Difference between revisions of "Student Event Messages"

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__NOTOC__
 
__NOTOC__
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'''Program to create and maintain event messages.'''
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'''This program will provide the user a way to create and maintain event messages for communication.'''
  
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====Video====
+
 
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[[media:New_Project.mov|Student Event Messages - Text to Voice video]]
+
For '''Student Event Messages''' in [[User Management]], a user will need to have Category>Telephony and Program> EDGEAR Home Interface System RW.
 +
 
 +
For '''Staff Event Messages''' in [[User Management]], a user will need to have Category>Telephony and Program> Staff Events RW.
  
 
==Menu Location==
 
==Menu Location==
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[[File:mb56.png]]
 
  
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On the left navigation panel, select '''Communication > Entry > Student Event Message.'''
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'''Communication > Entry > Student Event Messages''' or click on the '''Phone''' icon at the top right of the screen.
  
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===Emergency Call===
+
[[File:Emergency.png]]
  
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[[File:EmergencyCallButton.png]]
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Whether the menu option is used or the phone icon is chosen, a Normal or an Emergency call can be created to send out to students and staff.
  
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To place an emergency call to send out to students and staff, click on the phone in the top right corner of the screen.
+
[[File:normal.png]]
  
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Next, select either '''Student''' or '''Staff'''.
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For creation of the  emergency description buttons, go to  Communication>[[Message Manager]]>Emergency tab.
  
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[[File:mb104.png]]
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Select either '''Normal''' or '''Emergency'''.
  
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This will skip having to browse the navigation panel of JCampus and go directly to '''Setup Box 1''' described below. The only staff that have permissions to make Emergency call(s), which is hard coded in the JCall system, are Admin (700), Principals, Assistant Principals and Superintendent. A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.
+
Note that only staff members that have permission can view and create Emergency call(s), which is hard coded in the JCall system. They are Admin (AD and 700), Principals (PR, S0), Assistant Principals (AP), and Superintendent (SI). A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.
  
 
==Setup Options==
 
==Setup Options==
  
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[[File:mb57.png]]
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[[File:event setup box.png]]
  
 
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
 
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
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'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.  
 
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.  
  
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'''Filters'''
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'''All Students and Staff''' - Click to choose all students and staff members. The totals of the students and staff will display below the buttons. Click on the totals to see a roster of the student/staff with other information as well.
  
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[[File:mb58.png]]
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'''All Students''' - Click to choose all students. The total of the students will display below the buttons. Click on the total to see a roster of the students with other information as well.
 +
:*Make sure the student's parent/guardian has correct information and are not blocked in [[Student Master]] to receive messages. Also, the user can check the [[Do Not Call List]] to make sure they are not blocked.
  
−
'''Grade''' - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade.
+
'''All Staff''' - Click to choose all staff. The total of the staff members will display below the buttons. Click on the total to see a roster of the staff with other information as well.
 +
:*Make sure the staff has correct information in [[Human Resource Master]]> Contact Information field> Email Types/Addresses fields to receive messages.
  
−
'''Gender''' - Leave blank or select all to include both genders.  Otherwise, choose the desired gender.
+
'''[[Student Filters]]''' - Click to be able to choose from filters for the students.
  
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'''Homeroom''' - The teacher who is assigned a group of students in addition to the regular classes that they teach. Leave blank if all homerooms are to be included into the report. Otherwise click in the field to the right of Homeroom to select the desired homeroom(s) to view.
+
'''[[Staff Filters]]''' - Click to be able to choose from filters for the staff members.
  
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'''Club''' - Leave blank or select all to include all club codes. Otherwise, choose the desired
+
'''Schedule Call''' - Select if the message is to be scheduled for a future date/time.
  
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'''A.M. Bus''' - This is the morning bus number the student rides.
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'''Date''' - Select the date for the message to go out.
  
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'''P.M. Bus''' - This is the afternoon bus number the student rides.
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'''Time''' - Select the start time for messages to start going out.
  
