Create an SMS Campaign

This guide explains how to create, configure, and manage an SMS campaign to send messages to beneficiaries.

Access

Menu: Communications → SMS Campaigns → New campaign

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Step 1: Create the Campaign

1. Go to SMS Campaigns
2. Click the New campaign button
3. Fill in the form:

Field	Type	Description	Required
Name	Text	Descriptive campaign name	Yes
Event type	Selection	Message type (reminder, info, etc.)	Yes
Description	Text	Internal notes (optional)	No

4. Click Save

Naming

Use a descriptive name including date and type, for example: "Payment Reminder March 2026 - Bissau"

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Campaign Detail Page

After creation, you are redirected to the detail page displaying:

Header

• Campaign name
• Event type badge
• Status badge
• Action buttons (based on status)

Statistical Cards

Card	Description
Total recipients	Total number of added recipients
With phone	Recipients with valid number
From selection	Added from system
From import	Added via Excel file

Tabs

Tab	Description
Recipients	Recipient list and management
Preview	Preview of generated messages
Import	Import from file (if draft)

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Step 2: Add Recipients

Option A: From the System

To add beneficiaries from the registry:

1. In the Recipients tab, click Add beneficiaries
2. The selection modal opens
3. Configure:

Field	Description
Search	Search by name or code
Language	Language for these recipients' messages

4. Select beneficiaries:
   • Check individually
   • Or use "Select all (this page)"
5. Navigate between pages if needed
6. Click Add

Option B: Import from Excel/CSV

To import an external list:

1. Go to the Import tab
2. Click Download template to get the template
3. Fill in the file with columns:

Column	Description	Format
telephone	Phone number	+245XXXXXXXXX
nom	Recipient name	Text
langue	Preferred language code	pt, cr, ff, etc.

4. Click Browse and select your file
5. Click Import file
6. Check the import report

Phone Format

Numbers must be in international format: +245 followed by 9 digits. Invalid numbers are automatically flagged.

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Step 3: Manage Recipients

Recipients Table

Column	Description
Name	Recipient name (+ beneficiary code)
Phone	Number with validation icon
Language	Selected language
Source	"Selection" or "Import" badge
Actions	Delete (if draft)

Visual Indicators

Icon	Meaning
✓ Green	Valid phone number
✗ Red	No number or invalid

Statistics by Language

At the top of the list, badges show distribution:

• Portuguese: 150
• Crioulo: 230
• Fula: 45
• etc.

Delete Recipients

Individually:

1. Click the Delete icon (trash) on the row

All recipients:

1. Click Delete all
2. Confirm the action

Attention

Deleting all recipients is irreversible.

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Step 4: Preview Messages

Access

1. Go to the Preview tab
2. The system displays a sample of 10 messages

Generate Messages

1. Click Generate messages to refresh the preview
2. Verify that messages are correctly formatted

Displayed Information

For each preview:

Element	Description
Name	Recipient name
Phone	Phone number
Language	Language badge
Message	Personalized message text

Template Indicators

Badge	Meaning
Green	Template found, message generated
Red	Template missing for this language

Tip

If a message shows "Template missing", create the corresponding template in Settings → SMS Templates.

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Step 5: Validate the Campaign

Once the campaign is ready:

1. Verify all recipients have valid numbers
2. Check message preview
3. Click Mark as ready
4. Campaign changes to Ready status

Return to Draft

If you need to modify a "Ready" campaign:

1. Click Return to draft
2. Campaign returns to Draft status
3. You can modify recipients again

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Step 6: Export for Operator

To send to SMS operator:

1. Click Export
2. The system generates a formatted Excel file
3. Download the file
4. Transmit it to your SMS operator

Export File Content

Column	Description
Telephone	Number in international format
Message	Personalized message
Langue	Language code
Nom	Recipient name

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Available Variables

Messages can contain variables:

Variable	Description	Example
{nom}	Beneficiary name	Mamadou Diallo
{montant}	Transfer amount	50,000 GNF
{reference}	Transaction reference	TRF-2026-001
{date}	Transfer date	15/03/2026
{cycle}	Cycle name	March 2026
{programme}	Program name	PCH-GB

Message Example

Template (Crioulo):

{nom}, bo transferensia di {montant} sta pronto. Bo referensia: {reference}. Data: {date}.

Generated message:

Mamadou Diallo, bo transferensia di 50,000 GNF sta pronto. Bo referensia: TRF-2026-001. Data: 15/03/2026.

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Post-Send Tracking

After transmission to operator:

1. Export automatically marks campaign as Exported
2. Add notes about the send if needed
3. Track delivery report (if provided by operator)

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Available Actions by Status

Status	Available Actions
Draft	Edit, Add recipients, Import, Delete recipients, Mark ready
Ready	Export, Preview, Return to draft
Exported	Preview, Re-export

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Best Practices

Before Sending

1. Test first: Send to a few test numbers
2. Check templates: Ensure all languages are correct
3. Plan timing: Avoid nighttime sends
4. Inform teams: Prepare agents to receive calls

Message Content

1. Be concise: Maximum 160 characters per SMS
2. Include essentials: Who, what, when, where
3. Avoid jargon: Use simple language
4. Test translations: Have native speakers validate

After Sending

1. Track feedback: Note beneficiary questions
2. Analyze failures: Update invalid numbers
3. Document: Note lessons learned

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Use Cases

Payment Reminder for a Region

1. Create campaign "Payment Reminder - Region X"
2. Type: paiement_reminder
3. Add beneficiaries filtering by region
4. Select appropriate language
5. Preview and validate
6. Export for operator

Multilingual Notification

1. Create campaign "Program Change Information"
2. Type: information
3. Add beneficiaries in batches by language:
   • First batch in Portuguese
   • Second batch in Crioulo
   • etc.
4. Check distribution by language
5. Preview messages in each language
6. Validate and export