Name of runbook: Speakeasy-ProvisionSMSDistributionLists

The script can be viewed and edited via the following link: Speakeasy-ProvisionSMSDistributionLists script. The script is hosted in the cloud, using Microsoft Azure, because it is run on a scheduled basis. See the following document (advanced users only!!) regarding how the script was initially created in the Azure environment: Creating a PowerShell script in Azure

This script is scheduled to run using the following schedule: SMSDistributionListProvisioningSchedule. At the time of writing the schedule was configured to run every day.

The script generates a log file which can be checked for errors. This can be seen here: SMSDistributionList Script Log Files

The script establishes a connection to ClickSend, which is used for sending SMS notifications, e.g. to member’s mobile phones. The script reads the contents of the membership, volunteer and speech therapist Sharepoint lists, then creates and populates populates several ClickSend contact lists (e.g. SpekeasyMembers, SpeakeasyCarers, SpeakeasyVolunteers).

A separate app will be created which then allows a Speakeasy administrator to send an SMS message in bulk to one or more of these contact lists. This technique is ideal for keeping members/carers up to date, e.g. if a meeting at Ramsbottom CC has to be cancelled at short notice. This is much quicker than manually contacting each member in turn. Also, an SMS message is more likely to be noticed by a member/carer than an email .

Contacts are only created where a relevant mobile phone number is available and the contact has a status which is active.  By using the Sharepoint  lists as the master source of information, we can make sure that these distribution groups are updated as new members/staff/volunteer/trustees are added, leave or individual contact details change.

Before populating each contact list, the script first deletes and re-creates it.