The Control Centre offers a wide array of Communication Channels to quickly and efficiently broadcast messages, as well as provide critical updates to your community

This guide will take you through the basics of how to create a Remote Learning Resource Web Page to contain information and uploaded documents from your Schoolzine Control Centre.

For more information on this process, please read the following article.

What Can Remote Learning Resource Pages Be Used For?

A Remote Learning Web Page can be created to contain inforation and uploaded files from your Schoolzine Control Centre. Uses for this page are, but not limited to:

• Remote Learning Resources
• Homework for Students to access from home
• Assessment Files for Students to access from home
• Annual Reports

To create your Remote Learning Resource Web Page you will need to do the follow steps:

1. Create your Media Files Tags which will allow you to upload your files to the Resource page.
2. Create and setup your Remote Learning Page with your Media Files Tags.
3. Upload your files to your Media Library and apply the required tag.

Create a New Media Files Tag

You are able to create your own custom tags to link files to your Remote Learning Resources Page. The Tag will be used to make your Media Files display on the page you have added it to.

Examples of different types of tags could be any of following:

• Year Levels
• Types of Assessment
• Subjects (Maths, English, Science)

To create your Media Files Tag, follow the below instructions:

1. Log into your Control Centre
2. Select the Settings Tab
3. Open the Manage Tags option
4. Select the Add Tag button in the Top Left
5. Populate the Name Field
6. Select Media Files from the Tag Availability box
   This will allow your tag to be used with any uploaded Media Files from the Media Library

For more information on Managing Tags, please refer to our Knowledge Base article linked here.

Creating A New Web Page

A Web Page will be required for your files to accessible by your readers. Web Pages can then be linked to your Website, SZapp, or simply sent to your readers as a link they can bookmark on their computer.

The below process will assist you in setting up the Remote Learning Web Page.

1. Log in to your Control Centre and select the Content menu tab.
2. Once expanded, select Web Pages.
3. Select the New Page button.
4. Fill in your Page Title and Page Heading.
5. Leave the Status as Active and the Menu Display as Visible to display the Web Page.
6. Leave the Page Type as New Page.
7. The URL field will create a URL (web address) based off of the Page Title.
   Note: General practice rules apply for URLs (web addresses). Please read the General URL (web address) Rules article if you wish to make changes to the URL (web address).

You will then need to create a new Content Holder to setup the content of your page.

This is where you can add your Media Files Tags.

To add in your Media Files Tags and setup your page content, follow the below instructions:

1. Scroll to the Page Content section

2. Select the New Content Holder button
Please note: You can link a previously created Content Holder by using the drop-down box on the left

3. Input your Content Holder Title

4. Add in any headings and content you wish to display on the page.
You can find the guide on Navigating the Toolbar here.

5. Add the Tag Code: { !media_by_tag:XXXXX! }
Please Note: You will need to replace the XXXXXX with the Tag Value of your Media Files Tag which can be found when you go to the Tag in your account. See the below example screenshot for further information

For further information on Creating a New Web Page, please refer to our Knowledge Base article linked here.

Uploading Files To The Media Library

1. Log into your Control Centre
2. Select the Content Tab
3. Open the Media Library option
4. Upload your Media File
   You can use the Add New File button, or the Quick Add Drag and Drop option to add your files
5. Apply your Media Files Tag to your File
   Please note: If you used the Quick Add Drag and Drop option, you will need to edit the Media file, or use the Bulk Actions feature to add your Media Files Tag

For more information on the Media Library, please refer to our Knowledge Base article linked here.

This Quick Send feature allows you to quickly send a message to your parents, and is perfect for Emergency Communication. As this option is for quick communications only, you cannot format your message or include images or documents, and the message cannot exceed 140 characters.

1. Log in to your Control Centre and select the Quick Send Message menu tab.
2. Type in the Message Title and the Message you would like to send out.
   Note: There is a 40 character limit for the title and a 140 character limit for the message. If you want to send a longer message you will need to send a message via the Communicate menu tab.
3. Select which Channel/s you need to send your message out to.
4. Select your Recipients. You are able to send the message to your entire database, or to specific groups, you can send to multiple groups if needed. You cannot send to individual contacts.
5. Click Send to distribute your message.

