Client Message Settings

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The Collaboration Suite allows email or SMS reminders/notifications to be sent to Individuals (clients) should the client consent. If the feature has been enabled and configured by your System Administrator, Workers can set an Individual’s preferences for receiving email or SMS notifications.

Important Information

Automated event confirmations and updates will only be sent for events booked after Consent and Message Settings have been configured.

For example; if you book an event on the 1st July at 1pm but do not configure your client’s Message Settings until the 5th July at 2pm, the client will not receive any confirmation/update SMS messages for this event, however, they will receive confirmation/updates SMS messages for events booked after the 5th July at 2pm onwards.

Note: The times above are not the time of the Service Event but rather the time the Service Event was booked.

Message Settings Reference

Here you will find a reference table describing each of the options available on the edit Individual Communication Settings screen in Penelope.

Section	Setting	Description
Communication Methods	Email Communication via	The email address the client consents to receive email messages at. The drop-down list is populated with email addresses marked as in use in the Contact Info section on the Individual Profile page. If the client does not consent to receive email messages you do not need to select an email address from the drop-down list.
	SMS Communication via	The phone number the client consents to receive SMS messages at. The drop-down list is populated with phone numbers marked as in use in the Contact Info section on the Individual Profile page. If the client does not consent to receive SMS messages you do not need to select a phone number from the drop-down list.
Client Consents to Receive	Event Confirmations	An option to indicate that the client consents to receive an event confirmation/reminder message the specified number of hours before the event.
	Event Updates	An option to indicate the client consents to receive a message from Penelope at the time an event they are participating in is booked or rescheduled.
	Billing Communications	An option to indicate the client consents to receive messages about their account balance or other billing-related information from the Account Summary and Policy pages.
	General Communications	An option to indicate the client consents to receive general messages from the Individual Profile > Messages tab.
	Service Communications	An option to indicate the client consents to receive service-based messages from the Case, Service File, Service Event, Group and Group Event pages.

Configure a Client’s Message Settings

Complete these steps to update an existing client’s profile with their preferred email address and/or cell phone number for use with the External Communications and Engage features. In version Penelope 4.4.1 and above, you can configure a new client’s Message Settings as part of the intake process in the Intake Wizard or Add Individual tools.

Note: Depending on the configuration of the External Communications feature by your System Administrator, some of the steps below may vary. You must be logged in to Penelope using an Intake-Mgmt, Clinical Worker or Admin-Exec account to configure an Individual’s (clients) Message Settings.

1. Browse to the client’s Individual Profile.

2. Click the Message Settings.

3. Click Configure in the Communications section.

4. In the Email Communications via drop-down select which email address the Individual (client) wants to use.

5. In the SMS Communications via drop-down select which SMS-capable phone number the Individual (client) wants to use.

6. In the Client Consents to Receive section choose which types of communication the Individual (client) has agreed to receive.

7. Click Save.