Welcome to our step-by-step guide for using your email platform within your Primarysite Website.

This document will help you achieve all these things in an easy step-by-step process. If you have any questions, please get in touch.

Before we look at setting up an event within the booking system, you must firstly make sure the data you are using is correct within the MIS system used in school.

• Please do read and have a look at the 'using your contacts area' guide in the communication options section

This section covers 

• Creating and Sending emails
• Delivery Reports
• Contacts not receiving communication
• Deactivated emails

Creating and Sending your Emails

Once your data is in place you can then begin to create your email. To get started, when logged in to the school website, go to the ‘Communication’ tab and click ‘Email.’

You will then be directed to the below ‘Send Email’ screen.

The first step is to select the recipients of the email. You can choose to send your email to individuals, classes, years or groups by selecting your option from the drop-down. Please do remember that you need to manage your contacts through the communications menu, for the recipients to pull through to your email. Any emails that are sent to groups will go to all contacts of a pupil that have an email address in the system.

Once your recipients have been selected, you will see them move over to the ‘your recipients’ area’. Should you need to remove individuals from here, select the red circle button next to their name. Should you wish to start again, you can select the yellow ‘clear list’ button above the ‘your recipients’ box, this will remove all the selected contacts from the box.

You will then need to enter an email address for any replies to be sent to, as the email will not be sent from a school email address but the Primarysite system. Secondly, you will need to add the subject of your email.

You are now ready to compile your email.

As well as adding text, you will be able to add images and links into the body of the email using the image and link icon buttons in the text area

You will also have the option to add attachments to your email, should you need to send out any documentation. This can be done by selecting the yellow ‘add attachments’ button; from here you will be taken to your computer's file explorer to select the attachment from where it is saved.

Once you have added an attachment, you will also have the option to remove this should you need to, by selecting the red ‘remove’ button.

It is important to remember, that the total file size of attachments cannot exceed the file limit of 6MB.  Roughly speaking this is around 6000KB, you may see your document saved on your computer in this format.

When you are happy with your email and the selected recipients, you will need to click the yellow ‘send email’ button. This button will outline how many how many recipients it will be sent to.

Delivery Reports

Once an email has been sent, you will be able to see the delivery report for each of these in the sent messages section of the email system.

If you click on any of the emails in the sent messages area you will then be taken to the delivery report screen for that message.

The delivery report will show the date and time the email was sent, the reply to email address provided, along with the subject and body of the email message itself. Underneath the email you will then see a ‘sent to provider’ section. This will list all the recipients the email was sent to at that time and its status.

Parents/Carers Not Receiving Communication

You may find that some parents/carers do not receive the emails sent. You will be able to tell if an email has not been delivered from the status against the delivery report for that email. If delivered, this will state ‘delivered’, however, you may sometimes see ‘bounced soft’ or ‘bounced hard’ in the status field. Reasons for this could be:

• If the parent/carer or email provider has reported our emails as ‘spam’, this will potentially stop them from receiving any communications from our systems.
• If the recipient's email inbox is full, any email communication will not be received.
• Could temporarily be out of network range.

Please note that any communications already sent by the school will not be received by the recipient after the above has been rectified. You will need to resend them again.

If the email system regularly encounters a problem with an email address it is trying to send to, this will result in the email address becoming ‘deactivated’ in the email system. You will be notified in the send email area if you have any deactivated email addresses. You will be able to click the notification to view a list of these email addresses.

We will be able to reactivate any email addresses that may have been deactivated by the system, but we would require confirmation from the parents themselves that they are happy for us to do this.

Deactivated emails

If a contact is not appearing in the email system, in the email system you may see the following. Click on the link and see if the contact is listed there.

When an email shows as disabled due to a complaint, it indicates that either the email provider or the holder of the email account has blocked incoming emails from the sender's email address (notifications@primarysite.net). This is often due to the email provider incorrectly identifying the address as spam.

In such cases, we would need written confirmation (via email support.ps@junipereducation.org) from the contact requesting Primarysite to reinstate their email address.

If an email shows as temporarily disabled, it means that our system encountered a problem when attempting to send it to the email address. This could be due to factors such as an incorrect or invalid email address, or issues after it has left our network, such as the recipient's inbox being full. In such instances, the email address/es in question would automatically re-enable after 24-48 hours.

Questions that have been answered?

Please see the below for the FAQ’s tab, for the most common questions we are asked: