Coaches Call, FAQ & Forms

FAQ - from Customers inquiring about Coaches Call
What is PENN Alert Coaches Call? What plan is right for me? Whom would I be calling? What is included in the service for each member / group? How many teams does this include? How long a period does the service cover for teams / clubs? How Long a period does the service cover for Tournaments? What are the steps from viewing the website to being ready to make calls? How long does it take to accomplish setup-training-calling? If I have a large group will you invoice me? How will the balance of my Users be trained? Do I have to sign a Contract? Do I need to pay for the Coaches in a League?	If a Parent has several children in the league do I need to pay for each child? At the end of my term of purchase what happens? Is there an easy way to search and make lists on the website? Will the email portion replace my personal email list of all those involved the organization? What if I have additional players sign up or quit the team during the season? How do I pay for the PENN Alert Coaches Call service? How is Sales Tax handled? If I am selling items to an organization can I use Coaches Call as a gift with purchase? Can I sign up today and start service when my season starts in several weeks or months?
What is PENN Alert Coaches Call? Coaches Call is a service to allow a Coach, League Official, Tournament Director, Camp Owner, or Club Leaders to reach any number of contacts fast by dialing one number or making one click to deliver Emergency Notifications or time saving information Back to Questions \| Back to Top of Page What plan is right for me? GOLD PLAN: True emergency notification - The gold plan is for notifying those on your Dial List; coaches, player, parents, umpires that: the game is cancelled, delayed, directions are wrong, traffic issues necessitate a different travel route to the event, instructions of time/uniform are incorrect, field changes, meeting times or places have changed. This plan is not a reminder service to bring something to an event (practice, games, fund raisers, etc.), to show up at a certain location or at a certain event. This service is for late breaking news up to 24 hours before the event that is totally unexpected when only phone can get the results needed. It would not be uncommon to make several calls in one day because of weather conditions or the ramifications weather conditions have caused. The Gold Plan would be expected to be used some weeks and not others. PLATINUM PLAN: This plan is the Coaches helper - Besides all the reasons to use Coaches Call as in the Gold Plan, the Platinum Plan can assist the Coach in operationally running the team. Reminding everyone that there is an event at a certain time or place, I forgot to mention..., bring this or that to the event, be sure to ... before a certain date. The Platinum Plan would be expected to be used most weeks and in many cases more than once or several times during the week. The Platinum Plan is for those teams having trouble getting results by only sending emails (either by lack of reading by the recipient, lost emails, or forgetting to send by the coach) on operational items. Back to Questions \| Back to Top of Page Whom would I be calling? Administrators probably will be calling coaches, players, referees, and staff. Coaches probably will only call players. Tournament Directors probably will be calling staff, coaches, players, referees, vendors, exhibitors, security and others. Back to Questions \| Back to Top of Page What is included in the service for each member / group? Each person to receive calls can provide up to 2 phone numbers and an email address Unlimited calls as per service plan. All long distance to send calls Messages can be up to 45 seconds Teams - Test call list, Team call list League - Unlimited Dial Lists, any size Emails in conjunction with calls 1 User Code per Team and up to1or 2 for Administrators of the League or event depending on the product Deployment via web or 1-800 number Training and support Nation wide service 24/7/365 Free service for the Administrators if everyone in the league is on the service Tournament service includes bonus day(s) of extra service Back to Questions \| Back to Top of Page How many teams does this include? Pricing is by the individual person not by the team. There is no limit to the number of teams in a group / league. Back to Questions \| Back to Top of Page How long a period does the service cover for teams / clubs? Pricing is broken down up to 4 months, up to 6 months, up to 6-12 month periods. Back to Questions \| Back to Top of Page How Long a period does the service cover for Tournaments? Pricing is broken down to: 1 day events, 2-3 day events, 4-7 day events. Back to Questions \| Back to Top of Page What are the steps from viewing the website to being ready to make calls? A. Fill out a Coaches Call Work Sheet to finalize pricing and make sure we understand your needs B. Fill out the Account Set Up / License Service Agreement / Terms of Use Form and License Service Agreement / Users Code Set Up Form C. If you are mailing a check, fill out the forms and email them to support. We will match up the items when your check arrives. D. Receive hands on instruction and your personal copy of easy to understand instructions with your Account and User Number. E. You will need to make an Excel file or go onto our site and type or cut and paste each persons first name, last name, main phone number, cell number, email address. We will work on this in the