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  3. How to Send an SMS Message or Email

How to Send an SMS Message or Email

Access: The Permissions required to send an SMS Message or Email from the Student’s List are found in the Framework Module of Config>Setup>Roles and Permissions.

Use this guide to help you with the following processes;

  • Send SMS Messages or Emails to Parents, Contacts or Students.
  • How to Schedule a Message.
  • How to see an Overview of Sent Messages.

See also:

Sending an SMS Message or Email

To start, go to Students List page from the left Menu and select the relevant Student/Students (in this example, two Students have been selected).

Alternatively, you can use the filter cups in the column headings to filter by a specific Tutor Group or Year Group for example.

Select Students

Once the Students are selected, you can then use Selections>Select All to highlight all Students.

Now that the Students are selected, press Actions>Send SMS/Email.

This will open the Send SMS and Emails page where you will need to complete the relevant information;

  • Message Type – Select SMS or Email.
  • Recipient – Select Contact, Student or Staff (Emails only).
  • 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 you wish to send.
  • Dynamic Fields – Select the relevant fields to personalise the Message such as Student Fullname or Student Tutor Group.
  • Upload CSV – Provides temporary Dynamic Fields (please see below for further explanation).

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.

Moving back to the rest of the Send SMS and Emails page, there are multiple tick boxes you will need to choose from as well.

  • Send push notifications for mobile app users – This will send the Message as a Push Notification to users who have the MCAS App installed and Push Notifications enabled on their phone.
  • Consolidate multiple messages – If there are multiple Students that belong to the same Contact, the Contact will only receive one Message rather than one Message per Student.
  • Send Parental Responsibility contacts only – This will make it so that only Contacts who are marked as having Parental Responsibility of a Student will be eligible to receive the Message.
  • Copy sent/received messages to student communication log This will keep a copy of the Sent/Received Messages on the relevant Student’s records.
  • Produce Quick Letters for contacts who do not have an email address – This will let you produce a Quick Letter if the Contact cannot be reached via Email.
  • All Priorities or 1, 2, 3 etcAll Priorities means all Contacts of all Contact Priorities are eligible to receive the message. Ticking Priorities 1, 2 or 3 is only available if you untick All Priorities and means that only Contacts of the Contact Priority that you select will be eligible to receive the message.

Note: When sending an SMS Message, you need to ensure that the Contact has a Mobile number on their Contact Information and that Use this mobile for text messages is ticked.

This is done by editing the Contact Information from the Student’s record and editing the Phone Number.

Note: The Priority shown in this area is the Priority of the Phone Number, not the Contact.

The Contact Priority is found/set in the Linked Students panel of the Contacts Information.

Now that your Message has been compiled and all of the relevant tick boxes have been selected, click the Recipients button to check who will receive the Message before you send.

Tick or Untick as required 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 page, you will be able to select Staff from the Recipient drop down. When you select Staff as the Recipient, a +Staff option will appear at the bottom which is used to add additional Staff Members to the Recipient list.

A Copy can also be sent to the Student Communication Log.

Note: If Messages fail due to a lack of credit, you will need to re-run the process as there is currently no Resend option.

How to Schedule a Message

To Schedule a Message, click on Schedule rather than Recipients or Send while 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

Next, complete the dropdown choices dependant on the Schedule choice you need.

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

Weekly Schedule

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

Once you are happy with the Schedule options, click Save.

Monthly Schedule

How to see an overview of Sent Messages

To see Sent Messages, go to Modules>Communications>Overview.

In the example below, two Emails have been sent, which will display in the Information Table when you click on Emails Sent Today or Emails Sent This Week.

If needed, you can use the Date Selector in the Credits Remaining widget to update the page.

Lastly, 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 October 6, 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.

  2. How do I send text messages to staff?

    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.

  3. Is there a way to resend failed messages?

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

  4. 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

  5. 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.

  6. 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

  7. 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.

  8. 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

  9. 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

  10. 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

  11. 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

  12. 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

  13. 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

  14. 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

  15. 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.

  16. 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.

  17. 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.

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

    How do I do this please?

  19. Hi

    Can you only send messages to Parents and Staff? I want to occasionally send messages to transport staff and Governors is this possible?

    1. Hi Helen
      Thank you for your comments.
      This isn’t currently possible, can you raise this as an idea on the Support Portal please.
      Kind Regards
      Bromcom Training

Comments are closed.