CREATING SMS OPTIONS IN VIRTUAL RECEPTIONIST

You should already have 3 options available in Virtual Receptionist. If you don't have these or want to use the SMS Custom Message, follow the tutorial below.

1. SMS Hours: Sends the hours you have set up in SmartPBX
2. SMS Address: Sends the address you have set up in SmartPBX
3. SMS Hours & Address: Sends both
4. SMS Custom Message: Must be edited in the Callflows app if selected

1) Create or edit the necessary call flows to be selected by Virtual Assistant inside Advanced Callflows.

• In User Portal select your customer, then drill down to the location you want to update.
• Open the Callflows app.
• Create a new callflow and name it SMS (Instert Name Here) ex. SMS Hours or SMS Address
• Click the box labeled "List this callflow in Main Number". This is what allows you to select it as an option for the virtual receptionist.

• Click Save.
• Once the callflow is created, you will need to add an extension to it. Click on the great area below the callflow name to select a number.
• Use a 4 digit extension that is otherwise not in use. The 6000 range is often not used for any other purpose.

• Add a Media to your callflow (Optional)

• You'll name the media and either use TTS, call in to record, or upload a file to be played before the message is sent.

• Add a pivot to the callflow. The pivot is the key component that will take code from our system and send it to the phone number that has called in as a text message with or without a link.
• In the pivot URL window use one of the following codes.
  
  
  • Send store hours: https://webhooks.simplevoip.us/kazoo/sms_send_hours_address.php?hours=true
  • Send store address: https://webhooks.simplevoip.us/kazoo/sms_send_hours_address.php?address=true
  • Send both hours and address: https://webhooks.simplevoip.us/kazoo/sms_send_hours_address.php
  • Send either hours and/or address but omit the SMS (voice only): https://webhooks.simplevoip.us/kazoo/sms_send_hours_address.php?suppress_sms=true
  • For all other SMS options including web links and other media: https://webhooks.simplevoip.us/api_telnyx/sms_send_any.php?msg=Thank%20you%20for%20contacting%20Stoby's.%20Please%20click%20the%20link%20to%20order%20online.%20https://www.toasttab.com/stoby-conway
    
    
    • Note that the text in red is what you will update for your client's location. Make sure that all words in the body of the text are separated by the code %20 which is the proper URL encoded value. Ex. Do%20not%20forget%20spaces.
    • Make sure that links do not contain any spaces.
    • Use https://www.urlencoder.org/ to automatically encode the text before placing it after "msg="
      
      
• The SMS will look like this when sent in the correct format:

• Once your link is pasted in the Pivot make sure that Method remains set to GET and format remains KAZOO.
  
  

• Now save your callflow by pressing the green save button above.

2) Now go into the Smart PBX app to set up the Virtual Receptionist

• Click on the Main number tab on the left hand side of your dashboard.
• Select the option for incoming Call Handling.
• Select the first box on the left for Virtual Receptionist.

• With Virtual Receptionist open, select or add a call route.
• Select the number the caller should enter and click on the drop-down to select the new SMS callflow you've just made.
• You can choose to update the menu media at this time (Optional)
• Click the green save button.

• Once the Virtual Receptionist is saved you will call the main or temp DID to test the feature from a cell phone.
  • If you don't receive an SMS, or the SMS comes to you in the wrong format, go back up to the formatting portion of this article and compare your pivot code with the code you entered in your callflow.

3) Updating SMS options.

• If your customer needs to update the information contained in an SMS, you will need to get the proper link or text and update it inside the pivot for them. 
• Repeat the steps above for formatting a pivot and update the correct text such as an address, hours of operation, or the hyperlink the customer should click.
• Save changes.
• Go into the Virtual Receptionist in Smart PBX and make sure the correct option is set to the SMS callflow you've just edited. 
• Save changes.
• Call the main or temp DID to test the feature from a cell phone.
  • If you don't receive an SMS, or the SMS comes to you in the wrong format, go back up to the formatting portion of this article and compare your pivot code with the code you entered in your callflow.