training but you will need this info for final set up. F. Make a test deployment with the instructor We will customize the instructions to your needs and send a personalized set to each individual User with their codes to operate the service. Some organizations want all data updates to flow through one individual other do not. During our discussion we will set a plan to train the other Users. Back to Questions \| Back to Top of Page How long does it take to accomplish setup-training-calling? Depending on the size of the group and the speed you provide the information. We can get you set up and trained in a few minutes. It's that easy! Training and setup takes place after you payment is processed. Back to Questions \| Back to Top of Page If I have a large group will you invoice me? Yes, we will email an invoice and you can mail a check or use a credit card. Back to Questions \| Back to Top of Page How will the balance of my Users be trained? A. All Users receive individual instructions per the need of the organization B. With the Administrators help we will set up Conference Calls to give lessons C. Every User is given a special cheat sheet of instructions D. We are available for questions by email or phone Back to Questions \| Back to Top of Page Do I have to sign a Contract? No, but you do have to sign a Account Set Up / License Service Agreement / Terms of Use Form for all Users in your organization. Back to Questions \| Back to Top of Page Do I need to pay for the Coaches in a League? Yes, because the Administrator will be calling the Coaches. Back to Questions \| Back to Top of Page If a Parent has several children in the league do I need to pay for each child? If the kids are on the same team with the same Coach you should only put one child on the list. Otherwise you would be calling the parent twice on each phone to give them the same message. If the parent has children on more than one team in the league you need to pay for each child. Each team will have different needs from the service. Back to Questions \| Back to Top of Page At the end of my term of purchase what happens? We will email you to see if you need to renew for the next period or in some cases the next sport. At your request we will hold your League Account and Users for the next period. The next period in some cases is the next month, other cases several months from now. This will speed up the set up process for the next season of use. Many groups have the same Administrator for several sports and the same Coaches for several sports. Please tell us these items when we set up your account. Keeping the same Account Numbers and User Numbers makes life easier for all involved. At the end of the term, even though we keep the Administrators and Coaches on file, we delete the player's data. If you have special need let's talk. Back to Questions \| Back to Top of Page Is there an easy way to search and make lists on the website? Yes, we have a search tool to find individual players, and a tool to help you slice and dice the total list into smaller lists. Back to Questions \| Back to Top of Page Will the email portion replace my personal email list of all those involved in the organization? No, the email option of this service is for emergency and time saving emails in connection with calls covering those topics. Back to Questions \| Back to Top of Page What if I have additional players sign up or quit the team during the season? There is no credit for those that quit the team. While there are additional costs for added players we will monitor and consult with you if the number goes above our formula. It's always best to just email us if more than a few are added. We regularly sweep all accounts for counts. Back to Questions \| Back to Top of Page How do I pay for the PENN Alert Coaches Call service? All service is prepaid with net terms. You can pay by check or credit card. Mail your checks to Azzini Communications, 7235 Algonquin Dr., Cincinnati, Ohio 45243, USA. Customers in Canada may pay in Canadian funds. Back to Questions \| Back to Top of Page How is Sales Tax handled? If you have a tax exempt certificate we will need a copy before service is activated. Sales tax may be charge in certain States like Ohio. Back to Questions \| Back to Top of Page If I am selling items to an organization can I use Coaches Call as a gift with purchase? Yes, Coaches Call is an ideal incentive to sell your product to the organization because of the no brainier price. Can I sign up today and start service when my season starts in several weeks or months? Yes, that is the ideal approach. That way your training and lists will be ready to go with time to double check everything. Back to Questions \| Back to Top of Page

Automated Phone Notification, Coaches Call

Operational FAQ
Who decides which numbers to call, main phone or cell? If a person only has a cell phone number should I put that number in the Phone or Cell column? Can the system dial extensions? Are there any additional special features on your web site? Are there any special features on your phone deployment? Can the Head Administrator call everyone involved in the league or tournament with one deployment? What types of messages are most effective?	Can I practice before I send a deployment to my group? I forgot my log in info what should I do? How will I know if my message was received? What if I made a mistake and want to cancel the call? What if I have a problem or question? What suggestions would you make to help me be prepared to make a phone deployment?
