Comms Hub

Overview

This article explains how to use a template to quickly send a message by email. Using a template can significantly simplify composing frequently sent emails with the same content, for example, a parents' evening notification message. 

Prerequisites

You must have:

• Been granted permission to send email messages by a user with the following roles / permissions: Account owner, Account Admin or Full Edit.
• Created an Email template for the message you want to send (see Comms Hub: How do I create an email message template?)

Instructions

1. Either:

   1. Select a Template when composing a message:

      

   2. Select Communications, then select Templates. View the templates, and locate the template you want to use. Select Use template. The Compose New Message window opens populated with the template contents in the various Message and attachment fields, and the Category, Subject and Send Via fields.
2. Select your recipients:
   1. To add one or more pupils (or pupil-related contacts as recipients), select Add pupils and/or contacts:
      1. Select one or more Pupils / Groups.
      2. Select Next.
      3. Check the Quick Selection options to select one or more recipients (Contacts) for the selected pupils:
         1. Primary Contacts - send to contacts who the primary contact. 
         2. Parental Contacts - send to contacts with parental responsibility.
         3. Non-Parental Contacts - send to contacts without parental responsibility.
         4. Emergency Contacts - send to contacts who should be contacted in the case of an emergency (sometimes referred to as P1s).
         5. Include pupils as recipients -  send to the selected pupils (if you have a record of their email address).
      4. Manually override any exceptions as required for each pupil (select a pupil and select / deselect individual contacts).
      5. Select Continue.

   2. To add a member of staff, select Add staff:

      1. Select one or more members of Staff.
      2. Select Continue.

      Remember, you can add pupils, contacts and staff members together. You are not restricted to sending a message to one group of people. 

3. Select Send.

Outcome

Your email (including attachments) will be sent to the pupils, contacts, and/or staff you selected. If a recipient doesn't have an email address recorded, the message will not be sent to them. The status of sent messages can be viewed in Sent items (see Comms Hub: How do I know what I've sent?).

Related information

• Comms Hub: How do I create an email message template?
• Comms Hub: Who can send messages?
• Comms Hub: How do I know what I've sent?
• Comms Hub: Are there any character / file attachment limits when sending messages?

Updated 11 May 2026 13:15