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'''Program''' - Leave blank if all program codes are to be included into the report. Otherwise, choose the desired program code.
+
'''Stop Time''' - Set the stop time for this call. Any calls that have not been processed at this time will not be sent.
 +
*In [[Communication Configuration]], calls are set for start and stop times for the district as a whole. But, the intended purpose of this stop time option is to ensure calls, that are only useful until a certain time period, do not go out after that time. It is a further limit to the stop time set in [[Communication Configuration]] but not an override. If that option did act as an override, everyone with access to the program could bypass the stop times. Other than changing the stop time options in [[Communication Configuration]], the only way to send out messages after hours would be to use the Emergency call option.  
  
−
'''Parent Home Language''' - Select the language spoken at the students home.
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'''Next'''- Click to continue.
  
−
'''Ethnic''' - Leave blank or select all to include all ethnicities.  Otherwise, choose the desired enthnicity.
 
  
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'''Counselor''' - Responsible for scheduling, testing, student grades and transcripts. Leave blank if all counselors are to be included into the report. Otherwise click in the field to the right of Counselor to select the desired counselor(s) to view.
+
Click on the drop down arrow in the top line for a list of messages to choose from.
  
−
'''Sport''' - Leave blank if all sports are to be included into the report. Otherwise, choose the desired sport code.
 
  
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'''A.M. Bus Stop''' - This is the morning bus stop number.
+
'''<u>SMS 160 Text Message</u>''' - Select to send out a SMS 160 Text Message. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.
  
−
'''P.M. Bus Stop''' - This is the afternoon bus stop number.
+
[[File:studeventmess7.png]]
  
−
'''Special Codes''' - Leave blank or select all to cinclude all special codes.  Otherwise, choose the desired special code.
+
'''Enter Title''' - Enter a title for this message.
  
−
*'''Show Remote Only''' - If this box is checked, the report will list only those students who come to your school from another school in the district.
+
''' Enter Message''' - Type the body of the message in this area to send out. The SMS character limit  being sent is 160 characters.  As you type in the text, the counter will count down to keep track.
  
−
*'''As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field. For Students, the '''As of Date''' defaults to first day of school, if before school starts. 
+
'''Include Student Cell''' - Select this option to send this message to the student's cell phone, if one is available in the [[Student Master]] Name> Student Cell field.
  
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'''Sped'''
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'''Send in Home Language ''' (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.
−
*'''All''' - Select to view all students.  
+
*Languages available can be seen on the [[Message Manager]] by clicking on the SMS counts> Add button> Select Language.
−
*'''Sped Only''' - Select to view sped only students.
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*In order to choose the language for the student, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
−
*'''Non Sped''' - Select to see non sped students.
 
  
−
'''504'''
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'''Send Text To Speech When No Cell''' - If no cell phone is available to receive the SMS text message, select this option to send the message as a 'Text To Speech' call to a land line phone.
−
*'''All''' - Select to view all students.
 
−
*'''504 Only''' - Select to view sped only students.
 
−
*'''Non 504''' - Select to see non sped students.
 
  
−
'''LEP'''
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'''Also Send Email''' - Select this option to also send this message as an email.
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*'''All''' - Select to view all students.
 
−
*'''LEP Only''' - Select to view sped only students.
 
−
*'''Non LEP''' - Select to see non sped students.
 
  
 +
'''Show Reply Name and Address in Messages''' - Select this option to show the creating user's name and email address in message.
  
−
'''Clear''' - Select to clear out selections.
+
'''Previous''' - Select this option to return to the previous page.
−
 
 
−
'''OK''' - Click to continue.
 
−
 
 
−
 
 
−
'''Select Individual Students''' - This will list all students that meet the criteria of the options selected in "Filter" options.  Within that list, select the students to call or leave blank to call all students. This program will only make one call per household.
 
−
 
 
−
 
 
−
'''Add Staff'''
 
−
 
 
−
[[File:mb59.png]]
 
−
 
 
−
'''Object Code''' - Choose an object code to further filter the list of staff members to call in '''Select Individual Staff'''. This is not picking the staff, only filtering the staff list. This field relates to Human Resource. Leave blank to call all staff members regardless of object code.
 
