---
description: >-
  The below guide will assist you with creating and sending personalised batch
  SMS using variable fields.
---

# Send personalised batch campaigns

Personalising your SMS messages can significantly enhance the impact of your communications. You can tailor each message to its recipient by using variable fields with MACROS. This guide will walk you through the process of setting up and sending custom SMS messages using variable fields.

### Preparing Your Upload File

* **Data Format:** Your data should be organised in an Excel spreadsheet (.csv recommended).
* **Headers:** The file headers of your columns must be in uppercase. For instance, use 'NUMBER', 'NAME', 'POINTS', 'MESSAGE', etc., as your column headers.
* **Data Entry:** Enter the recipient details under these headers. Ensure that each column contains the appropriate data for its header (e.g., phone numbers under 'NUMBER', names under 'NAME').

### Creating Your Message Template

* **Using Macros:** In your message text, you'll use macros to insert variable fields. These are represented by the column headers enclosed in hashtags.

### **Example SMS**

If your message template is:

`Hello #NAME#, just a reminder that your next appointment at BrightSmile Dental is on #DATE# at #TIME#. You currently have #POINTS# loyalty points. Reply STOP to opt out of reminders.`

The system will replace #NAME#, #DATE#, #TIME#, and #POINTS# with each recipient's corresponding data from your file.

<figure><img src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2F96VXzkl50MhNAk7y081W%2FScreenshot%202024-06-20%20at%2010.45.55.png?alt=media&#x26;token=6820f27d-427a-4b3f-a721-638411e5c3bd" alt=""><figcaption><p>File Example</p></figcaption></figure>

#### Download sample file:

{% file src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2F1zfpx7CcRIKjPDdduxZL%2FCustom%20SMS%20Sample%20File.csv?alt=media&token=467a53d0-f8da-4cf6-9d76-cb9b69766430" %}

### Uploading Your File

From your login screen, select **Compose** from the top left panel of the screen.

Select **Bulk SMS**

You will then be navigated to the **Import Batch** screen as pictured below:

![Import Batch](https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2FdNvol0NzAmm7NUOVD1GD%2FScreenshot%202024-02-22%20at%2011.01.06.png?alt=media\&token=f70e5cfe-4dff-43ed-ab4b-359edc1c0291)

You will now be able to upload your batch file from the above screen. To do this, select **Upload a File.** From here, you can navigate to your batch file in .csv (recommended format) and select it.

{% hint style="info" %}
**Best Practice:** Always compose your message text in a plain text editor such as NotePad for Windows and TextEdit for Mac before copying it into your Excel File.
{% endhint %}

Once you have selected your desired batch file, you will be navigated to the screen below. This next step requires selecting your file's first row of usable data. This row will be highlighted as per the image below. Once you have matched the row, you may proceed by selecting the **Next Step.**

<figure><img src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2FLJKRlz24ldtNMRMRGu3P%2FScreenshot%202024-02-22%20at%2019.41.35.png?alt=media&#x26;token=67902c44-1c66-46c0-974b-80e6a4e6674d" alt=""><figcaption><p>Select Rows</p></figcaption></figure>

On this page, we will ask you to let us know what data makes up each column of the .csv file you uploaded. &#x20;

Be sure to select **Message** to correspond with your message field. Macro fields must be set to **Ignore this data**. If you followed the file format, the page should be set up similarly to the below screen.&#x20;

<figure><img src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2F3W9y0Fiyf1W6fEcHHhVV%2FScreenshot%202024-02-22%20at%2019.40.54.png?alt=media&#x26;token=9bc8940d-0cb0-4061-a824-26332b535bbf" alt=""><figcaption><p>Match Rows</p></figcaption></figure>

Once you are satisfied with the setup, you can proceed by selecting the **Next Step** option.

The next step in the process would be to apply your final settings for your SMS send. Some notable options:

| Option                      | Description                                                                                                                                                                                                                                                                                                                                                                      |
| --------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Campaign Name               | This is the name of your batch file or campaign that you'd like to use.                                                                                                                                                                                                                                                                                                          |
| From                        | <p>This is a custom number that you can select as the source number for the SMS.</p><p>This number can be anything you need to it be and will be used to cross-reference incoming messages back to a campaign if you need to track this. The value can either be alpha or numeric.</p>                                                                                           |
| Start sending campaign      | <p>This option allows you to select when the batch send will be started:</p><p></p><p><strong>Immediately</strong> - sends the batch immediately once the steps have been completed</p><p><strong>When I click ‘Start’</strong> - saves the batch for a manual start. </p><p><strong>At a scheduled date and time</strong> - Sends the batch at the date and time selected. </p> |
| Advanced Options (Optional) | This allows you to view and set advanced options for the batch send such as speed (TPS), filtering options, removing duplicates (checked by default), and batch splitting options for bigger campaigns.                                                                                                                                                                          |

{% hint style="info" %}
The **From** value can be alpha or numeric and will not be displayed on the handset unless it is a sender ID requirement for international messages outside South Africa. Please refer to our country regulation list for more information.&#x20;
{% endhint %}

After you've created the batch, you'll be taken to a batch preview page where you can review your message content, settings, and total billable messages.&#x20;

<figure><img src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2F2woTOODMQV4uyKHsBy68%2FScreenshot%202024-02-22%20at%2019.44.20.png?alt=media&#x26;token=9679071f-afcf-42cb-b84c-b6e14a0b5d6e" alt=""><figcaption><p>Preview before sending</p></figcaption></figure>

Enter your mobile number in the **SEND TEST** field and press the **SEND** button to send a live test to confirm that you are satisfied with your text.

<figure><img src="https://1540678005-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FAhO8D7o8LHsStWZCTlCt%2Fuploads%2FAg56FEWsH36aHk1lXV8S%2FIMG_F3F6EC4362C6-1-portrait.png?alt=media&#x26;token=a283b1e6-3281-41eb-a321-e37cdea74e67" alt="" width="188"><figcaption><p>Custom SMS Sample</p></figcaption></figure>

If you are happy with your test results, you can continue by selecting **Finish.**

You will be taken to the campaign status page once the batch has been created. If you choose an immediate start, this page lets you track the campaign's progress.

For sending at a later stage, return to **Campaigns** to manually begin your batch send. Here you can see a list of your campaigns. **Start Batch** by selecting the drop-down arrow next to the desired campaign name. Your batch will now start sending.

{% hint style="success" %}
**Tips for Effective Use**

* Ensure your data is consistent and correctly formatted in your upload file.
* Always send a test message to yourself or a colleague to ensure the variable fields work correctly.
{% endhint %}