Who decides which numbers to call, main phone or cell? It is up to the person making the calls. If it is late at night or early in the morning probably the main phone number will reach all. If it is with in a few hours of the event probably both numbers should be called. Back to Questions \| Back to Top of Page If a person only has a cell phone number should I put that number in the Phone or Cell column? List the number in the main Phone Number field on the forms. Back to Questions \| Back to Top of Page Can the system dial extensions? No, the system can only dial direct 10 digit numbers. List all numbers: area code, prefix, numbers. The system will accept numbers with or without hyphens. DO NOT use parenthesis around the area code. Back to Questions \| Back to Top of Page Are there any additional special features on your web site? Yes, our easy to use deployment page lets you: pick the dial list or lists you need, you can pick where to send the calls, only home numbers, only cells numbers, or both. On our message page you can prerecord messages, type donut messages and just add the dates and times as needed, or you can do everything on the fly. You can also choose to type a message and have our Text to Speech engine read the message. We even have a search page. If you want to change data on a contact, we have a fast easy solution to pop up every list that the person is on (the coaches list is easy and short to find one person). Back to Questions \| Back to Top of Page Are there any special features on your phone deployment? Yes, you can record a message, hear your message, accept your message, or rerecord your message at any time, and pick any time and date to send that message. You can also pick any prerecorded message, pick where you want the message delivered (cell, home, email, or any combination), and pick any combination of dial lists (this is useful for the Administrator who needs to contact several separate groups). We even have the ability to record messages on the phone and save them for future phone or web use. Back to Questions \| Back to Top of Page Can the Head Administrator call everyone involved in the league or tournament with one deployment? Yes, it is simple and saves the Coaches from deploying a message to their team. Back to Questions \| Back to Top of Page What types of messages are most effective? Unfortunately most people's attention span is short so short direct messages are more effective. Back to Questions \| Back to Top of Page Can I practice before I send a deployment to my group? Yes, We set up a Test Account for each User so they can call themselves. Back to Questions \| Back to Top of Page I forgot my log in info what should I do? On the log in section there is a link to request your information. Back to Questions \| Back to Top of Page How will I know if my message was received? You can log onto our website Message History Page to see which calls were received Live, Voice Mail, Busy, or No Answer. Each Busy and No Answer is retried 4 times in five minute intervals. The User can decide if a second deployment is needed to those that did not receive the call. Back to Questions \| Back to Top of Page What if I made a mistake and want to cancel the call? If you are on our website Message History Page and are fast you might have time to click the Cancel button. Calls usually start going out before you can hang up from deployment. Back to Questions \| Back to Top of Page What if I have a problem or question? In most cases a non technical person can operate our system in fewer than five minuets. It's that easy! You can always contact us, our customer service can handle your problem or question over the phone or by email. We also have easy to understand instructions on our web site and special "cheat sheet instructions" we email all users with their User Codes. Back to Questions \| Back to Top of Page What suggestions would you make to help me be prepared to make a phone deployment? Write down the Toll Free number, your Account Number, User number, Dial List number(s), put them in your wallet and know the points you want to make in your message. Back to Questions \| Back to Top of Page

Automated Phone Notification, Coaches Call

FAQ for people receiving calls from PENN Alert Coaches Call?
