Send General Class Messages to Students and Parents

PATH: Campus Instruction > Message Center > New > Message Type: Class Message

PATH: Campus Instruction > Notification Bell Icon > Message Center > New > Message Type: Class Message

Send a Class Message to students and/or guardians to communicate class information to your sections, such as a reminder about upcoming parent/teacher conferences or other types of general notifications. Class messages can be sent to guardians and students. This option was called Teacher Messenger in the original Instruction module.

Use this tool to create a message to send, or to save a message template for later use.

Class Message in the Message Center

The steps for sending a Class Message are as follows:

Templates

When you create a message, you have the option of selecting an existing message template or starting from scratch. See the Create a Template for Sending Messages article for more information about templates.

Use the User/User Group and Template fields to select which template you'd like to start with, or choose a Template of new. The User/User Group dropdown list has options for your own account (User) and for each of the User Groups you are a member of. If you have the correct tools rights, you can save templates to a user group, which would make that template available to all users in the group.

If you select a specific template, fields in the message auto-populate based on that template, but are still editable for this instance of the message. Use the save buttons to save the current template (Save), or to save the message as a new template (Save As).

Step 1 - Delivery and Message Details

The Delivery and Message Details options available depend on your district's messenger settings.

Delivery Device

The Delivery Device options determine how the message is delivered to the recipients. Different fields display for each device; all appropriate fields display if you choose more than one device.

Note that there are separate Delivery Times for Inbox/Email messages and Voice/Text messages. Inbox/Email messages can be sent at any time, but you may want to limit the delivery of Voice and Text messages to daytime and evening hours.

Delivery Details

Message Details

For a Class Message, none of the message fields auto-populate. Enter your message as desired, including Campus fields that populate based on the recipient. For example, the student.firstName field will populate with the student's actual first name in each message based on the recipient.

Message Details

Delivery and Message Detail Fields

The columns on the right indicate which fields display for which devices, (I)nbox, (E)mail, (V)oice, and (T)ext.

Delivery OptionsDescriptionIEVT
Delivery DateThe date the message is scheduled to be sent. The default setting is the current date; change the date to send the message on some date in the future.XXXX
Inbox/Email Delivery TimeThe time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time.XX  
Voice/Text Delivery TimeThe time the message is scheduled to be sent on the Delivery Date. The default setting is the current time; change the time to send the message at a future time.  XX
Sender's EmailThe email address that displays in the From field of the email. This email address populates based on the Email Settings set up for the district and is either the default email address selected for the district or your email address entered in Census. This field may be editable, or read only, based on district settings. X  
Caller IDThe phone number that displays on the recipient's caller ID. This phone number populates based on the Caller ID Preferences set up for the district.  X 
Message DetailsDescription    
Message SubjectThe subject line of the message.XXXX
Record a MessageThis link opens up a public voice file recorder where you can record a voice message for this message. Once you've recorded a message, use the Add WAV File option to upload the file to the message.  X 
Add WAV FileUpload an existing WAV file of a voice message.  X 
Add Email Attachment

Allows you to upload a file attachment, based on your district's Digital Repository Preferences.

Note that file names that include special characters cannot be uploaded. Special characters include : / \ , [ ] { } ( ) ! ; " * ? < > | CR, LF, '..' or Tab.

 X  
Message Body

The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Format using the options above the message. The image icon allows you to insert a web link to an image. The link icon, which looks like a chain, allows you to insert a web link.

In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields.

XXX 
Text Message

The message sent to the recipient. Default text displays providing an example of the type of Grades Message that you could send, but is entirely editable. Text messages cannot be formatted.

In the example, the fields outlined in blue are Campus fields, which display information based on the recipient. For example, the student.firstName field displays the first name of the student recipient for each message. Use the green F button to access available Campus fields.

There is a character limit of 400 characters for text messages.

In the Campus.1813 Release Pack (March 2018), a 400 character limit restriction was added to Text Messages.

Infinite Campus recommends not exceeding 140 characters as this may result in multiple messages being sent to recipients in random order. The maximum length of a text message is set to 400 characters. When a text message reaches this length, a warning message displays indicating such. The message cannot be saved until the character limit is met.

Existing text message templates still display in their entirety, but need to be modified to be within this limit before sending.

