Combining messages in Mail Merges

This article explains how to combine messages in mail merges for different communication types, detailing options for sending messages to guardians based on their relationship to students. It outlines various configurations such as sending one email per household or per recipient, and provides guidance on using merge fields and sending messages to staff.

When creating an email, SMS, In-app message or letter from School > Communications > Communication Type > New Mail Merge, you have the option to combine messages.

The option you choose will depend on who you want to send the message to. For example, if you want to send an email to one guardian about all their children at the school then choose One email per household, regarding all students.

One per recipient

One per recipient means each primary guardian will receive one email for each student.

One per recipient, for each student

This means each person will be sent one message for each student connected with them.

For example, Guardian X and Guardian Y live at the same address with 2 children. Both X and Y will receive 2 messages each.

One per recipient means each primary guardian will receive one email for each student.

One per recipient, regarding all students

This means each person will be sent one message that includes information for all the students connected to them.

For example, Guardian X and Guardian Y live at the same address with 2 children. X and Y will receive one message each. The message they each receive will contain information about both of their children.

One per household

If you select One email per household, the primary guardian with the highest contact priority will receive one email for each student. If more than one primary guardian has the same highest priority, the system will send it to whoever was set up first, so we recommend setting primary guardians with different contact priorities.

One per household, for each student

This means that one message will be sent to the highest priority contact for each student (usually priority 1). If both parents are 1st priority we’ll send to who was added first.

For example, Guardian X and Guardian Y live at the same address with 2 children. If X is the priority contact, X will receive 2 messages, one for each student. 

If primary guardians don't live in the same household they would each get one message for each student. For example, Guardian X lives with their 2 children and Guardian Y lives elsewhere. Both X and Y will receive 2 messages each.

One per household, regarding all students

This means that one message will be sent to the highest priority contact for each student (usually priority 1), which includes information for all the students connected to them. If both parents are 1st priority we’ll send to who was added first.

For example, Guardian X and Guardian Y live at the same address with 2 children. If X is the priority contact, X will receive 1 message containing information about both of their children.

If the primary guardians don't live in the same household, they would each get one message. For example, Guardian X lives with their 2 children and Guardian Y lives elsewhere. Both X and Y will receive 1 message each.

Sending communications with merge fields

We recommend choosing not to combine messages when using Merge fields. For example, if you're using merge fields where the data is being taken from individual rows in a custom report, it can only pull in one data point at a time. When using merge fields, please select One per recipient, for each student.

Sending messages to staff

If you'll be including staff in your recipients, the Combine messages field might not work as expected using all the options. This is because there is no concept of a 'household' for staff accounts.

We recommend choosing one of the One email recipient options when sending emails to staff. This means if you intend to send the same email to a group of guardians and staff, we advise to send two separate emails - one to guardians and one to staff.

You'll also need an additional permission for sending emails to a member of staff by their name, rather than as a student's teacher.