Broadcast Communications

Broadcasts

The Broadcast system enables you to create and manage mass communication campaigns to your community, reaching multiple contacts efficiently.

Location

Broadcasts tab in the main navigation bar

Objectives

• Primary Goal: Facilitate efficient mass communication with the community
• User Benefits: Streamlined large-scale communications, ensuring important information reaches intended audiences efficiently

Key Features

1. Campaign Creation

   • New broadcast wizard
   • Template library
   • Multi-step configuration

2. Audience Selection

   • Individual contact selection
   • Tag-based filtering
   • Map-based selection
   • File upload capability

3. Multi-Channel Support

   • Text messaging
   • Email
   • Voice calls
   • Print mail

4. Scheduling & Analytics

   • Immediate or scheduled sending
   • Delivery tracking
   • Response metrics
   • Historical archives

Tips and Tricks

Broadcast Strategy

• Plan ahead: Schedule broadcasts for optimal times (10am-2pm weekdays)
• Use templates: Maintain consistency for routine communications
• Test first: Send to small group before full deployment
• Track results: Review metrics to improve future campaigns

Creating a Broadcast

Step-by-Step Process

Setup Tab

Configure basic broadcast settings:

• Name: Descriptive internal identifier
• Web Link: Optional additional information link
• Notice Link: Connect to public notice if applicable
• Override Preferences: Emergency situations only

Contacts Tab

Select your audience:

Method	Use Case	Process
Individual Search	Specific contacts	Search and select one by one
Tag Selection	Grouped audiences	Choose relevant tags
Map Selection	Geographic targeting	Draw area on map
File Upload	Bulk lists	CSV/Excel with account numbers

Channels Tab

Configure communication methods:

Channel Priority System

• Priority 1: Primary method (sent first)
• Priority 2-4: Fallback methods
• None: Channel excluded

Priority Logic

• Multiple channels at Priority 1 = sent simultaneously
• System cascades through priorities if higher priority unavailable
• Stops after successful delivery at any priority level

Schedule Tab

Set timing:

• Immediate: Send now
• Scheduled: Future date/time
• Time zone: Account for recipient locations

Confirm Tab

Review and launch:

• Verify recipient count
• Check message content
• Confirm channels
• Send or queue broadcast

Message Composition

Text Messages (SMS)

• Character Limit: 160 characters
• Best Practices:
  • Lead with important info
  • Include clear action
  • Add link for details

Email Messages

• Components:
  • Subject line
  • HTML body
  • Plain text fallback
• Best Practices:
  • Clear subject
  • Mobile-friendly format
  • Call-to-action buttons

Voice Calls

• Script Format: Text-to-speech
• Best Practices:
  • Slow pace
  • Repeat important info
  • Provide callback number

Using Templates

Benefits

• Consistency across communications
• Time savings
• Pre-approved messaging
• Reduced errors

Creating from Template

1. Click “Create from Template”
2. Select appropriate template
3. Customize placeholders
4. Proceed with normal workflow

Adding Links

Web Links

Setup Tab → Toggle "Include Web Link" → Enter URL

• Automatically appended to messages
• Shortened for SMS
• Full link in emails

Notice Links

Setup Tab → "Select Notice" → Choose from dropdown

• Links to Yoppify public notice
• Auto-generates appropriate URL
• Updates if notice changes

Broadcast Analytics

Metrics Available

• Delivery Stats: Sent, delivered, failed
• Engagement: Opens, clicks, responses
• Channel Performance: Success by method
• Time Analysis: Optimal send times

Viewing Past Broadcasts

1. Click “View Past Broadcasts”
2. Access complete history
3. Review:
   • Recipients count
   • Delivery statistics
   • Channel usage
   • Message content

Emergency Broadcasts

Override Preferences

Use only for true emergencies:

• Water main breaks
• Boil water notices
• Service interruptions
• Safety alerts

Use Sparingly

Overriding preferences should be rare. Frequent use may lead to:

• Increased opt-outs
• Reduced trust
• Regulatory issues

Best Practices

Targeting Strategy

Broad → Narrow
1. Start with location/service area
2. Filter by relevant tags
3. Exclude opted-out groups
4. Verify recipient count

Message Timing

Type	Best Time	Avoid
Informational	10am-2pm weekdays	Early morning, late evening
Urgent	Immediately	Never delay critical info
Reminders	2-3 days before	Last minute
Marketing	Tuesday-Thursday	Monday, Friday afternoon

Integration Points

Connected Features

• Tags: Audience segmentation
• Locations: Geographic targeting
• Notices: Link to detailed info
• Statements: Billing communications

Campaign Optimization

A/B Testing

• Test subject lines
• Compare send times
• Try different channels
• Measure engagement

Segmentation Benefits

• Higher relevance
• Better engagement
• Reduced opt-outs
• Improved satisfaction

Quick Broadcast Checklist

□ Define objective and audience
□ Create/select message template
□ Choose recipient selection method
□ Configure channel priorities
□ Compose messages for each channel
□ Add relevant links
□ Schedule appropriately
□ Review and confirm
□ Send/queue broadcast
□ Monitor delivery metrics

Related Documentation

• Detailed Broadcast Guide
• Template Creation
• Campaign Best Practices
• Emergency Protocols

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