SMS Messaging User Guide Create in version 2014.7.0.544 1/24
Table of Contents Introduction... 2 SMS Messaging Overview... 3 The SMS Engine... 4 PCSchool Settings... 10 Complete the Settings... 11 General Messaging... 12 Carer Unaware Absences... 15 SMS Engine Recipients... 18 Submit the Message... 19 Submit at a Later Time... 20 View details in The SMS Engine... 23 Introduction PCSchool has partnered successfully with the SMS Engine, to bring Text Messaging of Absence and early notification as well as general messaging into PCSchool. This provides a better way to communicate with your school community. Automated notification products are one of the fastest growing safety and communication applications for schools. PCSchool s early notification and general messaging system uses innovative technology to communicate with Parents and Staff. The early notification systems integration of a messaging service through texting via PCSchool drastically reduces the time it takes for schools to successfully contact parents regarding Student Absences of for General Messaging. It makes it possible for schools with large numbers of unexplained absences to consistently notify all parents immediately and receive responses on the same day. PCSchool uses a bulk messaging web based service in association with The SMS Engine which enables schools to send parents students and staff text messages via their mobile phone Create in version 2014.7.0.544 2/24
SMS Messaging SMS Short Message Service (for Text Messaging) SMS Student Management System (NZ) Early Notification For Schools that would like to use PCSchool s Early Notification of Absences please check that the Early Notification vendor you select includes the required links and functionality required for Early Notification. PCSchool currently uses The SMS Engine for Early Notification of Absences. PCSchool chose The SMS Engine, www.thesmsengine.com, because of the lack of upfront costs and monthly charges. To use the SMS messaging with PCSchool the school must first register with both the SMS Engine and PCSchool. Process for registering with the SMS Engine; Register at www.thesmsengine.com The SMS sends an email to the School and to PCSchool The school receives 20 free credits. The school receives an email with their password PCSchool provides this manual with instructions If the school wishes to continue with the SMS they can purchase more credits through the website. Process for Setting up and using SMS Messaging within PCSchool; Enter The SMS Engine details Register at www.thesmsengine.com As at November 2014 the cost for credits was: An updated costing can be obtained by emailing The SMSEngine from their website. Create in version 2014.7.0.544 3/24
The SMS Engine Register at www.thesmsengine.com Go to The SMS Engine website and enter the Schools tab. 1. Select Schools. Create in version 2014.7.0.544 4/24
Click Register to initiate an account and test credits. Enter the schools details and upon successful registration you will be notified of a login User name and Password. Create in version 2014.7.0.544 5/24
Once you have logged into the site in the top right hand corner using the Login Name and Password provided you will get this screen. 1. Your Login details and available credits will show here. 2. Go to Edit Profile to set up your details. Create in version 2014.7.0.544 6/24
Edit Profile The contact email address provided within the account details is used by the SMS Engine to notify of any issues that may occur on the Web site [insufficient funds, wrong login details etc] or to provide information relating to messages that have been sent. Create in version 2014.7.0.544 7/24
On the site it is possible to review an itemised account. This will show the full details of all texting that has occurred from the account. 1. Your Itemised Summary 2. Drop down to choose which month to view in detail results as below. Create in version 2014.7.0.544 8/24
PCSchool is capable of talking directly to The SMS Engine so it is not necessary to upload groups of users. Reference to the Uploading of CSV files or the Managing of Groups is used more for Sports Clubs etc. Using PCSchool means this is done within the PCS program. Credits These are provided in bundles and remain in credit until used. One of the reasons for PCSchool partnering with the SMS Engine was its lack of upfront costs or monthly charges; users are charged solely on the rate of usage through pre-purchased credit. Credits can be purchased direct through the website. Create in version 2014.7.0.544 9/24
PCSchool Settings Path: Utilities SMS Messaging Settings for using the SMS feature must be entered. 1. Enter the email address to which responses from the SMS Engine will be sent. This must be the same address as stored in the account settings on the SMS Engine website. 2. Enter the Password as supplied by The SMS Engine. 3. Enter the SMS server address: https://services.thesmsengine.com/processsms.ashx. Select an option: 4. One Way, message does not require an answer. If a response is sent from the recipient of the SMS it will not be accepted. You can send contact details in the Text message. Two Way, you will receive a response if one is sent to you, please check the cost of this. 5. If your School uses a Proxy server enter the details here. 6. Fill in the fields as applicable if charging for the messages. 7. Click Save Settings Create in version 2014.7.0.544 10/24
Complete the Settings Path: Administration Absence Roll Collection To be able to send Text Messages for Student Absences created through Roll Marking, you will need to complete these settings - go to EN Settings and select the EN Type of Tagged Set, this is a default setting and can be changed when processing Absences data. Other details are not required for SMS Messaging Should you wish to upload your parent database into the SMS Engine for some other use it can be done by clicking Export Parents CSV but this is not necessary for Absence Early Notification or General Messaging. Create in version 2014.7.0.544 11/24