−
 
 
−
'''Function Code''' - Choose a function code to further filter the list of staff members to call in '''Select Individual Staff'''. This is not picking the staff, only filtering the staff list. This field relates to Human Resource. Leave blank to call all staff members regardless of function code.
 
  
−
'''Select Call Groups''' - Select to limit the staff only by a selected group. Staff Groups are defined by using the [[Call_Group_Loader|Call Group Loader]].
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
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'''As of Date''' - This date will display only the staff who are active as of the date selected in the date field.  The Staff filter '''As of Date''' should also default to first day of school if before school start date.  
+
'''Send''' - Select this option to send the SMS message.
  
−
'''Home Site Only''' - Selecting this option will limit the message to only those staff members who are "home based" at the school site.
 
  
−
'''Select Individual Staff''' - Select individuals staff to send a message to.
+
'''<u>SMS Web Link Message</u>''' - Select to send out a SMS Text Web Link Message for text messages over 160 characters. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.
  
−
'''Clear''' - Select to clear out selections.
+
[[File:smsmessage.png]]
  
−
'''OK''' - Click to continue.
+
'''Enter Title''' - Enter a title for this message.
  
 +
'''Enter From''' - This will add text in front of the link. It defaults to 'School' but other text can be added in [[Sponsor Site Editor]]> in the field 'Name ABV' on the 'Site Demographics' tab.
  
−
'''Next''' - Click to continue.
+
'''Enter Message''' - Type the message in this area to be send out. Since the user knows that their SMS character amount is more than 160 characters, they will choose this option so it will be sent as a web link.
  
−
===Setup Box 2 - Select Schedule Options===
+
'''Include Student Cell''' - Select this option to send this message to the student's cell phone, if one is available in the [[Student Master]] Name> Student Cell field.
  
−
[[File:mb60.png]]
+
'''Send in Home Language (if available)''' - Select this option and the SMS Web Link Message will be automatically translated into the home language, assuming the language is available within the program.
 +
*In order to choose the language, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
 +
*Languages available can be seen on the [[Message Manager]] by clicking on the SMS counts> Add button> Select Language.
  
−
'''Schedule Call''' - Select if the message is to be scheduled for a future date/time.
+
'''Also Send Email''' - Select this option to send this message as an email.
−
*'''Date''' - Select the date for the message to go out.
 
−
*'''Time''' - Select the start time for messages to start going out.
 
−
*'''Stop Time''' - Select the stop time for messages to stop going out.  In [[Communication Configuration]], calls are set for start and stop times for the district as a whole. This will override and allows an earlier time to be selected, if needed.
 
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Next'''- Click to continue.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
−
===Setup Box 3 - Select Message Type===
+
'''Send''' - Select this option to send the SMS message.
  
−
[[File:mb74.png]]
+
'''[[Add Attachment]]''' - Click on this tab to select file to be attached.
  
−
'''Caller ID''' - Enter the phone number that will be displayed on parents phones when the call is made. If left blank, the school`s phone number that is listed in the Sponsor Site will be used.
 
  
−
'''Previous''' - Select this option to return to the previous page.
+
'''<u>Text to Speech Message</u>''' - Select to send out a Text to Speech Message.
  
−
'''Next'''- Click to continue.
+
[[File:texttospeechmessage3.png]]
  
−
'''<u>Pre-Created Message</u>''' - A message must be created prior to setting up a campaign.
+
'''Enter Title''' - Enter a title for this message.
  
−
'''Campaign''' - These are messages that are setup in advance.
+
''' Enter Message''' - Type the message in this area to be send out.  
  
−
[[File:mb75.png]]
+
'''Send SMS If Cell Available''' - Select this option to send a SMS text message INSTEAD of a call if a cell phone is found, but NOT both. The only way to send both a SMS text message and call would be to set them up separately.
  
−
'''On The Fly''' - These are messages that are setup and sent out.
+
'''Also Send Email''' - Select this option to also send this message in an email.
  
−
[[File:mb76.png]]
+
'''Send in Home Language ''' (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.
 +
*Languages available can be seen on the [[Message Manager]] by clicking on the T2S counts> Add button> Select Language.
 +
*In order to choose the language for the student, go to [[Student Master]]> Country Entry> '''Home Language''' pull down option and select the language needed.
  
