CONTENTS

What is the Comms Centre?

The Communications (Comms) Centre is where you can communicate with your Applicants, Talent, Crew and Clients via email and SMS. You can send individual or bulk communications, as well as request and send files. All your communication is recorded here for easy access, as well as on the individual's card.


When you request files, such as paperwork, videos and images, the returned files will be uploaded directly to the Applicant/Talent/Crew's Card, without all the back and forth over email. 


Turn Comms Centre On / Off

When a new project is created the Comms Centre is switched off by default, and you will need to enable it in Project Settings.


Enable Comms in Project Settings:

1. Click your avatar on the bottom-left to open the User menu.

2. Select "Project Settings".

3. Scroll down on the Project Settings page until you see "Comms Centre". Switch it to enabled (blue). This change will save automatically.

You will notice the Comms Centre icon appear in the sidebar.


Using the Comms Centre


Click the Comms Centre icon in the sidebar menu.


Click the + to send a new communication (email or SMS) to an individual or multiple recipients.


 Each row shows the details of a particular communication (email or SMS). It shows the status of the communication (ie Sent, Replied, Expired, Files Returned, Files Reviewed, etc), the message content, and displays the number of files returned.

Your new Inbox will look like this. 

Note, only "People" Card types (Applicant, Talent, Crew) automatically have "Contact Details" fields (email & phone number). If you want to communicate with other Card types (ie Location) you will need to add "Contact Details" to the Card Category in Project Settings. See How Do I Add Fields to a Card for more detail.


Send an Email or File Request

To begin an individual or bulk communication, click the + button in the top-right corner. 


Comms Centre - for a bulk email

Individual Card (Comms tab) - for an individual email

The New Communication dialog will open.

Communication Type - Select "Email"

Search - Search the name of the contact (ie Applicant/Talent/Crew) you want to send an email to. You can add as many recipients as you want here.

Subject - Enter your email subject line.

Request Files - toggle this on (blue) if you are requesting files from the recipient. 

Vault - When you request files, the Vault drop-down menu will appear. This allows you to nominate a vault for the incoming files to be allocated to for safe keeping.  For more information on Vaults, click here. 


Attach Files - toggle this on (blue) if you are also sending files to the Applicant/Talent/Crew. For example, you might be sending a contract for them to sign and return. A section will open for you to search for, or drop your files. 

Note, max size per file is 10 MB when sending by email.

Your communication will look like this once filled out. 

Click 'Send'.


Your email has been sent to the recipient's default email address, as specified on their Card.


View your Email

Once sent, your email will display at the top of the Comms Centre. 

It will also display on each recipient's Card, on the Comms tab.

You can view the details of the message you sent by double-clicking on the message.


Receive a File Request

The email your recipient receives will look like this.


Note: If they reply to this email, their reply will go to the Lumi user that sent the File Request.

Once they have clicked the link they will be asked to enter their email for security reasons and click the reCaptcha checkbox.

Via an easy drag and drop, or by selecting "Choose Files" they can upload the requested files. 

Note: there is a file size limit of 200MB per file. 

Once they have uploaded the files, and clicked "Done", they will receive a confirmation that the upload has worked. 


Review and Import Files

Once files have been returned by the Applicant/Talent/Crew, the Lumi user that sent the request will receive a notification. Click on the notification bell and the Notification Centre will open.

Click "Open Inbox". This will open the Applicant/Talent/Crew's Card to the Comms tab. All communication with this person will be listed here. The red number next to "File Request" shows how many files have been returned.

Note, you can access returned files directly in the Communications Centre or on the person's Card, rather than from the FYI. 


Review Files Before Importing

Click the action menufor the relevant row, and then click Review Files.


From here, you can view the list of files and select those you want to import.


Import Files without Reviewing

Alternatively, you can double click onand click "Import". All files will import without the opportunity to review them first or select individual files.

The imported files will be saved to the person's Media tab. If you nominated a vault in the File Request setup, the files will be allocated to that vault. Only users with access to the vault can view the files.


Send Reminder Email

You can send a reminder email by clicking the action menufor the relevant row. Select "Send Reminder".

Complete the details of your reminder email.

Click "Send".


Send an SMS

You can either send a "free-form" SMS, or you can ask a question with a yes or no response, that will  update a field on the recipient's Card.


To begin an individual or bulk SMS, click the + button in the top-right corner. 


The New Communication dialog will open.

Communication Type - Select "Phone"

Search - Search the name of the Applicant/Talent/Crew you want to send an SMS to. You can add as many recipients as you want here.


Send a free-form SMS:

A free-form SMS is one that is not linked to a field. This is useful if you just want to provide information, or want a free-form response from the recipient.

Text box - Type your SMS message. There is a maximum of 160 characters.

Attach fields to SMS reply? - Leave this toggled to off (grey).


Your communication will look like this once filled out. 

Click 'Send'.


The SMS your recipient receives will look like this. 


Send an SMS that is linked to a field:

Sending an SMS that is linked to a field is useful when asking a yes or no question. For example, to confirm an appointment. The person's response will be stored in the Communications Centre, and will also update the relevant field on their Card.


Currently, you can only link an SMS to a single choice field. For information on setting up fields see the Fields Help Guide.


Text box - Type your message. Be sure to specify the question and how they must respond.

Attach fields to SMS reply? -  Toggled on (blue).

Reply Yes: Select the single choice field.

Change to: Select the value the field will update to when the recipient replies "Yes". 

Reply No: Select the single choice field.

Change to: Select the value the field will update to when the recipient replies "No". 

Your communication will look like this once filled out.

 

Click 'Send'.


The SMS your recipient receives will look like this. 



View your SMS

Your new communication will display at the top of the Communications Centre. 

To view the details of the message, double click on the message, or click the action menuthen select "View Communication".

Your SMS message will display.

It will also display on each recipient's Card, on their Comms tab.


View Response to SMS

Responses to SMS will display in the Comms Centre and on the recipient's individual Card (Comms tab). 


Note: If the person responds more than once, each new response will overwrite their prior response.


Communications Centre:

Person's Card "Comms" tab:

If the SMS was linked to a field, the recipient's response will update their Card's field value.


Individual Comms Log

All communications sent via the Lumi Communications Centre will also live on the individual recipient's Card, on their "Comms" tab for easy access. 

You can also perform all the actions that you can in the Communications Centre from an individual's Card. For example, you can send an email or SMS, send a File Request, view their existing communication, import their files or send a reminder.

Click the purple down arrow to expand the toolbar, then click the Comms iconin the toolbar.

The New Communication dialog will open.

Select Email or SMS on the Communication Type drop-down menu.


Email:

SMS:

The Card's contact details will auto-populate. 

Complete the necessary fields and click "Send".


For more detailed information on sending SMS, emails and File Requests, see the relevant section above.


Please let us know below if this guide was helpful!