SMS Opt Out/In

SMS functionality in the CRM highly depends on whether a student has opted in or out of this type of communication.
Use the first section to learn about the fields used.
Use the second section to learn about using the fields.
Use the third section to learn about how the fields are used by automatic processes.

How to read the fields

There are two fields that are used in conjunction to determine the opt in status of a student.

SMS opt out - A check box
SMS opt in date - a date field

SMS opt out SMS opt in date Status
Unchecked Blank No Response
Unchecked Not Blank Opted In
Checked Blank Opted Out
Checked Not Blank This indicates a student replied stop.

Below the Status column will be described.
Note: The status column is not a field in the crm, it is just terminology for describing what the first two columns represent.
No Response:
This means we have not gotten the student to say yes or no yet.

Opted In:
This means the student was opted in by answering “Yes” on a form, or automatically by the online application.

Opted Out:
This means the student was opted out by answering “No” on a form.

This indicates a student replied stop.:
This means that if you see this combination it is likely due to a student who has opted out via texting “STOP”, or someone entering data manually could have done this, although it should be avoided if done manually.

How to use the fields

When opting a student in or out manually it is important to follow this table.

SMS opt out SMS opt in date Status
Unchecked Blank No Response
Unchecked Today’s Date Opted In
Checked Blank Opted Out
Checked Today’s Date Do not do this.

The first two columns show what values should be for the two fields to meet the status you are going for.
IMPORTANT: When opting out a student always be sure to clear the date field before you save. This is represented in the table above via row 4.

How the fields are used automatically

There are several ways these fields will be used by automatic processes.

Form Assembly:

The typical form assembly form that asks for consent uses a Yes/No question, with the phrase can we text you (Actual phrase may vary).
A Yes response will uncheck the SMS opt out box, and set the response date to the SMS opt in date.
A No response will check the SMS opt out box, and clear the SMS opt in date.

Texting:

A student always has the option to reply to the campus texting number with the word “STOP” to cancel the communication subscription.
This will check the SMS opt out box, and leave the date field populated.
The date field can not be cleared via this method like the other methods do.

Online Application:

The online app has a workflow that will fire when the app is submitted that acts as an auto opt-in. (Workflow - Login Required)
The work flow will, amongst other things, update the SMS opt in date field with the submitted date, and uncheck the opt out box if it was checked.
Then a different work flow will send a text message template providing the chance to opt out if desired. (Template - Login Required)

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Published date: 03/08/2017 12:36AM
Last updated: 04/25/2017 7:23PM (Tanis Irwin)
Author: Tanis Irwin
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