1. Introduction
2. Overview
3. Add users
4. Make sure users register their phone numbers
5. Manage users’ text alert settings

Introduction

This guide shows how to set up and manage Mobile Text Alerts for teams, allowing you to send text alerts to multiple phone numbers. Once the team is set up, the team leader (admin) can:

• Add or remove users
• Set up text alerts to deliver to any phone number in the team
• Set up text alerts to deliver to multiple phone numbers
• Set up monitoring of any Gmail account in the team

Here are the benefits of using Mobile Text Alerts for teams:

• Send urgent emails to multiple phone numbers (team members): You can monitor your company’s main Gmail account and send important messages to multiple phone numbers (team members)
• User Assistance: Team admin can help members, especially those less tech-savvy, to set up proper text alert notifications for certain types of emails.
• Monitoring Text: Team admin can see what text messages are sent to team members and when.

Use case: Customer support

An example use case: Suppose your team uses a shared Gmail address like info@company for receiving important and urgent customer requests. You can establish a system where, upon receiving an urgent request, a text message is automatically sent to all (or designated) team members. This ensures quick responses to critical situations, enhancing customer satisfaction and maintaining efficient operations.

Use case: Property management company

Or, consider a small business operating in property management or a maintenance service with field agents responsible for attending to various sites. Swift communication about site issues or urgent tasks is crucial for operational efficiency. With Mobile Text Alerts can be set up to notify all field agents about critical updates or emergencies that require immediate attention. For instance, if a property manager receives an email alerting them of a plumbing issue discovered by a tenant, a text alert can immediately be sent to the maintenance team to expedite the resolution process. This ensures that field team members are always in the loop, receiving direct communication on their phones, thus minimizing downtime and improving service response times.

Overview

Setting Up Mobile Text Alerts for Teams involves these steps:

1. Add users to the team. You can do this by installing cloudHQ on your Google Workspace domain if you’re the Google Workspace admin, or by sending security invites to users..
2. Ask your users to verify/register their phone numbers. This step involve sending a verification code via text message, which the user would then input to confirm their phone number is valid and active.
3. Adjust users’ text alert settings and monitor the text alerts. This customization allows the update system to cater to the individual preferences and needs of the team members. For instance, some users need to receive alerts for certain email requiring immediate attention. This approach allows you that urgent and important messages are not lost amidst other less urgent communications.

Add users to the team

The first step is to add users to the team. You can do this in two ways:

If you’re a Google Workspace admin, install the cloudHQ app on your domain. After you install cloudHQ you just add them by clking on the Add User button. Instructions: How to add Google Workspace users to join your cloudHQ team (if you are Google Workspace admin)

If you’re not a Google Workspace admin, you can invite users to join your team. Instructions on how How to distribute licenses and invite users to join your cloudHQ team (via email invites)

More details on managing cloudHQ users: IT admin: How to manage cloudHQ users

After users are added, you should see them in the Users tab. If a user hasn’t accepted the invite, it will show as invite pending.

Make sure users register their phone numbers

When users are added, make sure they register their mobile phone numbers.
To set up mobile text alerts, users need to register their phone numbers:
Here’s how to do it (these steps need to be done by the user, not the admin):

1. Log in to cloudHQ as the user (not the admin)
2. Go to Mobile Text Alert for Gmail Dashboard
3. Enter the phone number and click on Add. We will send a 6-digit code that you need to enter.
   
4. Enter the 6-digit code that we sent you:
   

After this, the phone number is registered and it can receive text alerts from cloudHQ.

Manage users’ text alert rules

Once users add their phone numbers, you can manage their text alerts. Log in to cloudHQ as admin and check your dashboard. You’ll see the phone number next to the users, indicating they have registered their phone number successfully.

For example:

To adjust a user’s rules, click on the user to:

1. Add new rules by clicking the Add Text Alert Rule
2. Remove rules by clicking the Delete icon
3. Edit rules by clicking the Edit icon

Remember, as admin, you can set up text alerts to watch any Gmail account in your team. When adding a rule, choose any Gmail account. For example, selecting the account info@company.com with the subject URGENT means our system will watch for any email with the subject URGENT.