−
'''Message Manager''' - Select to setup a campaign to send out at a later date.
+
'''Include Student Progress Center Message''' - If checked, this option will append the following text to the end of the message.  Please visit your district's web based Student Progress Center for more details.
  
−
'''Refresh''' - Refresh the screen to seen '''Campaign''' or '''On The Fly''' messages that have been set up.
+
'''Override Caller ID''' - Select this option to override caller ID's.
  
−
[[File:mb79.png]]
+
'''Previous''' - Select this option to return to the previous page.
  
−
'''Title''' - This is the title that was set up for the campaign.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
−
'''Description''' - This is the message that will be sent out in the campaign.
+
'''Send''' - Select this option to send the SMS message.
  
−
'''Voice''' - Count of Languages this '''Voice Recorded''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
 
  
−
'''WAV''' - Count of Languages this '''WAV''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''<u>Record Voice Message Over Phone</u>''' - Select to record voice message using a land and/or cell phone.
  
−
'''T2S''' - Count of Languages this '''Text to Speech''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
[[File:recmessoverphone2.png]]
  
−
'''SMS''' - Count of Languages this '''SMS''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
Follow the instructions in box above.
  
−
'''Email''' - Count of Languages this '''Email''' message has available to send. Click in the field and a popup box will appear. Select '''Add''' located at the bottom of the box. Another popup box will appear to select the language the message is to be sent out in and give it a title. Follow the instructions listed below.
+
'''Override Caller ID''' - Select this option to override caller ID's.
  
−
'''Created Date''' - This is the day and time the message was created.
+
'''Previous''' - Select this option to return to the previous page.
  
−
'''Create User''' - This is the user who created the message.
+
'''Preview''' - Select this option to view the SMS message being sent out.
  
 +
'''Send''' - Select this option to send the SMS message.
  
−
'''Setup''' - Select the year, district and school.
 
  
−
'''Help''' - This takes you to written instructions and instructional videos.
+
'''<u>Record Voice Message With Microphone</u>''' - Select to record a voice message using a microphone.
−
 
 
−
'''Add''' - Select to add a new campaign.
 
−
 
 
−
'''Close''' - Select to close the popup box.
 
−
 
 
−
 
 
−
 
 
−
'''Previous''' - Select this option to return to the previous page.
 
  
−
'''Preview''' - Select to view the recording.
+
[[File:recvoicemesswithmic.png]]
  
−
'''Send''' - Select to send out the message.
+
'''Title''' - Enter a title for this message.
  
 +
'''Description''' - Add a description.
  
−
'''<u>Record Voice Message</u>''' - Select to send out a Record Voice Message.
+
'''Script''' - This is only optional but the user can type in in the script here to read from once clicking on Record.
  
−
Follow the instructions below.
+
'''Record''' - Speak the message into a microphone that has been previously set up to your computer. Using JCampus Mobile, the user can also use their cell phone as a microphone.
  
−
[[File:mb62.png]]
+
'''Play''' -  Once the message is recorded, the user can play back the message to check for accuracy.
  
−
'''Also send an email''' is available in additional to recording the message.
+
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
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−
'''<u>WAV Voice Message</u>''' - Select to send out a WAV Voice Message.
+
'''<u>Choose Recording</u>''' - Select to choose a voice recording to send out.
−
 
 
−
[[File:mb63.png]]
 
−
 
 
−
After checking the box to send out a WAV Voice Message, click '''Next''' to continue.
 
−
 
 
−
When the popup box appears, select '''Manage Recordings'''. Another popup box will appear to show all previous voice recording, select the '''New''' button located on the bottom of the page. By doing this, a title, description and script will need to entered, next select '''Record'''. Once this has been done, select '''Play''' to hear the recorded message. Make sure to select '''Save'''. The message can be deleted by selecting '''Cancel'''.
 
−
 
 
−
By selecting the '''Refresh''' button, the new recording will display in the list.
 
−
 
 
−
 
 
−
'''Previous''' - Select this option to return to the previous page.
 
−
 
 
−
'''Preview''' - Select to view the recording.
 