Please review this information with all individuals who will receive a PENN Alert Coaches Call.
What is a PENN Alert Coaches Call? How is my personal data used? What will my caller ID show when I receive a call? When I receive an email what will show up on my in email box? Will I always receive an email with all the filters I use? Can I reply to a Penn Alert email message?	What do I do when I receive a PENN Alert phone message live? What will happen if my number is busy, or no one answers? What will happen when my Answering Machine or Voice Mail Answers the call? What should I know about playing my voice mail message from my answering machine or voice mail service? What if I have more than one phone number in my records for an individual call list?
What is a PENN Alert Coaches Call? A PENN Alert is a voice and text notification. This service is provided by the organization sending the notice. A PENN Alert will inform you of incidents or updates involving emergency or time saving notifications relevant to you and this organization. Back to Questions \| Back to Top of Page How is my personal data used? All personal data is secure and safe. Personal date is never shared, rented, or sold to anyone. Personal data is only used to carry out the missions Coaches Call was hired to do. Back to Questions \| Back to Top of Page What will my caller ID show when I receive a call? The phone number used in the Account Set Up and in some markets the Name of the organization sponsoring the service. Back to Questions \| Back to Top of Page When I receive an email what will show up on my in email box? The sender will be the name of the organization from the account set up and the subject will always be PENN Alert. Back to Questions \| Back to Top of Page Will I always receive an email with all the filters I use? While we can not guarantee that our emails will clear your filtering, we send each message out one at a time to prevent them being labeled as spam. Some email services will put the message in a Bulk folder. Back to Questions \| Back to Top of Page Can I reply to a Penn Alert email message? If you must have further correspondence with the sender you must use your personal email system to ensure the sender receives the message. Back to Questions \| Back to Top of Page What do I do when I receive a PENN Alert phone message live? You will be instructed to press the number one button to receive your PENN Alert Notification. This will tell us that you received the call live. Then you must speak (say "hello"), the system is voice activated and will recognize that there is a live person on the line when you speak a word or two. Your message will now be delivered. If you press the one button and do not speak the system will treat this as a no answer and call back. Back to Questions \| Back to Top of Page What will happen if my number is busy, or no one answers? A. Each Busy and No answer phone number will be tried up to four times, each call in five minuet intervals. B. The person making the deployment will decide if the conditions require additional attempts to those whose line was busy or there was a no answer. Back to Questions \| Back to Top of Page What will happen when my Answering Machine or Voice Mail Answers the call? PENN Alert recognizes the steady flow of words from your greeting message measured against a timing program as an answering machine or voice mail service. Since there are thousands of various designs of answering machines / voice mail services, on a very few systems, a few words announcing a PENN Alert notification might be left on the message. The majority of answering machines will only record the intended message. Because of this timing issue we repeat the intro two times. Depending on your system, you may hear any part of either intro or no intro, just the message. This is because the time to transmit calls and transfer to voice mail services varies by service. Back to Questions \| Back to Top of Page What should I know about playing my voice mail message from my answering machine or voice mail service? As mentioned above, there might be a few words of the introduction: "Press 1 to receive your notification," before your message. It is important to remember you are listening to a taped message. Pressing 1 will have no effect on receiving your message signaling us you received it as a live answer, (it is already on the voice mail tape), but pressing 1 could affect your voice mail system. On some systems, pressing 1 will stop the message and repeat the message up to the point the 1 button was pushed. The net effect is you will keep repeating the intro and never hear the message on the tape. When playing a PENN Alert Coaches Call message from your answering machine or voice mail service, after the intro or message starts, do not press any buttons until the message is completed. Back to Questions \| Back to Top of Page What if I have more than one phone number in my records for an individual call list? The person making the deployment will choose which numbers to call in the deployment: main phone, or cell phone. Depending on the time and urgency of the call they will choose one or a combination of these numbers. Back to Questions \| Back to Top of Page

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