   X

Details Step-By-Step

  1. Select Class Message as the Message Type.
  2. To start with an existing template, select a Template that is assigned to you as a User or a User Group you belong to in the next two fields.
  3. Indicate which Delivery Devices to send the message to. Devices are available based on your district's settings. Additional options display based on the device(s) selected.
  4. Enter a Deliver Date, either the current date or a date in the future.
  5. Enter Deliver Times for Inbox/Email and Voice/Text messages.
  6. If sending an Email, review the Sender's Email. This field may be editable based on district settings.
  7. If sending a Voice message, review the Caller ID number. This field may be editable based on district settings.
  8. Enter a Subject for the message.
  9. Attach any additional files needed for the message, either by Recording a Message and Adding it as a WAV File for Voice messages or Adding an Attachment for Emails.
  10. Modify the default content in the Message Body if desired. Use the options at the top of the text box to format the text, add images or links, and include Campus fields. This text applies to Inbox, Email, and Voice messages.
  11. If sending a text, modify the default content in the Text Message if desired. Campus recommends limiting this text to 140 characters. Messages greater than that length that include variable length Campus fields are sent as multiple messages that may not be delivered in the correct order.
  12. Use the options along the bottom of the window to move on:
    • Click Save or Save As if you're modifying or creating a template. The Delete option also applies to templates. See the Grades Message Template article for more information about these options.
    • Click Test to view your message as recipients would see it.
    • Click Next to move on to the next step of sending the message, which is determining recipients.
    • Click Cancel to exit the message without sending.

Step 2 - Recipients

The second step of sending a message is selecting which students and/or messenger contacts to include in the recipient list. Class messages can be sent to multiple sections at a time, either to the entire section or specific individuals.

To send a message to All recipients from section(s), choose that option and select the section(s) to include from the list of your sections, divided by term.

Including Full Sections in the Recipient List

To choose Specific recipients from section(s), mark that option to view a list of recipients by section. Add recipients, sorted by Student Messenger Contacts or Students, from the selected section. Recipients can be added from either or both lists. Select additional sections if desired; the Recipient List can include students and/or contacts from multiple sections.

List of Specific Recipients

Recipients Step-By-Step

First, indicate if you want to select all recipients from your section(s) or specific recipients.

All Recipients from Sections

  1. Expand the Term to view a list of of sections in that term or select a Term to include all sections in that term. Alternately, mark Select All to include all sections in all terms.
  2. From an expanded Term, select which Section(s) you'd like to include.
  3. Indicate if the recipients should be Student Messenger Contacts, Students, or Both.
  4. Click Next to review the message prior to sending.

Specific Recipients from Sections

  1. Select the first Section from which to add recipients. You have the option of adding recipients from one section, switching sections, and adding more recipients from another section.
  2. Sort the list of possible recipients by Student Messenger Contacts or by Students. Add recipients from either or both lists.
  3. From the Select Recipients list, click Add to move individuals to the Recipient List. Click Remove to move individuals off the Recipient List. Use the Add All and Remove All buttons below the lists as desire.
  4. Click Next to review the message prior to sending.

The Student Messenger Contact options are determined by the Messenger checkbox on the Relationships tab.

Step 3 - Review and Send Messages

The final step of creating and sending a message is to review recipients and send the message.

The Delivery Summary displays the options selected in the Delivery Details at the beginning, and the Recipient Counts, as well as a Preview of the Message(s) with any attachments. Recipient Counts indicate the total number of recipients, as well as:

The Message Preview displays all messages that will be sent to recipients.

To review specific recipients, click Review Recipients. To remove a recipient prior to sending the message, or to remove a delivery device, unmark the checkbox next to the individual or any of their message devices. For example, in the image below that includes all guardian contacts and students for a section, one parent has two students in the course; unmark one of the duplicate recipients to prevent repeated messages. Click the student's name to view their summary. Click Preview to view the message as that parent would see it, with the appropriate Campus fields populated.

Recipients who do not have any devices listed below their names (such as email addresses and phone numbers) will not receive the message.

If you've made any changes to this screen, click Save and then Close to return to the preview screen. Otherwise, click Close to return.

Reviewing Recipients

Click Send to send the messages. If any of the delivery devices is recognized as invalid, an error message displays and messages are not sent. In this case, click Review Recipients again and unmark the checkbox next to the erroneous email address or phone number and click Save and Close. Messages will not be sent to this device. Click Send again to send the message to the remaining devices.

Once messages are successfully sent, a summary screen displays recipient counts. To view a log of messages sent, mark the checkbox next to the delivery devices and click View Log. A printable log generates that includes the following sections:

Leave all device checkboxes blank to view a general message log of just Delivery Summary, Filter Criteria, and Message Detail.

Message Log after a Message is Sent

Review and Send Step-By-Step

  1. Click Review Recipients to view each planned recipient of the message. Unmark checkboxes for any recipients' devices that shouldn't receive the message and click Save and Close to return. If you don't make any changes to the recipient and device list, just click Close to return.
  2. Click Send to schedule the message. Any invalid delivery devices, such as an invalid phone number, generate an error. Use the Review Recipients list to remove these invalid devices. Save, Close, and return to Send the message again. The message will be sent at the Delivery Date and Time chosen.
  3. A total Recipient Count and by-device totals displays.
  4. To view a printable log of the message, click View Log. If desired, mark the device checkboxes below the recipient counts to include Delivery Details for those devices.

 

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