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> Use this file to discover available pages before exploring further.
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# SMS Getting Started

# SMS Getting Started

**Managing SMS in Xap is quick and straightforward.** To help you roll this out across your services, it’s important to note that **only Organisation Admins can enable the SMS feature by default**. 
Once activated, your teams can begin sending SMS communications with ease if they have the SMS authorisation.

**Upon enabling SMS for your Organisation, the following fees are applicable:**

| Fee | **Price** |
| ---- |
| **Monthly Fees** | **$25 per month** Includes an Organisation mobile number |
| **Usage‑based fee** | **$0.10** per SMS sent with limit of (160 characters), further characters after this capped at **146** at an additional **$0.10** |
| **Fee per allocated mobile number** | **$25 per month** - For each additional Centre mobile number |
 
###### PDF Resources
| User | Description | Link |
| ---- |
| **Service** | Checklist for getting started with SMS for your Organisation in Xap | [Getting ready for SMS Checklist](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Print%20Resources%20-%20Staff/SMS%20Checklist.pdf) |
| **Guardian** | Guardian process to manage SMS message permissions on their laptop | [Opt out of SMS Web portal - laptop ](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Print%20Resources%20-%20Guardians/Guardian%20Portal%20-%20Managing%20SMS%20Opt%20InOut%20on%20laptop.pdf) |
| **Guardian** | Guardian process to manage SMS message permissions on their mobile device | [Opt out of SMS Web portal - device](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Print%20Resources%20-%20Guardians/Guardian%20Portal%20-%20Managing%20SMS%20Opt%20In-Out%20on%20device.pdf) |
### Actions
1. Customise
         a) [Set User Permissions for Custom Roles](#3-step-2-set-user-permissions)
         b) [Customise SMS Email Template to Guardians (if required/non-mandatory)](#3-step-3-customise-sms-email-template-if-required)
2. [Enable SMS for your Service/s](#3-step-4-enabling-sms)
3. [Send Families the SMS opt out email with actions](#3-step-5-send-families-the-sms-opt-out-email)

${vimeo}[SMS - Getting Started](1174988868)

### Step 1(a): Set User Permissions

The 3 default User Roles will automatically have the SMS permission linked:
* Organisation Admin
* Provider Admin
* Centre Admin

###### Enabling SMS permission

1. Select the **Settings** screen
2. Select **Manage Roles**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1qd3xx9.png)
3. Select the **3-dot** menu next to the **custom user role**
4. Select **Edit**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1u64xdx.png)

5. Under Communications tick **SMS**
6. Select **Save**
||| Note: Default permission of **Standard Push notification** for custom roles will be changed to **SMS permission**. Please check custom roles and unselect SMS if not required.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_wn3pk2.png)


### Step 1(b): Customise SMS Email Template (if required/Non-mandatory)

The system email that will be sent out is called SMS Communication Enabled to Guardian. 
This can be located within your Settings Screen > Email Templates
1. Select **System Email Templates**
2. To **Guardians**
3. Search on the **SMS Communication Enabled to Guardian** template
4. Select the **3-dot** menu 
5. Select **Edit** from the drop-down
||| Note: Please do not remove or alter the wording in between any of the Dynamic Fields {{ }}.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_wh73n8.png)
###### Default Email Template

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12h5zd9.png)

### Step 2: Enabling SMS

SMS can be enabled for:
* Entire Organisation
* All Centres
* Individual Services
||| Note: Once enabled SMS is ready but recommend allowing time for Guardians to set their opt‑out choices. All Guardians & Nominees will be automatically opted IN for SMS.
1. Select the **Settings** screen
2. Select **SMS Configuration**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_jea86v.png)
3. Tick **SMS Configuration** for the **Organisation**
|| Note: By enabling only, the **Organisation** all Centre's are automatically enabled for SMS, however Only the **Organisation** Admin, **Provider** Admin and **Centre** Admin users can send SMS's
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1nlcd4w.png)
4. Select the **mobile number/s** for the Organisation
| Note: Mobile numbers can be used for multiple Centre's. It is __not__ mandatory, to purchase additional numbers if there is no business case to do so. All SMS can be sent from a single Organisation mobile number.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1pnkhjp.png)
| Note: If more than 1 mobile number is selected, you can set the Organisation default number and name the additional mobile numbers. (by naming additional numbers, this will not automatically assign them to the selected service/s) but can be manually assigned as required.
5. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1kmbm41.png)

### SMS Settings
By leaving the only selection as Organisation, this means:

Only the Organisation Admin, Provider Admin and Centre Admin can send SMS's

| Selected Setting | Action |
| ---- |
| 1.Only selecting **Organisation** | Automatically enables SMS for ALL centres, only an Organisation/Provider/Centre Admin users can send SMS for **all** Services. |
| 2.Enable for **all** Centre's | Enables SMS for **all** Centre's linked to the Organisation. (Centre's can be disabled individually as required, standard & custom user roles with SMS permission can send SMS's) |
| 3.Select P**articular** Centre/s | Enables SMS only for **selected** Centre/s, standard & custom roles with SMS permission can now send SMS's. |
| 4.Send Email | Sends the information email to Guardians to advise SMS has been enabled for their centre. No action is required by Guardians only if they need to opt Guardians/Nominees out for SMS. |
| 5.Manage Configuration | Manage mobile number/s and details for Organisation |
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_5ueidr.png)

### Enabling SMS for all Centre's
* Select - **Enable for all Centre's** button
* Any User with the SMS Permission can send SMS's.
* All Centre's for the **Organisation** will be automatically enabled for SMS
||| Note: If the same mobile number is used across multiple services in the message you will need to identify the name of the centre it's the SMS is from. SMS can also be sent across multiple centres at the same time, so even with different mobile number there is no service identifier. The families will need to save the number as a contact

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ideot3.png)

### Enabling SMS for individual Centre's

Depending on your Organisation requirements, you may choose to only enable SMS for selected centre's.

1. Select the **Centre name** from the left-hand menu
2. Select the **Enable SMS configuration**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1xnzq0r.png)
3. View/Change Mobile number
4. Send Guardian **SMS Opt out email** when ready ([see Step ](#3-step-5-send-families-the-sms-opt-out-email)3)
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_s4i13f.png)

### Step 3: Send Families the SMS opt out email

This email is a **manual action** by the **Organisation Admin**, and sends an email to **all Guardians** informing them that **SMS** has now been activated for your Centre/s.
**No action** is required from families **unless** they wish to opt any of their Guardians or Nominees **out** of receiving SMS messages. 
||| Note: All Guardians & Nominees will be automatically opted IN for SMS.

The email includes clear instructions so families can manage their own preferences if needed and can be customised prior to it being sent.
| see [Step 1 (b): Customise SMS Email Template (if required)](#3-step-3-customise-sms-email-template-if-required)

1. Within SMS Configurations, select **Send Email**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_j5kbz2.png)
2. Select **Email Guardians**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1wpke8s.png)
###### Family Summary view of sent email

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_bo6ov7.png)
###### Received Email
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_vqzzm1.png)

|| To assist you further with SMS queries see: [Help Page - SMS](https://help.xap.rocks/en/article/help-page-sms-16jukzp/?bust=1773869875477)