7.2.1 Sending an Email or SMS Message

To send an Email or SMS Message

1. Select whether an email or SMS is to be sent by selecting Output Format from the dropdown list (Email is the default).
2. Use the filters to select the group of people you wish to email or SMS.
3. Ensure you select the appropriate filters so you only email or SMS the group of people you want.
4. Click Display Report when all appropriate fields have been selected. A new screen will open with the results.
5. Enter the message details such as title and message.
6. Email Attachments: To attach a file to an email, click the ‘Add Attachment’ button and then click the Browse button and navigate to the file you wish to attach.
7. To add further attachments, click the ‘Add Attachments’ button again. To remove an attachment click on the Remove button.
8. Agree to the declaration in order to send an email or SMS.

The SMS Text messaging service is for sending time-critical messages for training, patrolling or nipper activities. The sending of text messaging for advertising social events is not authorised and by clicking OK you are confirming that this message meets these requirements. Sending excessive SMS messages that are not time-critical may result in ‘sending limits’ being imposed on your club

All people searched for are returned whether they have a valid email/mobile number or not, and including those who may have opted not to receive email/SMS communication. This allows you to see those who can be sent a message and those who will not be

1. Select people from the list by ticking their box.
2. When all message recipients are selected, click Send.
   

Note: You can only attach files of the following types: csv, images, pdf, power point, rich text, spreadsheets, text, word documents, zip/gzip. Total Max File Size (sum of all file sizes) = 1.5Mb%

Any Email/ SMS that gets sent to a member under 18yrs of age will also be sent to their Parent/Guardian. If Parent/Guardian doesn’t want to get this, then they can tick the ‘do not send’ box in the Parent/Guardian fields when logged in to Members Area account of the child who is under 18yrs of age or ask their club to update the details in the child’s membership profile in Surfguard.

Note: NOTE: Note Emails/SMS will only be sent to Guardian where the Guardian Details have been updated in Surfguard

The SMS function allows for a maximum of 160 characters per message.
A maximum of 160 characters per SMS message is allowed for Latin/ English Character Set encoding (i.e., standard English).
A maximum of 30 characters per message is allowed for Universal Character Set (for Non-English characters) encoding.

SMS are for emergencies and we recommend using the email function if not your communication is not time sensitive.

When creating your email communication it can be helpful to click on the ‘advanced search’ button which will present a number of filtering options:
Filter by Mailing Group Fields
Filter by Officer Fields
Filter by Member Fields
Filter by Transaction Fields
Filter by Pending Member Request Fields
Filter by Licence Fields
Filter by Award Fields
Filter by Assessment Fields
Filter by Assessment Eligibility Fields
Filter by Patrol Team Fields
Filter by Patrol Log Fields