This article outlines how to use the Communications Log to see what communications were sent and when, including whether they were sent and received successfully.
Top Tip: Not all communications show in all Communication Logs: Which communications show in the different Communication Logs?
Viewing sent communications
Using the Whole School Communication Log
Go to School > Communications > School Mailbox. This will take you to the School Mailbox, which allows you to:
- View any communication type (e.g. email) individually via the filter.
- View any communication sent to and from your school by switching between the Inbox (received) and Outbox (sent) pages on the left
- Filter the communication logs by date and recipient type by clicking Change to open the filter
- Log phone calls, meetings and letters using the orange Log Communications button
The tables on the Outbox/Inbox pages show all communications between your filter dates and default to showing all communication types. Information in the table includes:
- Recipients
- Sent on behalf of
- Sender
- Subject
- Summary
- Message type
- Sent/generated
- Direction
Click on a communication to open a slide-over with further details.
To narrow down the communications shown:
- Use the green Search Bar above the table filter to search emails for keywords. By default, the search uses an Exact Match of the word or phrase you enter to surface relevant emails.
- Use the Filter to change the Refine search dropdown to Include any word to broaden your search.
- This same filter can be used to change the date ranges of communications shown and to filter by communication type.
Top tip: If you find you need to reuse the same filter setting frequently, you can save a filter using the Save as new Filter button so that you can easily reload that exact filter using the Saved Filters dropdown the next time you access this page.
Seeing a log of sent emails, colour coding and sending follow-up communications
Go to School > Communications > School Mailbox > [On the left-hand side] Outbox to see all individual communications your school has sent within a specific date range.
To see only emails:
- Click the Filter
- Remove all options in the Message type(s) dropdown except for Email
- Click Apply
This page does not merge emails that were created from the same template at the same time; each email is shown individually.
Click a message to display more details on a slide-over, including whether it has sent or failed to send.
To view merged emails, go to School > Communications > Mail Merge > Sent > Emails.
More information can be viewed by selecting one of the emails. This will display the email, a full list of its recipients and whether each email has sent or failed.
Please note that the recipients list here is in random order.
Send a follow-up email, SMS or in-app message to recipients of your email by selecting the tick boxes next to the people you want to follow up with, and clicking the Bulk action button. This will open a new Mail Merge with the people you've selected in the To field.
- Dark green - Delivered to the recipient's email server
- Light green - We’ve sent the email but haven’t received confirmation of delivery, or confirmation of failure yet
- Orange - The email address is valid and we’ve tried to send a message to it, but it has failed for an unknown reason (such as high spam filters)
- Red - Fail. There is a problem with the email address so we haven’t been able to send the message at all (e.g. there is no email address)
Seeing a log of sent SMS, colour coding and sending follow-up communications
Go to School > Communications > School Mailbox > [On the left-hand side] Outbox to see all individual communications your school has sent within a specific date range.
To see only SMS messages:
- Click the Filter
- Remove all options in the Message type(s) dropdown except for SMS
- Click Apply
This page does not merge emails that were created from the same template at the same time; each email is shown individually.
Click a message to display more details on a slide-over, including whether it has sent or failed to send.
To view merged messages, go to School > Communications > Mail Merge > SMS.
More information can be viewed by selecting one of the messages. This will display the message, a full list of its recipients and whether each email has sent or failed.
Send a follow-up email, SMS or in-app message to recipients of your SMS by selecting the tick boxes next to the people you want to follow up with, and clicking the Bulk action button. This will open a new Mail Merge with the people you've selected in the To field.
Please note that the recipients list here is in random order.
Here's what the colour-coding means:
- Dark green - Delivered
- Light green - We’ve sent the message but haven’t received confirmation of delivery, or confirmation of failure yet
- Orange - The number is valid and we’ve tried to send a message to it, but it has failed for an unknown reason (such as the phone was turned off)
- Red - Fail. There is a problem with the mobile number so we haven’t been able to send the message at all (e.g. the number is not a real number)
Communications via the Student Profile
- You can view communications associated with one student by finding the student and going to the Communication & Notes section from the left-hand side menu.
- You can view communications associated with one guardian and their linked children by finding the guardian and going to the Communication & Notes section from the left-hand side menu.
You can click on 'All communication types' to filter communications to a specific type, for example emails or letters. If you select 'Emails' you will only see emails sent out regarding the student.
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