Eclipse Software Ltd Eclipse User Guide

2010 SMS Messaging

Eclipse User Guide

SMS Messaging

Page 1 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

SMS Messaging (Bolt-on):

Features and Related Topics:

1 Introducing SMS Bolt On:....................................................................................................................... 3
2 Purchasing SMS Messages: .................................................................................................................. 3
3 Creating an SMS Template:................................................................................................................... 3
4 Sending a Single SMS Message:........................................................................................................... 4
4.1 Candidates: ............................................................................................................................... 4
4.2 Clients ....................................................................................................................................... 6
5 Sending an SMS Mailshot...................................................................................................................... 7
6 Auto SMS Feature:................................................................................................................................. 9

Page 2 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

1 Introducing SMS Bolt On:

The Eclipse SMS bolt on enables SMS messages to be sent to both clients and candidates via Eclipse.
This can be performed one message at a time or as a bulk mailshot.

2 Purchasing SMS Messages:

Before SMS messages can be sent from Eclipse an account must be set up with the SMS provider and
text messages must be purchased. The provider of the SMS messages for Eclipse is called
‘SMS2email’ where various price plans are available. See the link below.

www.sms2email.com/site/smsprices.php

Once the SMS account has been activated with ‘SMS2Email’ enter the user name and password in the
‘Auto SMS’ tab within the ‘Eclipse Default Preferences’ section of the Maintenance Menu. The screen is
pictured below:

Enter the SMS2Email user

account details within this
screen.

These fields relate only to

the Auto SMS feature
which is explained fully in
Section 6 of this user guide

To check the credit on the account simply select the ‘Check Credit’ button on the right hand side of the
user account details.

The fields in the bottom section of the window relate to the auto SMS feature associated with temp
contracts. These settings are explained fully in section 6 of this guide.

3 Creating an SMS Template:

Sending SMS messages, either individually or as a mail shot, is performed in a similar fashion to
sending either a letter or an email and therefore a template must first be created. Templates are
configured in the ‘Document Templates’ section of the ‘Maintenance Menu’. Please see the ‘Mail
Merge’ user guide (Link below) for more information on creating document templates.

www.recruitment-software.co.uk/download/guides/mail_merge.pdf

Once a template has been created and SMS messages purchased, the process is as follows:

Page 3 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

4 Sending a Single SMS Message:

There are two methods of sending a single SMS message to a client or a candidate.

4.1 Candidates:

To send a single SMS to a candidate, first open up the relevant record. Next, select either the ‘SMS’
icon on the right hand side of the mobile telephone number field OR the ‘Output Letter / E-mail / SMS’
button on the bottom left hand side of the record. Both are indicated below:

Select the ‘SMS’ button next

to the mobile telephone
number field

OR
Select the
‘Output Letter/E-mail/SMS’
button

Note:
Selecting the SMS button will display a list of SMS templates only. Selecting the ‘Output Letter / E-mail /
SMS’ button will show a list of all the templates combined. The example below assumes the ‘Output
Letter / E-mail / SMS’ button has been pressed and displays a list of all document templates regardless
of type:

Select the desired SMS

template from the list.

Where the SMS short-cut is

selected from the candidate
screen this will be a list of
SMS templates only

Choose the desired SMS template from the list and select the ‘Output’ button to open the SMS editor:

Page 4 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

Edit the text message as

required. To view the text
message as it will be read
by the candidate, select
‘View Merged Data’

Select ‘Create SMS’ to

send the message to the
‘Outbox’

Edit the text message as required. To view the message as it will be read by the candidate, select ‘View
Merged Data’. To send the message, select ‘Create SMS’. The SMS is then placed in the Outbox as
shown below. Double click to edit the message. Select Send All SMS’s to send the message.

To edit the SMS message

at this point, simply double
click

Select ‘Send All SMS’s’ to

send the message

A copy of the message will be placed automatically into the candidates contact log and should the
candidate reply, the message will be received into the users Outlook Inbox.

Page 5 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

4.2 Clients

To send an SMS message to an individual contact, first open the relevant client record. Secondly select
the ‘Output Letter / E-mail / SMS’ button at the bottom left hand corner of the screen as shown below:

Select the ‘Output Letter / E-

mail / SMS’ button at the
bottom left hand corner of the
screen

Firstly select the desired pre-configured SMS template from the list. Secondly, choose the recipient of
the SMS message from the list of contacts in the bottom section of the window:

Select the desired pre-

configured SMS template
from the list

Choose the recipient of the

SMS message from the list of
contacts

The template will be displayed. Edit the template as required and merge the data to view what the SMS
message will appear like when sent to the contact. To send the message, select ‘Create SMS’ which will
commit the message to the SMS outbox. The message can still be amended in the ‘Outbox’ if required.

