Send Documents and Contracts via Text Message

Text message delivery makes it easier to reach parents quickly and reliably. This guide walks you through how to set up global defaults, create text message templates, send documents individually or through automations, and manage recipient details so your contracts are delivered seamlessly.

What is Send Documents via Text Message?

Send Documents via Text Message in Enrollio allows you to deliver contracts and documents directly through text messages. Instead of relying solely on email, this feature ensures that your documents reach parents faster and with higher visibility. It integrates with your existing automations and notification settings for seamless document delivery.

Key Benefits of Text Message Delivery

Delivering documents through text messages provides a faster and more reliable way to connect with families. With configurable defaults and flexible sending options, this feature improves efficiency and communication.

  • Higher Visibility: Text messages are more likely to be seen immediately compared to emails
  • Flexible Delivery: Choose text only, email only, or email + text for maximum visibility
  • Custom Messaging: Use templates to create personalized text messages for document delivery
  • Automation Integration: Automate document sends via automations with text as a delivery option
  • Time-Saving Defaults: Configure global defaults for document sent and signed notifications
  • Improved Recipient Management: View contact information while adding recipients to documents

Global Defaults for Document Notifications

Setting global defaults ensures that your document delivery method is consistent and time-efficient. These defaults apply across all documents unless manually overridden.

Step 1: Navigate to Documents & Contracts

From the left-hand menu, click on Payments. At the top of the Payments page, select the Documents & Contracts tab. This will take you to the Documents & Contracts area, where you can manage all enrollment agreements, contracts, and documents for your center.

[SCREENSHOT: Documents & Contracts tab within the Payments section showing the main dashboard]

Step 2: Open Document Settings

Once you're in the Documents & Contracts section, look to the upper-right corner of the screen. Click on the Settings button (gear icon). This opens the configuration area where you can manage parent notifications, including enabling text messages for document delivery.

[SCREENSHOT: Settings gear icon in the upper-right corner of Documents & Contracts]

Step 3: Go to Customer Notifications

Inside Settings, navigate to the left-hand menu and click on Customer Notifications. This section allows you to configure how parents are notified when they receive or sign a document. It includes options for setting up both email and text message notifications.

[SCREENSHOT: Customer Notifications option in the Settings left-hand menu]

Step 4: Configure "Document Received" Notifications

In the Customer Notifications section, locate the Document received area. Here you can configure how parents are notified when they receive a document.

  • Email Notifications: Check this option to send an email notification. You can select a template and customize the subject line.
  • Text Message Notifications: Check this option to send a text message. You can choose a text template by clicking Manage and selecting from your saved templates.

This ensures that recipients are immediately alerted via email, text, or both when a document is sent to them.

[SCREENSHOT: Document received notification settings showing email and text message checkboxes with template selection]

Step 5: Configure "Document Signed" Notifications

In the Customer Notifications settings, locate the Document signed section. This setting controls how parents are notified once a document has been successfully signed or accepted.

  • Email Notifications: Check this option to notify recipients by email. You can select an email template and edit the subject line.
  • Text Message Notifications: Check this option to notify recipients by text message. Use the Manage option to choose your text template.

Note: Document Received can be overridden later if needed, but Document Signed always follows the global setting.

[SCREENSHOT: Document signed notification settings showing email and text message configuration options]

Create Text Message Templates

Templates allow you to create reusable, personalized text messages that make sending documents faster and more professional.

  1. From the left-hand menu, click on Marketing
  2. At the top, select the Templates tab
  3. Click the + Add Template button in the top-right corner
  4. Choose Add Text Template to create a text message template
  5. Enter your message content (for example: "Your enrollment agreement is ready. Please review and sign using the link provided.")
  6. Save the template — it will then be available to select when configuring text notifications for documents
[SCREENSHOT: Creating a new text template in Marketing > Templates showing the template editor]

Pro Tip: Use merge fields in your templates to personalize messages with parent names, child names, or center information.

Send Documents Individually

When sending documents one by one, you can choose whether to deliver them via email, text, or both.

  1. From the Documents and Contracts Dashboard, create a new document or open the existing document you want to send
  2. Once you've completed all the information in the document, click Send
  3. Select Send Document option
  4. Select the channel: Email, Text, or Email + Text
  5. If using text: Choose your preferred text template from your saved templates
  6. Review and send
[SCREENSHOT: Send document dialog showing delivery channel options (Email, Text, Email + Text) and template selection]

Send Documents via Automations

Automating document sends via automations saves time and ensures consistency. Text messages can be selected as a sending channel.

  1. Navigate to Automations from the left-hand menu
  2. Create a new automation or edit an existing one
  3. Add a Send Document action
  4. Choose the delivery channel: Email, Text, or both
  5. Save the automation

The system will use your default text content or template.

[SCREENSHOT: Automation builder showing Send Document action with delivery channel selection options]

Pro Tip: Use automations to automatically send enrollment agreements when a tour is scheduled or a family moves from your waitlist to active enrollment.

Viewing Contact Information When Adding Recipients

To improve accuracy, Enrollio displays recipient contact details when adding them to a document. This ensures you select the correct phone number for text message delivery.

[SCREENSHOT: Adding recipient dialog showing contact name, email, and phone number displayed]

Frequently Asked Questions

Can I send documents via text only, without email?

Yes, you can choose text only as the delivery method.

Can I override the global default delivery setting?

Yes, you can override for Document Received, but Document Signed will always follow the global default.

Are there character limits for text message templates?

Yes, standard text message character limits apply (160 characters per message). Longer messages may be split into multiple messages.

Can I include attachments in text message document messages?

Documents themselves are delivered via secure links in text messages, not as direct attachments.

What happens if the parent's phone number is invalid or text delivery fails?

If text delivery fails, you can resend via email or correct the contact information and try again.

Can I use merge fields in text templates for personalization?

Yes, merge fields can be used in text templates to personalize messages with parent names, child names, and other details.

Is text sending available in all countries?

Text message availability depends on carrier and region. Check delivery logs if issues occur.