Keeping your community informed is easier than ever with the ‘Send Notification’ functionality available within SZapp. If you are a System user with the required permissions, this item will be under the ‘Manage’ tab allowing you to send communications remotely, whilst on the go.
Note: You must be logged into SZapp with the same details you use for your Control Centre.

Sending a Notification via SZapp

• Navigate to the ‘Manage’ tab of SZapp and select’ Send Notification’.
• Once signed in you will be presented with a ‘Send Notification’ interface.
• Enter the Notification Title you would like to apply to your message.
  Note: There is a 40 character limit for the title.
• If needed, adjust your Send Date and Send Time to postpone the message. Select Next.
  Note: If you would like to send straight away, you will not need to adjust these fields.
• Populate the content of your SZapp notification using the content window, and applying basic styling and formatting using the toolbar before selecting Next.
• Select your groups in the dropdown, or select All to send to all SZapp contacts, then select Next.
• From here, you can review your SZapp notification before you Send.
  Should you need to adjust any content, you can navigate Back at any time prior to sending.

Editing/Deleting a Notification via SZapp

• Navigate to the ‘Manage’ tab of SZapp and select’ Send Notification’.
• Once signed in you will be presented with a ‘Send Notification’ interface.
• Click on the ‘Managed Feed’ tab.
• Use the Pencil Icon to Edit a notification.
• Use the Red Remove icon to delete a notification.

Still have questions? - See the full SZapp Knowledge Base here.

Messages are an essential part of communication between schools and parents and are a quick and easy way to send out important information between newsletters. Using the Schoolzine platform, you are able to send out unlimited emails to parents. You are also able to send out messages to other channels, such as the App and SMS, at the same time.

• Log in to your Control Centre and select the Communicate menu tab.
• Once open, select New Message.
• Select which Message Channels you would like to send your information out to. You can Send To All to send out your message to all available channels. Select Next.

• Insert a Message Name and then choose a Send Date and Send Time for your Message. Select Next.
  Note: By default the Send Date and Send Time will be set to the current date and time. If the set time has already passed, your message will be sent straight away.

• The Email Subject will auto-populate from the Message Details, you can change this if you would like a different name to appear. Select Next.
  Note: The From Email, From Name and Email Preview Text are all set automatically, so you don’t need to change these details.
• Select the Newsflash Template from the list provided. Select Next.

• Once the template populates in the Email Content window you can insert your Message content. Type your content in the space provided underneath 'Dear %%first_name%%'. Select Next.
  Note: The 'Dear %%first_name%%' will populate the first name from your database contacts unless this has been updated to a generic greeting.
• If you have chosen to send your message to any other channels, you can copy and paste your message details.
• Select the Recipients by choosing 'send to all recipients' (located under groups) or target specific groups/contacts by selecting them in the drop down search field/s and then clicking 'Add' or 'Exclude'. When ready, click Next.
  Note: If you have a student data sync enabled you will also be able to use the 'Student Search' functionality. Contact Schoolzine for more information.

Caution: Excluded contacts will always take priority over included contacts (e.g. a contact that is a part of both included and excluded groups will be excluded), this is to ensure the security of your information.

• Review your message content and confirm the message details are correct, including the send date and time and recipients. It is also recommended that you send yourself a test email to ensure that any hyperlinks or images work and your layout appears how you would like it.
• Once you select Complete & Send, your message will begin to process.

Handy Hints

• Always ensure there is text in your messages. Emails that only contain images can be flagged as Spam by some email clients and will not display in text based email clients.
• Clean your text to ensure that your content displays correctly and any hidden characters or symbols are removed. To clean your text, paste it into a program such as Notepad or Wordpad.
• We recommended using a call to action for any files or URLs (web addresses) that you include in your message to avoid your content being missed! eg. “Click here to download” or “Click here to view”

Adding a Document

• Upload the document by selecting the Content menu tab and going to Media Library.
  Note: See the Media Library tutorial for more information.
• Select the text you would like your document linked to. Click on the Link button and select Link to Document. Click on the search button next to Page URL to display all documents you have in your account, then select the document you would like to link.

