Communications update: Defining who can send what

As part of a continued effort to improve the resources available to schools, this article was updated on 29/09/18.

What are the new changes?

We’re introducing some changes to make it as easy as possible for schools to choose who can send which communications. Before, you would choose who can send communications by assigning appropriate Permissions and creating Sending Profiles for every staff member.

Permissions are now the primary way in which Arbor determines who can send communications. Permissions define where users can send communications from. In Permitted Senders, you can define whether users can actually send emails, SMS or letters, and on behalf of whom they can send emails. You do not need to use Sending Profiles.

This update makes it possible to:

  • choose whether staff members can send communications on behalf of another staff member or the school
  • choose what communications each staff member can send
  • quickly edit whether business roles or individuals are Permitted Senders
  • make changes to these settings in bulk

 

Who are emails sent on behalf of and how do I change this?

You can see which email address will be used for staff on the Permitted Senders Setup page by clicking the highlighted row containing the staff member you would like to check.

By default, if you are able to send emails from the school, the 'From' field will be pre-filled with this option. All users with the Send and administer school communications: Administer permission can send emails on behalf of the school, and the school does not have to set up that staff member as a permitted sender. If you can send from multiple emails, you can also select one there.

When creating an email and selecting who to send the emails as, staff should click the drop-down menu in the 'To' field, and select the correct name. 

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When sending an email as the school, the school’s default email address is used.

When sending an email as staff (themselves or other staff members), the staff member’s work email address is used. If there are two or more work email addresses found, then we’ll take the default. If none of the work email addresses is marked as default, the one which was added the latest will be used.

 

 

How can I set everything up?

To view and edit Communications settings for all staff go to School> Communications> Setup> Permitted Senders Setup. Here you can update settings for SMS, Letters and whether they can send emails as themselves, the school or others.

You can choose whether you would like to deactivate the ability to send any of these communications for each individual staff member or in bulk. It is also now possible to filter by Business Roles.

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To view and edit Communication settings for a specific staff member go to Staff profile> Roles and permissions> Communications Sending Settings. Here you can update settings for SMS, Letters and whether they can send emails.

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What will users see when sending communications?

If the user is permitted to send a certain communication, the process for doing so is the same as before this update. In the following example, the user can send emails on behalf of themselves, the school and other staff members:

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If the user is not permitted to send a certain communication they will be notified:image1.gif

If a staff member tries to send an email on behalf of themselves, the school or another staff member, but there are no default emails logged in the system, they won’t be able to proceed with sending:image5.gif

 

Why are the Permitted Sender's Settings showing ticks but I'm unable to send communications?

If users have at least one permission that allows them to send communications (e.g. Extra Curricular: Send Communications All, Send and administer school communications: Administer, Communications: Administer My Students etc.), they are marked as Permitted Senders (in other words, these users have ticks in the table).

Permissions define which place users can send communications from (for example, Communications: Administer My Students allows users to send communications to assigned students). Permitted Senders defines whether users can actually send emails, SMS or letters, and on whose behalf.

You can find the description of each permission by going to School > Users & Security > Permissions.

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The example configuration above allows the staff member to only send communications to their students.

 

Please make sure you know what all of the changes mean for your school. If you require more support, contact the Arbor Customer Success Team.

 

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