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How Do I Send Messages in Edulink One?

All messages are sent to recipients individually. They never see another person’s email or details.

You can send messages in Edulink One by locating the messages icon at the bottom of your screen and clicking on it.

Log in to Edulink One using your credentials to get started. Alternatively, you can also choose to log in using Microsoft or Google by clicking the buttons, though your school must already have these accounts.

Login to Edulink One
Login Screen

If you have not configured your Communicator tab in the administration settings this will not work. Please see the following article on Configuring The Communicator Tab so you can start sending messages.

Click on the Messages icon at the bottom of your Edulink One homepage.

Messages icon
Communicator/ Messages location on the web-based interface

To type a new message, select the New Message button above your reading pane.

New Message Button
New Message Button

User Types

Select the type of user you would like to send a message to. There are four different options for administrators, but these options will be different depending on the user (employees, parents, learners) and depending on how you have configured your Communicator tab in the administration settings.

User Types
User Types

Learners

If you are planning on messaging learners, either individually or as a group, there are several variables you can select to help create your message. You can search for an individual learner by name, or if you don’t know the learner’s name, you can search by Year, Form, Class, Gender, SIMS Groups, Groups (clubs etc…) or House.

For sending a message to an entire Year, Form, Class, Club etc., select the variable(s) from the dropdown menus and tick Select All above the images.

Alternatively, if you want to send the message to a few learners, click on the images of the learners on the right-hand side of the page and tick the Selected box to ensure only selected learners receive the message.

Learner User Type
Learner User Type

Once you have finished selecting all of the learners for your message, click Next Step.

Creating Learner Groups

You can create a learner group for various activities, e.g. a club or trip. To do this select the images of the learners on the right-hand side of the screen.

You can select more than one Class, Year, Form etc., at a time. Click on the images of the students you would like from a Year or a Form to add to your new group. Edulink One will remember these learners when you change to another Year or Form group. Once you have finished selecting your learners from various Year groups, click on the Selected box and + Create Group button.

After you select your learners and tick the Selected box, click on the green + Create Group button. You need to provide your group with a name and you can choose whether to make the group Global (available to all staff). When finished, Save your group.

Add Group Window: +Create Group
+ Create Group

Employees

Select the employees you would like to message by selecting individual employees from the images on the right or by ticking the Select All box when you would like to send a whole staff message.

You can also send messages to teachers by searching their names.

Employee User Group
Employee Groups

You can create Employee Groups in messages if you intend to send messages to a certain group of employees on a regular basis, e.g. Aim Higher Leaders. First, select the images of the employees you would like in the group, then click the + Create Group button.

Next, type in the name of the Group and select whether you would like the group to be Global, meaning other employees will have access to it. You can also choose to add more employees to the group by pressing the + button.

Tip: If you are creating a Global group, it is a good idea to include your initials to identify yourself as the creator of the group.

Finally, click the Add button to create your employee group. You can also add and manage your groups in the Manage Groups settings.

Admissions

Admissions user types are useful for your admin staff or teachers that wish to view the new intake.

You can search for new admissions in the same way you search for learners, by Year, Form, Intake Group, Admission Group, House etc…

Select an individual admission by clicking on the admission on the right side of the screen and ticking Selected. To select all the admissions, tick the Select All box above the admissions’ images (they are unlikely to have images at this point until they have them taken in school).

Admissions User Type
Admissions User Type

Leavers

Leavers user types are available for a short period between leaving and exam results. Edulink One embargo exam results in line with the Exams Regulator so that the pupils receive their results on Exam Results Day. If you need to configure your Leavers, please see the Login Tab and set the dates allowing leavers access to Edulink One.

Search leavers by Learner Name, Leaving Date, Leaving Date Until (the last day of Edulink One access), Groups or Gender.

Tick Selected to message an individual student or a small group of students. Alternatively, click the Select All box to message the entire Leavers cohort.

Leaver User Type
Leaver User Type

Select Recipients

The recipient types available will be entirely dependent on whom you are messaging. If you are messaging learners, there will be more recipient types available to message than if you are messaging employees, admissions or leavers.

Select the recipient type you wish to message by clicking on the icon(s) available. You should have selected those user types you would like to message in the User Type window before Select Recipients. You can select more than one recipient type from the list above, e.g. you can message learners and their parents about a significant date or a revision session.

The recipient types will automatically be selected to message, indicated by a green checkmark on the left side of the table. To deselect a recipient, click on the green check to change it to a grey X. The message will not be sent to this person.

Similarly, a red exclamation in a triangle indicates a messaging error, such as a missing email.

Recipient Type

If you select more than one recipient type here, e.g. learners and parents, you will not be able to access all the variables in the next step.

Message Type: Select your message type from the Message Type list. The menu includes the option to send a push notification, SMS, push | SMS and email.

Message Type and Multiple Recipient Example
Message Types

Missing Email Addresses

For users with Email Address Missing in their status, you have the option to select Undeliverable List which will create a .csv of users you can’t message.

Undeliverable List

This will produce an Excel document you can either Open or Save with the personal details of users in the undeliverable list.

The list generated is GDPR sensitive.

Undeliverable List Export
Undeliverable List

Options

If this has been made available to the staff member, it will customise sending messages to parents. The Priority of Parental Responsibility will be configured in the Communicator Tab before creating messages. Please carefully consider before changing these options.

Options Button
Options Button

Warning: Safeguarding Concern
You should use ‘Yes’ when sending messages for those with Parental Responsibility; this includes those with Treat As Parent status. Selecting ‘No’ may violate a court order.

Parental Priority Options
Priority of Parental Responsibility

Once you are finished customising your recipients, select Next Step.

Creating Messages

The message window contains an area to customise information regarding your message and a pane to write your message or to create a template.

Message Subject: Write the subject of your message here.

Options:

Record in SIMS Communication Log: Tick this box if you would like the contents of your message to be logged in SIMS.

Select Template: Choose a template you have created or a global template to send your message.

Send on Date/Time: Schedule your messages in advance to send to learners, parents or employees.

Message Pane
Message Pane

Add Variable: Add variables to your message to automate filling in recipient details.

Add Variable function only works if you select one recipient type, e.g. parents only. If you select more than one recipient type Add Variable will not have all variable types available.

Add Variable

Example of Variables

Reply Address: Reply address automatically uses your school email address. You can modify the reply address to a specific email, e.g. a school club email or no-reply.

Create Template

You can select a global template that is available to all staff here, a template previously created or you can create a new template if you will be sending out a message frequently. You can do this by selecting +CreateTemplate in the bottom left corner of the message pane.

If you choose to create a new template, name your template and select if you would like the template to be Global, meaning all staff would have access to this template.

+CreateTemplate
Editing a Template

Once you have created your new template, you can write and edit the template. First, select the template from the Select Template dropdown menu and edit the template in the writing pane.

Select Template
Select Template

Then, press Update Template once you are ready to save your template. The signature that has been configured in the Communicator tab will be on the bottom of your messages.

Update Template
Update Template

Toolbar: You can customise your replies by using the toolbar to select font size and family, bold, italic, underline, strikethrough, background and foreground colour, alignment and links (hyperlink).

Tool Bar
Toolbar

Attachments: Select the Attachments button at the bottom of the message pane to attach documents, images etc., to your message.

Select the document you wish to upload and press Open to attach.

Attachments
Attachments

Send

Select Send to send the message to the intended recipient(s) or select Back to return to the Select Recipient page for amendments.

Send and back buttons

To return to the main menu, click the X in the upper right-hand corner of the Communicator screen.

Exit Communicator
Updated on 8 June 2022

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