School Messenger Basics

Transcription

1 School Messenger Basics Starting a New Broadcast Click on the New Broadcast button. Subject: Enter a subject name for this broadcast. Type: choose General NOTE: Attendance Type do not use; attendance calls are automatically generated through eschool Emergency Type use sparingly; as a general rule, Emergency should be used only about 1% of the time. Click Build a List Using Rules. Under Select a Field, choose School. Page 1 of 15 D. Rich, 2013

2 Place a check beside your school or department, and then click the Save button. This will select all students and staff (if applicable). To narrow the list of recipients to either students or staff, click the Add a Rule button. Under Select a Field, choose Contact Type. Select Student or Staff, and then click the Save button. NOTE: Student information is automatically updated through eschool. Staff information is not updated automatically. If your staff information is not accurate, please contact the technology office. To further narrow the field of recipients, click the Add a Rule button again. Page 2 of 15 D. Rich, 2013

3 Other Available Options When you have chosen all of your desired fields, click the blue Add Recipients button. The button displays the number of recipients. Optional - Previewing the List On the next screen, under the List Name section, you will now see your list. Click on the magnifying glass icon if you wish to to preview your list. SAMPLE PREVIEW LIST Click the Done button when you are finished previewing the recipient list. Page 3 of 15 D. Rich, 2013

4 To view information for a specific recipient, click the Unique ID link. SAMPLE RECIPIENT INFORMATION Click the Back button when you are finished previewing the recipient information. Optional - Saving the List If you would like to save the selected fields in order to use the same criteria again in the future, click the folder icon. Page 4 of 15 D. Rich, 2013

5 Enter a name for the list (or leave the existing name) and then click the Save button. When you have saved a list, the next time you are preparing a broadcast, instead of building a list again, you can choose the Pick From Existing List button. NOTE: Saved student lists will update automatically; saved staff lists will not. Recording the Message - English After you have selected all of your recipients, click the Continue button at the bottom right of the screen. Click the Add Phone button. Page 5 of 15 D. Rich, 2013

6 You are going to record your message by speaking into a telephone. Enter the phone number at which you would like to be called in order to record your message. Then click the Call Now to Record button. The screen will display this message, and your phone will ring. Answer the phone, and follow the instructions that you hear. When you have completed your recording, you can listen to the message on the computer by clicking the Preview button. This window will open, and you can hear your message. Click the Done button when you are ready to go on. Page 6 of 15 D. Rich, 2013

7 Recording the Message - Spanish NOTE: Parents will receive the message in Spanish if, according to their child s eschool information, the home language is Spanish. If a parent reports that they are receiving a message in the wrong language, contact the technology office. Enter the phone number at which you would like to be called in order to record your message. Then click the Call Now to Record button. The screen will display this message, and your phone will ring. Answer the phone, and follow the instructions that you hear. NOTE: Your English message will not automatically be translated. You, or a Spanish speaking member of your staff, will need to speak the message in Spanish. You now have the option of previewing, re-recording, or removing the English and Spanish messages on your computer. When you are satisfied with all of the messages you have recorded, click the Save Phone Message button. Page 7 of 15 D. Rich, 2013

8 Optional Message Click the Add button. Enter the information. If you wish to include a Spanish translation, place a check mark in the Translate box, and then click on the Show Translation link. Read the translation carefully, as it may be a very literal translation. Make corrections as needed. When your message is complete, click the Save Message button. On the following screen, click the Continue button at the bottom right of the screen. Page 8 of 15 D. Rich, 2013

9 Scheduling Your Message It is recommended that you choose Schedule, and not Send Now. The Send Now option will send the message immediately. If you were to need to make a correction to your message, you would not be able to do so. Enter the date on which you wish the message to be sent. Select a starting and ending time. (recommended ending time is prior to 9:00pm) When the scheduling is complete, click the Send to Recipients button. Congratulations! You have successfully used the School Messenger system! Page 9 of 15 D. Rich, 2013

10 Editing/Canceling a Scheduled Message Click on the Dashboard tab at the top of the screen. In the On Deck section, you will see scheduled messages. Click on the Tools icon. You will see the Edit and Cancel options. If you are editing your message, after making changes, be sure to scroll to the bottom of the screen and click the Save button. Page 10 of 15 D. Rich, 2013

11 Message Confirmation After your scheduled message has been sent, you will receive an . The will contain an attached report. SAMPLE REPORT Advanced Feature - Copying/Reusing Previous Broadcasts NOTE: It is highly recommended that you do not set a repeating broadcast. To copy and reuse a previous broadcast, visit your Dashboard. Page 11 of 15 D. Rich, 2013

12 Click on the Tools icon of any previously sent or currently scheduled message. Choose Copy. On the next screen you will be able to choose new Start Dates and Times, and new recipients (if they are on a previously saved list). Your original recording cannot be changed. After making changes, be sure to scroll to the bottom of the screen and click the Save button. Advanced Feature - Sending to Specific Recipients You can hand-select message recipients using the Quick Pick method. NOTE: You will only be able to select students/staff in your campus or department group(s). When selecting recipients, instead of clicking directly on the Build List Using Rules button, click the arrow to the right of the button and choose Quick Pick. Enter the name of a person, and then click the Search button. Page 12 of 15 D. Rich, 2013

13 Place a check next to the person you wish to include. Then click the Add Selected Recipients button. Repeat this process for each individual recipient. In the sample below, four individual recipients have been selected. Click the Continue button. Then follow the above instructions for recording and scheduling your message. Advanced Feature - Excluding Specific Recipients First, complete the process for building a list using rules. Then save the list. Page 13 of 15 D. Rich, 2013

14 On the Broadcast tab, choose Lists. Locate the desired list, and then click Preview. Uncheck those persons you wish to exclude, and then click the Done button. Return to the Dashboard, and start your new broadcast. When selecting recipient, choose the Pick From Existing List option. Choose the list with the excluded recipients. Page 14 of 15 D. Rich, 2013

15 When you select the desired list, the recipients unchecked in the step above will be excluded. The number on the Add Recipients button will reflect only those persons who were not unchecked in the step above. Adding Excluded Recipients Back to List The unchecked recipients will remain unchecked in the saved list. If you wish to use an existing list and include all recipients once again, perform the following steps. On the Broadcast tab, choose Lists. Locate the list in which some recipients had been excluded, and then click Edit. Click the Remove All Skips link. Scroll down and click the Done button. Page 15 of 15 D. Rich, 2013