Comms Hub: How do I send a message using a template for multiple message types?

Comms Hub

Overview

This article explains how to use a template to quickly send a message by a combination of app message, email and text message (SMS). Using a template can significantly simplify composing frequently sent messages with the same content.

Prerequisites

You must have:

End of Year Rollover guidance

During the End of Year Rollover period, a banner appears at the top of the page.

The Academic Year determines which groups, pupils, contacts and schedule dates are available:

  1. Check you have selected the correct Academic Year before you send messages.
  2. Switch between the previous and new Academic Year until 31 August. 
  3. Academic Years in Comms Hub run from 1 September to 31 August the following year.
  4. After 31 August, the banner no longer appears. 
  5. You can only send messages using the groups, pupils, contacts and schedule dates within the current Academic Year.

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. In the example above, it will open with SMS and email message related fields populated.
  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. Optionally, check Show former staff members to include any members of staff who previously worked for you in the staff recipients list. Former staff members are shown in the list with a Former lozenge after their name:

      2. Select one or more members of Staff.
      3. 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

  1. Your message (including attachments as appropriate) will be sent to the pupils, contacts, and/or staff you selected.
  2. If you have sent the message by SMS, the number of credits deducted will be determined by the SMS length (for further guidance see Comms Hub: Do I pay for emails or texts?).
  3. If you have sent the message by SMS, a recipient doesn't have a mobile telephone number recorded, the message will not be sent to them by SMS, and your SMS balance will not be reduced. 
  4. If you have sent the message by email and a recipient doesn't have an email address recorded, the message will not be sent to them by email. 
  5. The status of sent messages can be viewed in Sent items (see Comms Hub: How do I know what I've sent?).

Related information

Updated