−
 
 
−
'''Send''' - Select to sent the message.
 
−
 
 
−
 
 
−
'''<u>Text-to-Speech Message</u>''' - Select to send out a Text-to-Speech Message.
 
  
−
[[File:texttospeechsetup.png]]
+
[[File:chooserecording2.png]]
  
−
'''Enter Title''' - Enter the title of the message.
+
'''Play''' - Play recorded message.
  
−
'''Enter Message''' - Type the body of the message in this area to send out. There is an 800 character space limit.
+
'''Title''' - Title of recorded message.
  
 +
'''School''' - School site number.
  
−
'''Also send SMS''' - Check the box to send out a SMS message in addition to the '''Text to Speech''' message.
+
'''Description''' - Description of recorded message.
  
−
'''Also send email''' - Check the box to sent out an email in addition to the '''Text to Speech''' message.
+
'''Manage Recordings''' - This button will take the user to Manage Voice Recordings for playing, editing, and deleting of the voice recordings.
  
−
'''Send in Home Language (if available)''' - Check the box to have the call attempt to translate the message text into the student's home language as marked in the '''Home Language field''' in the [[Student Master - Country Entry]].
+
'''Refresh''' - Refresh the screen to see '''Campaign''' or '''On The Fly''' messages that have been set up.
  
−
'''Include Student Progress Center Message''' - If checked, this option will append the following text to the end of the message.  Please visit your district's web based Student Progress Center for more details.
+
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the Text to Speech message being sent out.
+
'''Preview''' - Select this option to view the email message.
  
−
'''Send''' - Select to sent the message.
+
'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
  
  
−
'''<u>SMS Text Message</u>''' - Select to send out an SMS Text Message.
+
'''<u>Email</u>''' - Select to send out an email.
  
−
[[File:smssetupnan.png]]
+
[[File:studeventmessemail.png]]
  
−
'''Enter Title''' - Enter the title of the message.
+
'''Subject''' - Enter subject of email.
  
−
''' Enter Message''' - Type the body of the message in this area to send out. Any SMS message over 160 characters may be sent in multiple messages. The order of delivery of these messages is not guaranteed.
+
'''From Email''' - This field is for when a user wants to override the default sender's email address which comes from their username/password information. For a different email to show, type in the email address that will display to the receiver of the email.  Leave blank to use default.
 +
*Also note that if "Send As Sponsor Site" is checked in [[Communication Configuration]]> JCall tab>, all emails sent through JCall will use the Sponsor Site email address as the from email address BUT the "Email From" filter will override this setting.
  
 +
'''Show Reply Name and Address''' - Select this option to show the creating user's name and email address in email message.
  
−
'''Also send Text-To-Speech''' - Check the box to send out a Text to Speech message in addition to the '''SMS Message'''.
+
'''Enter Message''' - Type the message in this area to be send out.
  
−
'''Also send email''' - Check the box to sent out an email in addition to the '''SMS Message''' message.
+
'''To Student''' - Send this email to student. At least one of the choices has to be checked.
  
−
'''Send in Home Language (if available)''' - Check the box to have the call attempt to translate the message text into the student's home language as marked in the Home Language field in the [[Student Master - Country Entry]].
+
'''To Single Parent/Guardian''' - Send this email to only one parent or guardian for the selected students. It will default to the first parent listed in [[Student Master]]. At least one of the choices has to be checked.
  
 +
'''To All Parents/Guardians''' - Send this email to all parents and guardians for the selected students. At least one of the choices has to be checked.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the SMS message being sent out.
+
'''Preview''' - Select this option to view the email message.
  
−
'''Send''' - Select to sent the SMS message.
+
'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
  
 +
'''Add Attachment''' - By selecting this option, a popup box will appear. Next, select '''Add from JDrive''' and it will display the JDrive to where the attachment was saved.
  
 +
Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select '''OK''' for the email to send.
  
−
'''<u>Email</u>''' - Select to sent out an Email.
 
  
−
[[File:mb66.png]]
+
'''<u>Campaign Message</u>''' - Select to to resend out an On The Fly or Campaign Message.
  
