Using the TIPS Mass Notification Tool

Using the TIPS Mass Notification Tool

Introduction:

The TIPS Mass Notification Tool is used to send Voice, SMS, or E-Mail to a large group of people that can be sent immediately, or a future date/time. This feature only works when enabled by True IP Solutions. If you are interested in enabling this feature, please send a request to sales@trueipsolutions.com so we can provide pricing depending on use case.

Idea
Popular use cases - Emergency Notifications, Closures, Advertisement, E-mail blast, Resident Activities and much more.

Logging In:




Domain admins will see the three main sections on the main menu at the top of the page, regular users will only see Jobs and Recipients:


The Dashboard:

View a log of your mass notification Jobs:



Click on a date to view details of the Mass Notification and status.



Idea
New Feature for 2026

Manage Recipients:

Click Recipients in the top menu Menu to view recipients.


To edit an individual recipient, select the recipient's name.




To update or add users in bulk, the Import function should be used. You can download a sample CSV file to fill and upload. 


Ensure you select the correct method of bulk updates: Add and Update or Replace.
      Add and Update will add recipients and update existing recipients.
      Replace will remove all recipients not on the spreadsheet, adding only the users in the uploaded spreadsheet. 




Send Notifications:

To send a notification, select the Jobs button in the top menu, then select the Add Job button. 


How to send each type of message:

Voice:

  1. Select your Message Type as Voice.
  2. Select the Scheduled Date/Time.
  3. Select the From Number.
  4. Input the Call Me At box. This is where you can be reached to record and listen to your messages. The left button is to record. Once recorded, the right button will turn blue and allow the user to listen to their recording. 
  5. Upon pick up, you will be greeted with 'Please leave a message, press # when finished'. 
  6. The From Number will allow you to pick any number within your inventory to send the notification out as.
  7. Click the Calendar Picker within Send On to select current time, or a future date.
  8. Once complete, you can click Review and your device/phone will ring, upon picking up, you will hear your notification play back.
  9. Once you have selected your recipients, use the Status dropdown to change to Ready for Processing.
  10. Select Save & Close.


Idea
New Feature for 2026

Text To Voice (TTV):

  1. Select your Message Type as Text to Voice.
  2. Select the Scheduled Date/Time.
  3. Select the From Number.
  4. Input your message into the Message Body. 
  5. Select your Voice.
    1. To listen to the audio, select the blue file button above the selected voice. This will download the audio to preview.
  6. Once you have selected your recipients, use the Status dropdown to change to Ready for Processing.
  7. Select Save & Close.

Email:

  1. Select your Message Type as Email.
  2. Select the Scheduled Date/Time.
  3. Input the email subject in the Subject box.
  4. Input the email in the Message Body box.
  5. Once you have selected your recipients, use the Status dropdown to change to Ready for Processing.
  6. Select Save & Close.


SMS:

  1. Select your Message Type as SMS.
  2. Select the Scheduled Date/Time.
  3. Select the From Number.
  4. Input your message into the Message Body. 
  5. Once you have selected your recipients, use the Status dropdown to change to Ready for Processing.
  6. Select Save & Close.



Idea
New Feature for 2026

Opting Out (Domain Managers Only)

Refer to the "Manage Recipients" section of this guide for details on administratively un/subscribing recipients. 

Email

  1. Each email will include the following text at the bottom of the message. Domain admins can customize this text.
  2. Users can opt out of email messages by clicking the link in their email to manage their preferences. 

SMS

  1. Each SMS conversation will include the following text, allowing the recipient to respond with the STOP keyword to unsubscribe from the list. 

  2. Users can also opt out of SMS messages at the included preferences URL.

Phone

  1. Phone recipients must manage their preferences via the preferences URL or contact the domain admin to be removed from the list.

    • Related Articles

    • TIPS Fax Platform

      Navigating the True IP Solutions Fax Platform This article goes over how to setup faxing within the TIPS User Portal. Office Manager is required to set faxing for their end users. Users that use MFPs or fax machines will need an ATA provided by TIPS. ...

    • TIPS Webphone

      Prerequisites To utilize the Webphone feature, please ensure you have the following: A microphone/headset Your TIPS Portal Username and Password - Please submit a ticket if you need us to reset/provide. Google Chrome Logging In Go to ...

    • Bulk Editing Users within TIPS Portal

      We have introduced a new feature that will allow you to bulk edit multiple users within the TIPS Portal. Items that can be bulk edited are as follows - Site Department Scope (Office Manager, Call Center Agent, Call Center Supervisor) Caller ID ...

    • Network and Firewall Requirements for TIPS Phones

      As with all internet-connected technology, there are some requirements and best practices to be aware of when installing True IP phones. Requirements The phones must be able to communicate with our servers on specific ports. Please open the following ...

    • Using SMS Features within TIPS Portal

      To utilize the SMS feature, True IP Solutions will need to supply a new number or provision an existing phone number with SMS features. Please contact sales@trueipsolutions.com if you are interested. Assigning a Provisioned SMS Number As an Office ...