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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 altos 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 January 11, 2022

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Comments

  1. Are you able to help me with sending emails out to all parents please. I have gone through the process but messages have failed to go

    1. Hi Alison
      Please contact support and they will look into this for you.

    1. Hi Melanie, Thank you for your comment. You can Send a Text or Email to Staff using the Send SMS/Email option from the Actions button whilst on the Staff List page selected from the menu on the left.

    1. Hi Ivy, unfortunately there isn’t, you need to run the process again.

  2. Is there a way to send a message to students and staff at the same time?

    1. Hi Helen, no currently this isn’t possible, you have to send it to one group of people at a time, for example students or contacts or staff. Thanks

  3. When sending emails to all timetabled staff of a student, is there a way of changing the generic ‘office’ email it is sent from to my work email? It causes confusion when staff reply.

  4. Thanks Louise

    Can you set up a staff group that you want to send all emails to – ie SLT and a few admin staff so you can just select this group quickly each time you send an email?
    Thanks
    Helen

  5. I downloaded a report showing invalid numbers . Most are highlighted green and 3 highlighted pink. Why would these numbers be classed as invalid?

    1. Hi Urminder, this is failed Communication attempts, rather than the numbers themselves being incorrect or invalid.

  6. I wish to send a whole school text message, but how can I send it to one message, per number (Priority 1 contact) per family?

    1. Hi Debbie,
      Thank you for your comments.
      If you select all students and tick Consolidate Multiple Messages ( this will mean parents will only get one message if they have more than one child in school)
      Also filter by contact 1.
      I have updated the guide.
      Kind Regards
      Bromcom Training

  7. We track absences using Manage attendance and then send SMS messages to parents of missing students. We can access contact info from Manage attendance, could sending a text or email also be an option? At the moment having to look up each student to send messages is very slow.

    1. Hi Lorna, I would suggest you created a Watchlist, a Watchlist is a process you run each day (or whenever you choose) that looks through your system for a certain value – in this case you would probably tell it to look for all students with an N code for AM Registration this morning. Then it generates a list and you can select the students (all or some) off the list and send a message to the parents asking them to contact school with the reason for absence.

      There is a guide on the Help Centre here.

      Hope you find this helpful. Thanks

  8. Is it possible to preview an email before you send it to confirm the mail merge fields are working?

    1. Hi Lucy
      Thank you for your comments.
      This is not currently possible, you can however, see a preview of the selected template in the message box.
      I have updated the guide.
      Kind Regards
      Bromcom Training

  9. Is it possible to have some help regarding scheduling a message for attendance please??

    1. Hi Emma
      Thank you for your comments.
      I have updated the guide with instructions on scheduling messages.
      Kind Regards
      Bromcom Training

  10. Hi,
    Can you let me know how you make sure everyone gets a notification through the app, I have parents who have the app but it is sending them emails and they don’t check emails regular so are missing messages, they have recently upgraded and this has changed as they were receiving the notifications previously. Thanks

    1. Hi Leanne
      Thank you for your comments, we will be creating a guide on this shortly.
      Kind Regards
      Bromcom Training

  11. Is it possible to change the dynamic fields? Having the option to add their tutor group would be so helpful.

    1. Hi Geraldine
      Thank you for your comments.
      Can you raise this as an idea on the Support Portal please.
      Kind Regards
      Bromcom Training

  12. Hi, is it possible to send emails to parents with personalised attachments? For example a child’s school report? If not how are other schools doing this?
    Thanks
    Andy McNaughton

  13. Hi
    We are sending emails in the way explained but they are just going to parents inboxes rather than to their MCAS app. Is there something else we need to do to make sure they receive the messages via the app? Is there a way to send a duplicate of the message to all staff at the same time?
    Thank you

    1. Hi Gemma I tick the “send push notification…” box when setting up the email and it hen arrives as a message in the app. For plain text emails only. It does not though see to go in the inbox as well, it’s either or. I can see the app message view might not be suitable for very long emails.

  14. I have scheduled messages but I can see no way of checking that they are scheduled and to whom. The message dialogue box is very confusing. I selected the students first. I wrote my message, selected Schedule and gave it a date and time but then I am returned to the message dialogue. It is not clear if I have done everything or now need to Add Recipients.

  15. How do I view emails that are scheduled to be sent out? We have some scheduled that we need to make a change to. I cannot find these under the communication module.

  16. I have scheduled an email for later on this evening, but this now needs to be cancelled/amended

    How do I do this please?

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