−
'''Subject'''  - Type the subject in the subject line.
+
[[File:campaignmessage2.png]]
  
−
'''Arena''' - Select from EV, AT, DI and GR.
+
'''School''' - School site number.
  
−
'''Code''' - Input a code.
+
'''Title''' - Title of message.
  
−
'''Show Reply Name and Address''' - Check the box to show a reply name and address. If the box is left unchecked, it will automatically generate a reply message, '''Please do not reply to this email. Please contact the school with any questions you may have.'''
+
'''Description''' - Description of message
  
−
'''Message''' - Type in the body of the email message that will be sent out.
+
'''Create Date''' - Date and time when the message was created.
  
 +
'''Create User''' - User's name who created message.
  
−
'''To Student''' - Check the box to send out an email to students.
+
'''Campaign''' - These are messages that were set up in advance and not on the fly.
  
−
'''Single Parent/Guardian''' - Check the box to send out an email to the first parent/guardian to have an email.
+
'''On The Fly''' - These are messages that are set up as they are needed (on the fly) and sent out. A user can resend a previously sent out message whether it is a voice message, text to speech message, etc.
  
−
'''All Parents/Guardians''' - Check the box to send out an email to all parents/guardians listed with an email.
+
'''[[Message Manager]]''' - This button will take you to the Message Manager.
  
 +
'''Refresh''' - Refresh the screen to see '''Campaign''' or '''On The Fly''' messages that have been set up.
  
 +
'''Override Caller ID''' - Select this option to override caller ID's.
  
 
'''Previous''' - Select this option to return to the previous page.
 
'''Previous''' - Select this option to return to the previous page.
  
−
'''Preview''' - Select to view the email message.
+
'''Preview''' - Select this option to view the email message.
  
−
'''Send''' - Select to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
+
'''Send''' - Select this option to send the message. Once '''Send''' has been selected, a pop up box will appear with the number of students to send the email to.
  
−
[[File:mb71.png]]
 
  
−
Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select '''OK''' for the email to send.
 
  
−
[[File:mb72.png]]
+
'''Q&A'''
  
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'''Q''' -  Is there the capacity in Jcall to preschedule the same message over multiple days or according to a set schedule?  And, is there the ability to replicate/copy an existing messages without having to start from scratch? 
  
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'''Add Attachment''' - By selecting this option, a popup box will appear. Next, select '''Add''' and it will display the JDrive to where the attachment was saved.
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'''A''' - There is not currently a way to schedule multiple JCalls all in one setup process. However, once the first JCall is created that message is saved and available to send as many times as you want without having to type it out again. To do this, you would need to select the message type as '''Campaign Message''' and the click on the '''On The Fly''' tab to see all previously sent messages. Then, just select the message and hit Send.  
  
  
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'''Caller ID''' - Enter the phone number to display on Caller ID when the message is sent out. If left blank, the school`s phone number that is listed in the Sponsor Site will be used. This option is applicable to '''Record Voice Message''', '''WAV Voice Message''' and '''Text-to-Speech'''.
 
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'''Previous''' - Select this option to return to the previous page.
 
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'''Next'''- Click to continue.
 
  
  

Latest revision as of 14:57, 7 February 2024

This program will provide the user a way to create and maintain event messages for communication.


For Student Event Messages in User Management, a user will need to have Category>Telephony and Program> EDGEAR Home Interface System RW.

For Staff Event Messages in User Management, a user will need to have Category>Telephony and Program> Staff Events RW.

Menu Location

Communication > Entry > Student Event Messages or click on the Phone icon at the top right of the screen.

Emergency.png

Whether the menu option is used or the phone icon is chosen, a Normal or an Emergency call can be created to send out to students and staff.

Normal.png

For creation of the emergency description buttons, go to Communication>Message Manager>Emergency tab.

Select either Normal or Emergency.

Note that only staff members that have permission can view and create Emergency call(s), which is hard coded in the JCall system. They are Admin (AD and 700), Principals (PR, S0), Assistant Principals (AP), and Superintendent (SI). A 911 call manually cannot be input when creating a new message and is only available through the emergency call button.

