General


 

CivicReady Implementation Process Guide

Overview

This article will take you through how to implement CivicReady into your organization. 

In a broad summary, the process looks like:

  • Step 1: Implementation Call
  • Step 2: Setup
  • Step 3: Identify Users and Training
  • Step 4: Launch the System

Step 1: Implementation Call

  1. Identify lead personnel
    • Main contact for the project
    • Database administrator provides user data
    • Identify parties that post messages
      • Security personnel
      • Registration department
      • Administration department
  2. Schedule initial call with CivicReady implementation team
  3. Whitelist CivicReady email servers
  4. Map out groups you would like to create in the system and determine groups to designate for Emergency and Day-to-Day (Routine) Messaging
  5. Collect information for any templates you want to create
  6. Prepare staff/personnel contact data
  7. Identify users and departments
  8. Discuss possible embeds to place on your website/portal for registration
  9. Establish your organization's CivicReady use guidelines and communication policy
  10. Schedule training for potential users
  11. Record and schedule first introductory test notification

Step 2: Initial Setup

  1. Create your groups
  2. Load User data
    • CivicReady efficiently communicates with all of 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 APIs, dependant on your purchase options:

Step 3: Identify Users & Training

  1. Identify your users
    • Network Admins: Full control over all settings within the network, including the Admin Settings Tab, able to post to any group within the network
    • Group Admins: Full or Limited
    • Authorized Sender: Able to post
  2. Schedule 60-minute training session(s) for all users
  3. Determine if more than one session is necessary, based on the different types of usage or availability of users
  4. Discuss usage and guidelines policy
  5. Prepare your organization’s CivicReady communication protocol
  6. Collect user account information before training
  7. 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 well-being 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 decide you would like to receive these messages in the future, you can simply reply once again with the word “RESUME”.

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




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