How to compose an SMS, an Email or a Notification?

> Communication > Mailbox

By default, only the administrator of the school can compose and send messages (SMS, Email or Notification). You can permit the other staff members to compose messages from > School Setup > Roles.

The Mailbox provides options to send messages and view the received messages and alerts.

  1. Click COMPOSE at the top left corner. The compose page will appear on the screen.
  2. Click ADD RECIPIENT to select the person to whom the message is to be sent.
  3. Select the kind of recipients to whom the message is to be sent, from Students, Parents/Guardians, Staff, New Applicants, and Others.
      1. You can filter the student recipient selection type by directly searching the Student by his/her name or admission number, Class & Section, Student Group, Student House, Gender or Transport Service.
      2. Select the students according to the filter chosen.
      1. You can filter the parent/guardian recipient selection type by directly searching the Student name or admission number, Class & Section (of the student), Student Group, Student House, Gender or Transport Service.
      2. Choose the contact type from Father, Mother, Local Guardian and Primary Contact.
      3. Select the parents according to the filter chosen.
      1. You can filter the staff recipient selection type by directly searching the Staff name or Employee ID, Department, Staff Role, Search Staff, Staff Group, Gender or Transport Service.
      2. Select the staff according to the filter chosen.
      1. You can filter the new applicants by the admission step in which they are currently included, such as Enquiry, Application, Registration, Evaluation, Confirmed and admission statuses such as waitlisted and shortlisted.
      2. Select the new applicants according to the filter chosen.
    5. For the recipients who do not belong to any of the above groups, a separate CSV (Comma Separated Values) file with the contact details can be uploaded.
  4. Select the Mode(s) of Communication from Email, SMS and/or Notification.
  5. Select the Priority of the messages as High, Medium or Low.
  6. Mark tags to the message (Maximum 3 tags can be selected for one message) for easy identification in the mail list of INBOX, SENT or SCHEDULED.
  7. Enter a Subject for the message.
  8. Type the message content in the message box provided. Format the message using the options provided below the message box.
  9. Variables such as student name, class, staff department, etc can be added to the text message so that the recipients will see the name/value in place of that variable in the message corresponding to their benefit.
    ATTENTION

    • As you type the content for SMS, the character count and the number of individual SMS in which an SMS is split will be automatically displayed.
    • The SMS count may vary after sending the message based on the values of the variable (if inserted).
    • While composing an SMS using the characters from Standard GSM 03.38 character set,
      • Up to 160 characters will be composed in a single SMS.
      • Once the number of characters exceeds 160, the character limit for each SMS will be reduced to 153 and sent accordingly. Hence, the character limit will be as follows:

        No. of SMS Maximum number of characters allowed (including spaces)
        1 160
        2 306 (2*153)
        – –
        26 3978 (26*153)
    • While composing an SMS using the characters outside Standard GSM 03.38 character set,
      • According to UNICODE character encoding standard, including at least one UNICODE character (e.g., Letters from Indian Languages) will restrict the characters per SMS to 70.
      • Once the number of characters exceeds 70, the character limit for each SMS will be reduced to 67 and sent accordingly. Hence the character limit will be as follows:

        No. of SMS Maximum number of characters allowed (including spaces)
        1 70
        2 134 (2*67)
        – –
        26 2010 (26*67)
  10. Choose a Template for the message, if required.
  11. Attach any file to the text that is composed (only for Email and Notification).
    REMEMBER

    • Maximum individual attachment size that can be uploaded is 5 MB.
    • For multiple files, the total attachment size cannot exceed 7 MB.
    1. Click SCHEDULE to schedule the message to be sent on a specific date and time.
    2. Or, click SEND.
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