Setup Options

Event setup box.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

All Students and Staff - Click to choose all students and staff members. The totals of the students and staff will display below the buttons. Click on the totals to see a roster of the student/staff with other information as well.

All Students - Click to choose all students. The total of the students will display below the buttons. Click on the total to see a roster of the students with other information as well.

  • Make sure the student's parent/guardian has correct information and are not blocked in Student Master to receive messages. Also, the user can check the Do Not Call List to make sure they are not blocked.

All Staff - Click to choose all staff. The total of the staff members will display below the buttons. Click on the total to see a roster of the staff with other information as well.

  • Make sure the staff has correct information in Human Resource Master> Contact Information field> Email Types/Addresses fields to receive messages.

Student Filters - Click to be able to choose from filters for the students.

Staff Filters - Click to be able to choose from filters for the staff members.

Schedule Call - Select if the message is to be scheduled for a future date/time.

Date - Select the date for the message to go out.

Time - Select the start time for messages to start going out.

Stop Time - Set the stop time for this call. Any calls that have not been processed at this time will not be sent.

  • In Communication Configuration, calls are set for start and stop times for the district as a whole. But, the intended purpose of this stop time option is to ensure calls, that are only useful until a certain time period, do not go out after that time. It is a further limit to the stop time set in Communication Configuration but not an override. If that option did act as an override, everyone with access to the program could bypass the stop times. Other than changing the stop time options in Communication Configuration, the only way to send out messages after hours would be to use the Emergency call option.

Next- Click to continue.


Click on the drop down arrow in the top line for a list of messages to choose from.


SMS 160 Text Message - Select to send out a SMS 160 Text Message. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.

Studeventmess7.png

Enter Title - Enter a title for this message.

Enter Message - Type the body of the message in this area to send out. The SMS character limit being sent is 160 characters. As you type in the text, the counter will count down to keep track.

Include Student Cell - Select this option to send this message to the student's cell phone, if one is available in the Student Master Name> Student Cell field.

Send in Home Language (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.

  • Languages available can be seen on the Message Manager by clicking on the SMS counts> Add button> Select Language.
  • In order to choose the language for the student, go to Student Master> Country Entry> Home Language pull down option and select the language needed.

Send Text To Speech When No Cell - If no cell phone is available to receive the SMS text message, select this option to send the message as a 'Text To Speech' call to a land line phone.

Also Send Email - Select this option to also send this message as an email.

Show Reply Name and Address in Messages - Select this option to show the creating user's name and email address in message.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


SMS Web Link Message - Select to send out a SMS Text Web Link Message for text messages over 160 characters. Each district will have their own 800 series (844, 866, etc.) number for all SMS messages. This will help better relate your district to your parents and show the message is from a trusted source. This also reflects the updated federal guidelines on trusted sources. We have worked with carriers to ensure your district is identified and the messages are not filtered as spam.

Smsmessage.png

Enter Title - Enter a title for this message.

Enter From - This will add text in front of the link. It defaults to 'School' but other text can be added in Sponsor Site Editor> in the field 'Name ABV' on the 'Site Demographics' tab.

Enter Message - Type the message in this area to be send out. Since the user knows that their SMS character amount is more than 160 characters, they will choose this option so it will be sent as a web link.

Include Student Cell - Select this option to send this message to the student's cell phone, if one is available in the Student Master Name> Student Cell field.

Send in Home Language (if available) - Select this option and the SMS Web Link Message will be automatically translated into the home language, assuming the language is available within the program.

  • In order to choose the language, go to Student Master> Country Entry> Home Language pull down option and select the language needed.
  • Languages available can be seen on the Message Manager by clicking on the SMS counts> Add button> Select Language.

Also Send Email - Select this option to send this message as an email.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.

Add Attachment - Click on this tab to select file to be attached.


Text to Speech Message - Select to send out a Text to Speech Message.

Texttospeechmessage3.png

Enter Title - Enter a title for this message.

Enter Message - Type the message in this area to be send out.

Send SMS If Cell Available - Select this option to send a SMS text message INSTEAD of a call if a cell phone is found, but NOT both. The only way to send both a SMS text message and call would be to set them up separately.

