Roll Out Considerations/Questions
Expectations for SMS Usage
User Authorization:
Discuss and clarify what teams will be authorized to use the SMS platform and receive a seat.
Establish a process for requesting additional seats if needed and who will cover the cost of additional seats.
Determine how seat usage will be tracked and managed. Each team is allocated two seats. 10 people can work out of one delegated email (seat).
Initial Rollout: Lindsey mentioned that Student Affairs will have access in addition to Recruitment. Can we limit initial access to Recruitment until we finalize the logistics?
Student Affairs and Recruitment can share a seat
Marketing will have its own additional capabilities.
In the first month, Recruitment will have access and then we can add Student Affairs a month later
Content Guidelines: Define what types of messages are appropriate and who will approve outgoing SMS content.
Set up in-person training and support documents.
Create boundaries on what they can or cannot do, such as using workflows. Marketing must do this.
Ask the colleges if they have a list of the SMS messages they want to send and when. This way, we can ensure they have a strategy and help build them in HubSpot.
Training and Support: Discuss how to provide training and ongoing support for GateWay staff during the transition.
How to create and send a message
How to set up a list to send an SMS
Communication Plan: Develop a communication plan to keep all stakeholders informed throughout the transition.