General Messaging Path: Utilities SMS Messaging Messages can be created to Text to selected Recipients for any purpose. Standard Text Messages can be saved for future use; for example, this may be to inform parents that a group of Students who should be on a certain bus run will be late due to the bus breaking down. Tag sets can be created for many purposes and will need to be updated with any changes. Tag sets can be created for: Students o Based on Student Details o Or based on Family Details Families o Based on General Details o Or based on Account Details Staff A Tag Set is the only way to select SMS Recipients. A Tag Set is the only way to select Recipients for SMS Messaging. This can be based on; Students 1. Family Staff 2. Select where the information is coming from, this may be a saved Tag Set. 3. Use available filters to help select Recipients. 4. Click the Add button, the description may change with views. 5. Untag any Recipients not to be included for this Text Message. 6. Use the Tagging Selection to assist in bulk Tagging or Un-tagging. 7. Use the applicable option for Returning the Tagged recipients. Create in version 2014.7.0.544 12/24
Select the Options for the Tagged Recipients. 1. A tick will be placed in the Tag Set you are using. You can add to the List from any of the Tag Sets. 2. Select an Address Option, this is the Mobile Phone number of the Recipient for the Text Message. 3. If Ignore Privacy is unticked, Recipients who have a Privacy Request selected in Student View/Address/Correspondence may not be contacted. 4. Click Add to populate the Grid. 5. If there are any anomalies with the Recipients, the Exceptions tab will list them. 6. Preview the list of recipients. 7. Click Clear List if you wish to start over. Create in version 2014.7.0.544 13/24
Enter or Select the Text message to be sent. 1. Click New to create a New Message. 2. If you wish to save the New Message click Save and check the destination is to PCSchool\Documents\SMS. If this file is not already there you will need to create it. 3. If the files are saved in PCSchool\Documents\SMS on the server they will then be available in the drop down list for selection. 4. This is the Text area for entering the Message. 5. Global fields can be selected, and then Insert clicked to enter their data in the Text Message. 6. Select from the list of entries, this will enter details such as Firstname as viewed in the Grid. 7. The Mode can be One Way or Two Way. With one way you will not receive replies through The SMS Engine. 8. When all the details have been completed click Send Message to SMS Engine. Create in version 2014.7.0.544 14/24
Carer Unaware Absences Path: Administration Absence Roll Collection Absences must be entered through Absence Roll Marking to use the Early Notification feature of PCSchool. Carer unaware absences 1. Date Will default to today s date. Can be edited. 2. Overview Type Select Early Notification. 3. Class Periods Select a single Period of All Periods. 4. Year Will default to *C. Can be edited. 5. Roll Status 6. View Check En Status is selected. 7. Generate Roll Click to Generate a Roll. Will default to Carer Unaware and Awaiting Reply, this is the Roll Status used for SMS Messaging. Create in version 2014.7.0.544 15/24
The EN Action can be edited; the default of Send to Tagged Set comes from the EN Settings previously entered. 1. EN Action This will default to the default EN Setting, EN Type selected. 2. Actions Actions can be edited on an individual basis if necessary. 3. Status The EN Status can be changed globally for groups of EN Status ; Select the Status to change to and click Go. 4. Action The EN Action can be changed globally for groups of EN Actions; Select the Action to change to and click Go. 5. Submit Click to start the process. Create in version 2014.7.0.544 16/24
This will create a file with the extension.fls, this is a Student Tag Set and will be available anywhere Student Tag Set is available. The following features will default and it is suggested you leave the defaults as they are. 1. Name PCSchool will name the file and make it unique with the date, if running several files for the same date you may wish to edit this to avoid overwriting. You could add the time to make them unique. 2. File The default path is to PCSchool/Documents on the server. 3. OK Click OK to create the Tag Set. You will then be given the following message, Click OK to continue. The Tag Set will be saved and you will be taken to the SMS Messaging view. Create in version 2014.7.0.544 17/24
SMS Engine Recipients You will be taken to the SMS messaging window with your tag set defaulting. 1. The Student Tag Set will be ticked. 2. The tick will be in Family. 3. Students from the Roll Collection will be Tagged. Tags can be removed here if necessary. 4. Select an option for returning the Students based upon whether or not they are all Tagged. Create in version 2014.7.0.544 18/24
Submit the Message now: 1. The amount of Text Messages to be sent will be displayed. There is a limit of 160 characters including any name replacement. 2. The list of names will be the Recipients of the Text Message. 3. Enter the message. 4. Select details to add to Text Message. 5. Click Insert to add the fields. 6. The Message can be saved for future use. 7. Click Send Message to SMS Engine to finis the process. Create in version 2014.7.0.544 19/24
Submit at a Later Time through PCS Path: Utilities SMS Messaging If you do not want to send the Text Message straight away it can be opened and sent at a later time. 1. Check the Student Tag Set. 2. Go to the Save/Open tab. 3. Click Open. 4. This should default to PCSchool\Documents\SMS on the server. 5. Select the file and click Open then Return the Students by clicking the appropriate button. 6. It is important to select Family as it is the Family mobile phone number you wish to use for Texting. 7. Click Add. 8. The contact person s details can be viewed. 9. Click Send Message to SMS Engine to complete the process. Create in version 2014.7.0.544 20/24
The SMSEngine Website: Submit at a Later Time through the SMSEngine Website Useful for Non Absence related messages. Path: Go to SMSEngine Website SMS Messaging Another option is to Schedule the text to be sent in the future, eg Sunday night to remind parents its sports day tomorrow bring sports gear. Create in version 2014.7.0.544 21/24
Work through the boxes, selecting the appropriate recipients, date, time and frequency. Date and time Frequency Successful Create in version 2014.7.0.544 22/24
View details in The SMS Engine Details can be checked at your account with The SMS Engine. Open your SMS account and go to the SMS Inbox to view the details Home Itemised Account Use drop down to select month. Shows what has been sent from your account. Home View Scheduled SMS Create in version 2014.7.0.544 23/24
Home SMS Inbox: Used to see replies if you use two way SMS. Home Express SMS. Available to send an SMS to an individual not in your database. Create in version 2014.7.0.544 24/24