Edit the template as required

Select ‘Create SMS’ to

commit the message to the
SMS outbox

Page 6 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

5 Sending an SMS Mailshot

An SMS mail shot can be sent from the client, candidate, temp contract and timesheet sections of
Eclipse. To send an SMS mailshot firstly create the mailing list in the main window.

The example mailing below has been created in the candidate section of Eclipse.

Ensure that only the desired recipients of the SMS message appear in the main window. Select the Mail
Shot button on the left hand side of the main interface:

Select the Mail Shot button on

the left hand side of the main
interface

Ensure that only the desired

recipients of the SMS message
appear in the main window

Selecting the ‘Mail Shot’ button presents the following window. This displays the total number of
candidates who are eligible to be included in mail shots. This list will exclude any candidates where the
option to exclude them from mail shots has been selected within their individual records.

Select the desired SMS

template from the list of the
right hand side of the screen

Thos screen indicates how

many candidates have an e-
mail address and / or mobile
telephone number present

The window above indicates how many of these candidates have an e-mail address present and how
many have a mobile telephone number. In the example above, only three candidates have a mobile
number therefore this particular SMS mail shot will only be sent to those three candidates. This
demonstrates the importance of completing such detail in both candidate and client records in Eclipse.

Select the desired SMS template from the list of the right hand side of the screen. And click ‘Proceed’
The following SMS message screen will appear:

Page 7 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

Eclipse has created three

individual text messages for those
in the original mailing list with
mobile numbers

To view the text messages as

they would appear to a recipient
select ‘View Merged Data’

In this example, Eclipse has created three individual text messages for those candidates in the original
mailing list with mobile numbers. The messages can be amended individually at this point if required.
Finally, to view the text messages as they would appear when they are received, select ‘View Merged
Data. To create the messages select ‘Create SMS’. Eclipse will display the following information box
before opening the SMS Outbox:

Eclipse will display this

information box before opening
the SMS Outbox

Select ‘Yes’ to continue to the SMS outbox pictured below:

The ‘Outbox’ lists each text

message detailing the mobile
number, the message itself, the
length of the text message and
finally the time it was created

Finally, to send the messages first

ensure that Microsoft Outlook is
open and then select ‘Send All
SMS’s’

The ‘Outbox’ lists each text message detailing the mobile number, the message itself, the length of the
text message in characters and finally the time it was created which will act as the timestamp for
recording the information in Eclipse.

Finally, to send the messages first ensure that Microsoft Outlook is open and then select ‘Send All
SMS’s’. Should a recipient of a text message reply, the reply will be sent directly to the senders Outlook
Inbox as an e-mail.

Page 8 Last Revised: January 2010

Eclipse Software Ltd Eclipse User Guide
2010 SMS Messaging

6 Auto SMS Feature:

Note:
This tab need only be configured where the Auto SMS is in use.

The Auto SMS feature will automatically send a text message to candidates about to start temporary /
contract placements. The settings for this feature are configured in the ‘Auto SMS’ tab of ‘Eclipse
Default Preferences’ which can be found at the foot of the Maintenance Menu.

To enable to auto SMS feature,

select the tick box and
complete the information below

Specify the SMS template to be

used in conjunction with this
feature etc.

Enable automatic SMS’s to be sent to candidates starting contracts:

To enable to auto SMS contract reminder, place a tick in the box. This feature automatically issues an
SMS reminder message to candidates regarding their forthcoming contract. The following four options
all relate to the automated SMS feature.

SMS Template:
Select the SMS document template to be used in conjunction with this feature.

No. of days before first day:

Specify how far in advance of the candidates start date the SMS should be sent.

Earliest time to send each day:

Specify the earliest time at which the SMS should be sent E.g. 9am.

Next Send Date:

The next send date will automatically update itself after each batch of messages is sent. For example
after SMS messages are automatically issued on 21/01/10 this date will update to 22/01/10. Therefore
to prevent the auto SMS feature from issuing messages before a certain date, enter the next required
send date using the calendar.

Page 9 Last Revised: January 2010