Also Send Email - Select this option to also send this message in an email.

Send in Home Language (if available) - Select this option and the SMS 160 Text Message will be automatically translated into the home language.

  • Languages available can be seen on the Message Manager by clicking on the T2S counts> Add button> Select Language.
  • In order to choose the language for the student, go to Student Master> Country Entry> Home Language pull down option and select the language needed.

Include Student Progress Center Message - If checked, this option will append the following text to the end of the message. Please visit your district's web based Student Progress Center for more details.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


Record Voice Message Over Phone - Select to record voice message using a land and/or cell phone.

Recmessoverphone2.png

Follow the instructions in box above.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the SMS message being sent out.

Send - Select this option to send the SMS message.


Record Voice Message With Microphone - Select to record a voice message using a microphone.

Recvoicemesswithmic.png

Title - Enter a title for this message.

Description - Add a description.

Script - This is only optional but the user can type in in the script here to read from once clicking on Record.

Record - Speak the message into a microphone that has been previously set up to your computer. Using JCampus Mobile, the user can also use their cell phone as a microphone.

Play - Once the message is recorded, the user can play back the message to check for accuracy.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select to view the recording.

Send - Select to send out the message.


Choose Recording - Select to choose a voice recording to send out.

Chooserecording2.png

Play - Play recorded message.

Title - Title of recorded message.

School - School site number.

Description - Description of recorded message.

Manage Recordings - This button will take the user to Manage Voice Recordings for playing, editing, and deleting of the voice recordings.

Refresh - Refresh the screen to see Campaign or On The Fly messages that have been set up.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.


Email - Select to send out an email.

Studeventmessemail.png

Subject - Enter subject of email.

From Email - This field is for when a user wants to override the default sender's email address which comes from their username/password information. For a different email to show, type in the email address that will display to the receiver of the email. Leave blank to use default.

  • Also note that if "Send As Sponsor Site" is checked in Communication Configuration> JCall tab>, all emails sent through JCall will use the Sponsor Site email address as the from email address BUT the "Email From" filter will override this setting.

Show Reply Name and Address - Select this option to show the creating user's name and email address in email message.

Enter Message - Type the message in this area to be send out.

To Student - Send this email to student. At least one of the choices has to be checked.

To Single Parent/Guardian - Send this email to only one parent or guardian for the selected students. It will default to the first parent listed in Student Master. At least one of the choices has to be checked.

To All Parents/Guardians - Send this email to all parents and guardians for the selected students. At least one of the choices has to be checked.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.

Add Attachment - By selecting this option, a popup box will appear. Next, select Add from JDrive and it will display the JDrive to where the attachment was saved.

Next a list will appear of all of the student's that will receive the email, along with a popup box reiterating the number of student's who will receive the email. Select OK for the email to send.


Campaign Message - Select to to resend out an On The Fly or Campaign Message.

Campaignmessage2.png

School - School site number.

Title - Title of message.

Description - Description of message

Create Date - Date and time when the message was created.

Create User - User's name who created message.

Campaign - These are messages that were set up in advance and not on the fly.

On The Fly - These are messages that are set up as they are needed (on the fly) and sent out. A user can resend a previously sent out message whether it is a voice message, text to speech message, etc.

Message Manager - This button will take you to the Message Manager.

Refresh - Refresh the screen to see Campaign or On The Fly messages that have been set up.

Override Caller ID - Select this option to override caller ID's.

Previous - Select this option to return to the previous page.

Preview - Select this option to view the email message.

Send - Select this option to send the message. Once Send has been selected, a pop up box will appear with the number of students to send the email to.


Q&A

Q - Is there the capacity in Jcall to preschedule the same message over multiple days or according to a set schedule? And, is there the ability to replicate/copy an existing messages without having to start from scratch?

A - There is not currently a way to schedule multiple JCalls all in one setup process. However, once the first JCall is created that message is saved and available to send as many times as you want without having to type it out again. To do this, you would need to select the message type as Campaign Message and the click on the On The Fly tab to see all previously sent messages. Then, just select the message and hit Send.



Communication Main Page

JCampus Main Page

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