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  3. How to Send an SMS Message or Email

How to Send an SMS Message or Email

Note: All pages below are subject to having relevant Roles and Permissions.

Use this guide to send SMS messages or emails to Contacts or Students, Schedule a message and see an overview of sent messages.

See also: How to Create a Message Template, How to Create a Watchlist and How to Schedule Report via Email.

To start from the left Menu go to Students and select the relevant Student(s). In this example two students have been selected.

Communication 0001

From the Actions dropdown select Send SMS/Email and this will open the Send SMS and Emails page.

Complete the relevant information:

  • Message Type – select SMS (for this example)
  • Recipient – select Contact or Student
  • Templates – if a message Template has been created in advance select the relevant template from the dropdown list. A preview of the template will appear in the Message Box
  • Message – type the message
  • Dynamic Fields – select the relevant fields to personalise the message
  • Upload CSV – for temporary Dynamic Fields

Clicking the Upload CSV button gives the option to add Temporary Dynamic Fields for use in one-off Messages allowing Student/Staff/Contact items to be used without the need of storing them within the system. When a CSV file is uploaded a second dropdown list Temporary Data Items is displayed, use this list to select your temporary Dynamic Fields.

Note: The CSV file must have the UPN for Students or the Staff Code for Staff.

Check the Tick boxes as required. In this example the Notify by Mobile option has been selected and messages have been sent to Notification Priority 1 only. The priority refers to the defined priority in the Contacts Information under Phone & Email

Note: Consolidate Multiple Message enables 1 message to go to a Contact who has several children in school.

All Priorities is ticked by default, untick and select the required Priorities if required. For example untick and select 1 and 2 for the message to be sent to Priorities 1 & 2.

Click the Recipients button to check who will be sent the SMS before you send.

Tick or Untick as require or go back and update the information from the Student Contacts if you think it is incorrect.

When complete, click the Send button.

The Send SMS/Email option can also be used to send Messages to both Staff and Groups by selecting the option from the Actions button whilst on the Staff or Groups pages.

When selecting to send an Email from the Students list to Staff an additional button +Add Staff is displayed, this is used to add additional Staff Members to the Recipient list. A Copy can also be sent to the Student Communication Log.

If messages fail due to a lack of credit, you will need to re-run the process. There is currently no Resend option.

To Schedule a message click on Schedule on the Send SMS and Emails page.

To see previously Scheduled Messages click on Tasks.

From the Schedule dropdown choose either Once, Daily, Weekly, Monthly, Termly or Yearly.

Schedule choice

Then complete the dropdown choices dependant on the Schedule choice.

In this example a Weekly Schedule in chosen on Academic Weeks Only, Every Monday at 10:40. Click Save.

Weekly Schedule

In this example a Monthly Schedule in chosen on the First Monday at 10:40. Click Save.

Monthly Schedule

To see Sent Messages go to Modules > Communications > Overview

In this example a Push Notification has been sent.

Click on the number on Sent Today to see the message(s).

To see if any Messages/Emails are Scheduled, you would take the following path as if you were going to send a new SMS/Email;

Students>Select a Student>Actions>Send SMS/Email.

Now, instead of preparing a message or selecting Recipients, press Tasks at the bottom of the Screen.

This will then show you any Scheduled Messages or Emails that are currently active.

See also: How to Schedule a Report via Email

Updated on March 16, 2022

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