SMS Text Messaging. This needs to be done before you beginning using the text messing service.

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1 SMS Text Messaging 1. SETTING UP TEMPLATE MESSAGES READY FOR USE Click on Housekeeping then Standard Text Messaging You can set up as many templates as you think your school will use. Type your text into the blank record. If you want to personalise the text message you can use the options 1-4 which will automatically pick up the pupils name s and genders from their pupil records. Click Exit when finished. 2. VALIDATING TELEPHONE NUMBERS This needs to be done before you beginning using the text messing service. Click on Housekeeping then Validate Text Numbers click Ok on the message box the system will then ask you if you want to produce a backup, click Yes. Once the backup has been created select the class, year group or whole school.

2 Option One - will look at all telephone numbers and make sure that the system will be able to send a message to the numbers that are recorded against the pupils. You will get a report explaining numbers that texts can t be sent to. The most common reasons are not enough digits in the telephone number or there is more than one telephone number in a field.

3 Option Two - allows you to tick which number(s) you want to send the text messages to. All contact numbers will show for each pupil selected tick the box next to include to indicate the right telephone number to text to. You can send a text message to any mobile or landline. Please Note text messages CAN NOT be sent to telephones connected through a switchboard, which have extension numbers do not select these numbers. If there are any numbers that can not be validated a report will be produced asking you to update the number manually.

4 3. CHECKING NUMBERS THAT CAN RECEIVE TEXT MESSAGES To produce a report detailing which number have been selected to receive text messages click Pupils Reports Other Reports Text Message Numbers

5 Update Pupil there are now Txt tick boxes next to every telephone number field that show which numbers re set to receive text messages. You can update this by ticking and un-ticking the boxes. 4. SENDING TEXT TO NEWLY ABSENT PUPILS Use this function once the attendance information has been generated for the current day. Click Attendance Newly Absent Pupils

6 The screen below will appear select from the drop down box the correct template message, it will then be placed in the larger text box you can if you wish add extra text. Characters once you have selected the template this shows you how much more you can add to the message Sender generally this will be set to school or school name but it can be changed using up to eleven characters Preview if you click on this it will display the message you are sending as shown below

7 Once the content of the message has been checked click Send Text Message. It is possible to exclude pupils click Yes to the following message if you want send a text to everyone the click No Un-tick any telephone numbers you don t want included then click Exit A message box will confirm the text s have been sent

8 5. DID THE MESSAGES GET SENT? To produce a report detailing which number have been selected to receive text messages click Pupils Reports Other Reports Text Message Report Enter the To and From dates for the period you require and how you would like the report produced click Implement Selection.

9 6 SEND TEXT MESSAGES FROM THE MAIN MENU Use this function if you want to send either a message to a group of pupils or a one off message. To send a message to a group of pupils selected 1 then select the Year Group, Class or Pupil Group (remember pupil group can be set up to include any pupils in the school)

10 Select the template message or type the message in remember using the fields <First_Name> will input the pupils first name from the update pupil screen and the fields <he/she>, <his/her> and <her/him> will input correct field using the pupils gender recorded on update pupil screen. If you want to preview the text first click Preview when ready to send click Send Text Message Un-tick any telephone numbers you don t want included then click Exit

11 A message box will confirm the text s have been sent Option 2 of SEND TEXT MESSAGES FROM THE MAIN MENU allows you to send a text message to just a few telephone numbers that you can manually type in. Use of this could be sending text messages to particular members of staff.