Getting Started


CivicReady
®

Implementation Planning of the CivicReady System

Step 1 – Preparing for the initial Implementation call

Initial Checklist:

  • Identify lead personnel to work with CivicReady on implementation Project
    • Project Main Contact
    • Database administrator to provide user data
    • Identify parties that will be posting message and their roles
      • Security Personnel
      • Registration Department
      • Administration Department
 
  • Schedule initial call with CivicReady Implementation Team
 
 
 
  • Collect information for any templates you would like to create
 
 
  • Identify users and departments
 
  • Discuss possible Embeds to be placed on your website/portal for registration
 
  • Establish organization’s
    CivicReady use guidelines and communication policy
 
  • Schedule training
 
  • Record and schedule first introductory test notification
 

 

Step 2 – Initial Setup

  • Create your groups
  • Load User Data

CivicReady can be used to efficiently communicate with all your users. For the system to notify them, we will need to upload their contact information. Please refer to the following links for information on how to add users either manually through the website or using the CSV_Import process or API’s depending on what you have purchased..

Step 3 – Identify Users & Training

  • Identify Users
  • Network Admins have full control over all settings within the network, including the Admin Settings   
    Tab and are able to post to any group within the network.    
  • Group Admins- Full Group Administrator-Limited Group Administrator- Authorized Sender List of Roles and Permissions
  • Training

Schedule 60 minute training session(s) for all users. Determine if more than one session is required, based on the different types of usage or availability of users. Discuss usage and guidelines policy, and help prepare your organization’s CivicReady communication protocol. Collect user account information before training, and set up user accounts for issuance after training or after launch.

Step 4 – Launch

Introductory notification through the CivicReady system

Schedule an introductory notification to residents, students, employees etc. This will allow your end users to experience firsthand how the system works. It is also a great way to validate your phone number database and gather feedback from your organization.

  • Monitor and support

We will support and guide you through best practices to maximize the value of the program in your organization. We are available to assist and provide additional training if necessary. This is an unlimited use program and periodic use will help ensure that you are already familiar with it when the need arises.

Sample Introduction Script:

 

Email / Text to Speech Body

 

Subject Line: Testing New Emergency Mass Messaging System

=================================================================

Hello, this is
[NAME] [TITLE] from
[ORGANIZATION NAME] testing our new
CivicReady mass notification service.  We will utilize this service to inform you about important issues affecting the wellbeing of our population.

 

Future messages may contain information and directions regarding issues such as emergencies, school closings, weather alerts etc. This system will also augment our primary emergency services and existing communication channels to keep you better informed.

 

Once again, this is just a test and there is no need for you to respond. If you would like to receive future messages at a different phone or wish to add alternate phone numbers, please visit
www.citytownvillage.com
to register, or contact
[NAME] at
[PHONE NUMBER] or send an e-mail to
xxx@citytownvillage.com
  

 

Thank you and goodbye!

=================================================================


Text Message Body

=================================================================

 

[ORGANIZATION NAME or INITIALS]- Hello, We are testing our new
CivicReady mass notification service.  We will utilize this service to inform you about important issues affecting the wellbeing of our population.

 

Future messages may contain information and directions regarding issues such as emergencies, school closings, weather alerts etc. This system will also augment our primary emergency services and existing communication channels to keep you better informed.

 

Once again, this is just a test and there is no need for you to respond. If you would like to receive future messages at a different phone or wish to add alternate phone numbers, please visit
www.citytownvillage.com
to register, or contact
[NAME] at
[PHONE NUMBER] or send an e-mail to
xxx@citytownvillage.com
  

 

Thank you.

 

To unsubscribe from text messaging, respond to this text message with the word “STOP”. If you should decided you would like to receive these messages in the future, you can simply reply once again with the word “RESUME”.

 

=================================================================




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