Adding an Image

• Click on the Image button, select Upload New and then choose the image that you want to insert.
  Note: Images cannot exceed 400px wide. It is also possible to link an image that you have previously uploaded into your Schoolzine account.

Adding a URL (web address)

• Select the text you would like your URL (web address) linked to. Click on the Link button, select Link to Page and then paste in the required link to the Page URL field.

With SZapp, sending communications to your community is simple and quick. Functionality is available to send communications from your Control Centre or from your mobile device. If you do not have SZapp setup and would like more information about this, please contact Schoolzine.

Sending an App Notification from the Control Centre

1. Log in to your Control Centre and select the Manage SZapp menu tab.
2. On the right hand side of the page, type in the Notification Title you would like to apply to your message.
   Note: There is a 40 character limit for the title.
3. If needed, adjust your Send Date and Send Time to postpone the message. Select Next.
   Note: If you would like to send straight away, you will not need to adjust these fields.
4. Populate the content of your SZapp notification using the content window, and applying basic styling and formatting using the toolbar before selecting Next.
   Note: Images and attachments can be included in these messages, see below for more information.
5. Select your groups in the dropdown, or select All to send to all SZapp contacts, then select Next.
6. From here, you can review your SZapp notification before you Send.
   Should you need to adjust any content, you can navigate Back at any time prior to sending.

Adding Attachments

Adding a File

• Click on the Link button and select Link to Document. Click on the upload button next to Page URL, then select the document you would like to upload.
  Note: The ‘Text to display’ field can be used to adjust the wording of the link.

Adding a URL (web address)

• Click on the Link button, select Link to URL and then paste in the required link to the Page URL field.

Adding an Image

• Click on the Image button, select the Upload New icon (with the upwards arrow) and then choose the image that you want to insert.
  Note: It is also possible to link an image that you have previously uploaded into your Schoolzine account by using the icon with the magnifying glass.

Editing an App Notification

1. Log in to your Control Centre and select the Manage SZapp menu tab.
2. Choose the notification you wish to edit from the list by selecting the Edit pencil icon. Note: If the notification was ONLY sent to the SZapp Channel, you will be able to adjust the recipients.
3. Edit the content as required and select Save.

Deleting an App Notification

1. Log in to your Control Centre and select the Manage SZapp menu tab.
2. Choose the notification you wish to delete from the list by selecting the Red Delete icon, and confirm that you would like to delete the notification in the pop up prompt window.

Still have questions? - See the full SZapp Knowledge Base here.

It is important to note that sending an SMS out via the Control Centre as well as the initial setup for the SMS feature, will incur an additional cost to your current subscriptions in the Schoolzine System.

If you have not had SMS setup for your school, or would like more information on the costs and capabilities of SMS, please contact Schoolzine.

Sending an SMS

1. Log in to your Control Centre and select the Communicate menu tab.
2. Then select Manage SMS.
3. The From Name or Number will automatically populate using your accounts SMS settings.
4. Select your Recipients. You are able to send the message to your entire database, or to specific groups, you can send to multiple groups if needed. You cannot send to individual contacts.
   Note: If you would like to send an SMS to an individual contact you can do this by selecting the Communicate menu tab.
5. Type in the Message you would like to send out. You cannot format your content or include images. You are able to include links if necessary.
   Note: There is a 160 character limit for the message.
6. Click Publish to send your SMS.

Sending a large SMS message

There is a 160 character limit for SMS's, if a message with more than 160 characters is sent via SMS, the system will send the message in blocks of 160 characters and you will be charged for each block.

View SMS Replies

If you are using a Virtual Number, you can go in and view any replies you have been sent.

1. Log in to your Control Centre and select the Communicate menu tab.
2. Then select Manage SMS.
3. Select the View SMS Replies button.
4. You will be presented with an overview of the SMS replies within your system. Here you can quickly review information about each message.

Field Description

Date: The Date and Time that you received the message reply.

From Number: The mobile number the reply was received from. If there is a name linked to the mobile number, the name will also appear and you will be able to access the user’s contact details.

To Number: The mobile number the reply was sent to. This is your assigned virtual number.

Message: The reply message. If the reply message is longer than 160 characters it will be split over two (or more) records.

Actions: Allows you to either view the reply record or delete the reply record.