question about any communication, authorization or such, printing or copying the history is very simple.

How To:

From Message Manager Pro

  1. Open one of the Message Manager text applications.

  2. Select the Print Conversation tab. Communication history is displayed in the window.

  3. Select Print from the menu.

  4. Select your printer from the printer list.

  5. Select the Print button.

  6. Note:  You can also select and copy the text from the open window.



Select or Change the phone number Message Manager Pro links to

Things to Note

Message Manager looks into your Shop Management System for the phone numbers it should use to text a customer. 

Please note that it is important that the right phone number fields are chosen in both your Shop Management System and Message Manager.  If any changes are made, be sure to update Message Manager.

How To:

  1. From your Message Manager Pro window

  2. Select the Shop Management tab

  3. To select the Primary Cell Phone, click the drop down arrow and choose the phone field that you want Message Manager to use.

  4. Select the Phone Label that applies to your cell number in your management system

    1. Optionally set a Secondary Cell Phone. Secondary Cell Phone is only used to check incoming messages for cases when Primary Cell Phone forwards to Secondary Cell Phone and Secondary Cell Phone replies directly to your SMS number

  5. Select the save button to commit your changes.



Send Text Messages


Things to Note

  • Message Manager gives you multiple ways to send text to customers with just a few clicks.  Here is a brief over view of each method;
  • New Message: This opens a new window where you type in the text number you wish to contact, type your message and click on the send "arrow" to send your text.
  • Quick Message: When selected, a new window opens for texting the customer who's RO or estimate you are currently in your management system.  You will note that the customer name and phone number appear at the top of the window.  Select from the prebuilt messages you have to send to the customer.  (See "create and edit your Quick Messages..." for more information on building your own messages.)
  • Customer List:  Start to type in a customer's name that is in your data base.  You will see customer names appear in the window below.  Double click on the customer name you wish to reach and send a text to them.  This text method is great for reaching out to customers when their ordered parts are in.
  • Work In Progress:  Clicking on this Message Manager function will open a window for quick texting any customer currently in your Work In Progress screen.  Great for sending that final text to tell the customer to pick up their completed vehicle.
  • Calendar:  Message Manager allows you to see the currently scheduled appointments and recommendations for today in Calendar.  Just clicking on the appropriate customer, you can send a text right from there.  You can look back, forward and even today to see what customers missed their appointments.  Click and send a reminder to the customer right from that screen.  Select the Recommendations button to see what recommendations are due.  Click and send text reminders to those customers.

How To:

 

Sending a New Message

  • From Message Manager Pro
    • Select the New Message button
    • Type in the cell number in the top box
    • Type in your text message in the bottom bo
    •  Select the send button (Arrow Button.)

Sending a Quick Message:

  •   Have the RO or Estimate open in your Shop Management System for the customer you wish to text.
    • Select the Quick Message button
    • Choose your Quick Template message you wish to send a text to.
    •  Select the send button (Arrow button).

Using Customer List:

  • Click on the Customer List button in the main Message Manager window.
  • Start typing the name of the customer you wish to text in the upper window.
  • Once the full name fills in on the list, double click on that name to open the text window.
  • Select a message from the Quick Templates or type in your own message.
  • Click on the Send button (Arrow).  To send messages

Using Work In Progress:

  • Choose the Work In Progress button by clicking on it.

    • Your Work In Progress will appear in the window that opens.

    • Click on the customer you wish to contact.

    • Choose a Quick Template or type your own message.

    • Click on the Send button (Arrow) to send text message.

Calendar Texting:

Note:  When "Appointments" is selected in the Calendar window, only appointments will be shown.  Selecting "Recommendations" will list any open recommendations for the day selected.

  • Click on the Calendar button, the current day opens up in the window.  You can also choose another day in the small calendar in the upper left side of the window.

  • Double click on the customer name to send a text to.

  • Select or type your own message to send.

  • Click on the Send (Arrow) button to send the text.







Set up auto reminder text messages for appointments

Things to Note

Setting up text reminder will allow Message Manager to automatically send reminder texts to your customers.  This is key to the whole process of gaining and keeping customers.  Basically set it and forget.


This function needs to be used on only ONE computer that is on everyday.  Making these adjustments on additional computers will result in multiple text messages going out ot your customers. 


Also choosing to send the text message 7 days in advance of the appointment will only send messages on the days that you are open. 


How To:


  • From your Message Manager Pro window
  • Select the Settings tab
  • Select the Automation tab
  • Check the box labeled Send Auto Text Message Reminders From This Computer
  • In the box under Send At, set the time of day that the reminder will be sent.
  • In the box under Days In Advance, set the number of days before the appointment that the reminder will be sent
  • In the box under Appointment Reminder Message is the message template that will be used when sending the reminder.


         Changing or Editing the Appointment Reminder Message;


  • Just select any text you wish to change, type in the new text.  Select the appropriate WildCards to pull data from your system.
  • Select the Save button to commit changes.




Using Individual Chat

Things to Note


Individual Chat allows for private person to person communications.  The message will only go to the person selected for it.


How To:


       1.      From the Main Message Manager window.

2.      Select Individual Chat.

3.      Choose who you want to communicate with in the drop down menu.

4.      Type your message in the box.

5.      Click the send button (arrow) to the right of the message box to deliver your message.



Using Team Chat

Things to Note

Team Chat allows you to send messages out to all individuals on the Message Manager Chat system. Good for alerting all at once to some event or announcement.

How To Send Team Chat Message

  1. From the Main Message Manager window

  2. Select Team Chat. (The Team Chat Window Opens)

  3. Select who you are from the Sent From: drop down box in the upper right corner of the Team Chat window

  4. Type your message in the box at the bottom of the Team Chat window

  5. Click the send button (arrow) to the right of the message box to deliver your message.






Where did my Message Pro screen go

Message Pro is designed to start when your computer starts so the service should still be running. Once you have opened Message Manager Pro for the day, keep it open on your Task Bar (that's the bar at the bottom of your computer screen that shows the icons of programs that you have open). If you do not see the Message Pro icon on your task bar, follow these simple steps to get it back

  1. Expand the icons in your system tray by Selecting the arrow that is next to it. If no arrow is there, proceed to step 2. (Your system tray is the list of icons for services running and is located by your computers clock. Typically the lower right corner of your screen)

  2. Right Select the Message Pro icon (it's a wrench with a grey square around it).

  3. Select the Message Manager option from its menu. The Message Pro window opens