alert solutions user guide v1 -...
TRANSCRIPT
User Guide v1.8
Revised 12/30/2013
(877)424-2987
[email protected] http://powerschool.alertsolutions.com/Support
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Dear Customer: Welcome to Alert Solutions’ Communication Suite Version 1.8! Alert Solutions is a dynamic alert system developed to best fit the communication needs of your students’ families, teachers, staff, school administrators and community members. We’re pleased to continue to provide increased functionality and features as a direct result of the wonderful feedback we receive from our valued clients. Whether you’ve been with us since the beginning or are new to Alert Solutions, please feel free to share how you would like to see the alert system and add-on modules develop further. In this version, we have added a few new features to the Quick Broadcast launch option. If chosen, you can now post your Quick Broadcasts directly to Facebook. You can also send messages to contacts not stored in PowerSchool by sending to custom lists directly from the home screen. We have improved our current selection search options so there are no size limitations. We’ve also been able to simultaneously decrease the load speed significantly. Not taking advantage of PowerLunch or have staff members whose contact information isn’t in PowerSchool? No problem! We’ve added FTP capabilities to our list backup service so, if chosen; you may set up a nightly backup for these services to our system. This will allow you to send messages either through the PowerSchool interface or by calling our IVR line. Would you like to be notified when parents update their contact information? Now you can! Simply visit our improved “Advanced Settings” screen and choose which staff members should be notified. Would you prefer to send a recorded message of your own voice for automated alerts versus using the text-to-speech functionality? Now you can! You’ll also be able to take greater advantage of the automated functionality with additional scheduling options for monthly and yearly broadcasts. For those of you not taking advantage of our entire communication suite, be sure to inquire about the other great modules we’ve added over the past 12 months including: PowerTeacher Messaging Integration Teachers can now send messages to parents and students from directly within PowerTeacher – increasing parent engagement. Automated Reports Module Automatically email any PowerSchool report in a secure, password-protected format – drastically reducing paper, ink and mail costs for your school or district. Speak Up! Module Anonymous reporting and two-way communication platform designed for event safety, bullying, and harassment mitigation. We hope you enjoy this new version. Please feel free to contact [email protected] with feedback or to schedule a training session. Sincerely, Alert Solutions Team
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Contents
Getting Started with Alert Solutions ............................................................................................... 5
Overhead Menu .............................................................................................................................. 8
Emergency Broadcast ................................................................................................................. 9
Built-In User Guide....................................................................................................................11
Home Screen ................................................................................................................................. 12
Menu ......................................................................................................................................... 13
Quick Broadcast ........................................................................................................................ 14
Job Status .................................................................................................................................. 15
Upcoming Automated Jobs ....................................................................................................... 15
Version and Version Status ........................................................................................................ 15
Advanced Settings ......................................................................................................................... 16
Automated Alert Settings: ..................................................................................................... 16
Facebook Sync Settings: ....................................................................................................... 16
Parent Portal Notifications: ................................................................................................... 17
Alert Solutions Settings: ....................................................................................................... 17
User Defaults ................................................................................................................................. 18
General Settings ........................................................................................................................ 19
Email Settings ........................................................................................................................... 19
Voice Settings ............................................................................................................................ 20
Text Settings .............................................................................................................................. 21
Save User Defaults .................................................................................................................... 21
Auto-Login Setup........................................................................................................................... 22
List Management .......................................................................................................................... 23
Custom List Manual Upload ..................................................................................................... 23
Custom List Upload continued ................................................................................................. 24
Template Library............................................................................................................................ 25
Email Template Library ............................................................................................................ 26
Built-In Email Editor ............................................................................................................ 28
Text Message Library ............................................................................................................... 29
Voice Recording Studio ............................................................................................................ 31
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Automated Alerts .......................................................................................................................... 33
Automated List Backup ............................................................................................................ 34
Automated Broadcast ................................................................................................................ 36
Automated Voice Call Setup ................................................................................................. 38
Automated Email Setup ........................................................................................................ 38
Automated SMS Text Setup .................................................................................................. 39
Alert Solutions – Regular Message Submission ............................................................................ 40
Choosing Message Recipients .................................................................................................. 41
Selecting Message Category ..................................................................................................... 41
Selecting Messaging Channels ................................................................................................. 42
Filter Lists ................................................................................................................................. 43
General Settings ........................................................................................................................ 44
General Fields ....................................................................................................................... 45
Email Settings ....................................................................................................................... 45
Voice Settings ........................................................................................................................ 46
SMS Settings ......................................................................................................................... 47
New Email ................................................................................................................................ 48
Email Attachments (Optional) .............................................................................................. 50
New Text Message .................................................................................................................... 51
New Voice Message .................................................................................................................. 53
Record a Message by Phone ................................................................................................. 54
Choose File for Voice Calls .................................................................................................. 55
Insert Message Template for Voice Calls .............................................................................. 56
Text-to-Speech Editor for Voice Calls .................................................................................. 57
Message Submit ........................................................................................................................ 59
Reporting ....................................................................................................................................... 60
Message Details ........................................................................................................................ 60
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Getting Started with Alert Solutions
While navigating through Alert Solutions, the user guide may be one of the greatest resources for learning about Alert Solutions’ Communication Suite. If at any time you have additional questions, you may also contact the Support department for assistance. We have several additional quick reference guides should particular areas require more detailed step-by-step directions. This user guide is designed to be a complete overview and contains in-depth explanations of pages throughout Alert Solutions. To get started, we will first cover the very basics of Alert Solutions.
1) Familiarize yourself with the Alert Solutions home page.
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2) Note your Alert Solutions logins. These are set to auto-populate so you will not need to
remember them on a daily basis. They are needed when using the backup IVR system. If you requested individual building logins, please make a note of each building’s unique username. To do so, simply change the school from the PowerSchool menu and then go to Alert Solutions > Auto-Login Setup.
3) Set up your user defaults by going to Alert Solutions > Menu > User Defaults. The user
defaults are default values that will be used when you send an alert. Any information that is stored in the user profile can also be changed when sending a live message. Each school building may have unique settings.
4) Set Automated List Backup services at Alert Solutions > Menu > Automated Alerts.
Three backups are shown to get started - All Students, All Staff, All Students and Staff. Click edit next to each to complete the setup.
5) Complete live testing. Often, there is some data cleanup that may need to be done to
ensure the contact numbers and email addresses are all current. Feel free to contact Support with any questions or if you are unsure if the tests were successful.
a. Voice message should be at least 20 seconds long for best results. b. It is recommended a repeat hot key option be set. You must tell the end recipient this
option is available in the message body. Sample Test Message:
“This is a test of Sample Public School's new alert messaging system. This is only a test. We will be using the alert system to notify you in the event of an emergency situation and for other routine school announcements such as school absences, low lunch balances, school closures, and early releases. If you feel you should not be receiving this message please call Sample Public Schools at 1 2 3 1 2 3 1 2 3 4 to be removed. To repeat this message, please press # [or other key if chosen].”
This is a message that many schools have used when testing the system to notify parents of the change. If a number has been entered incorrectly and it contacts someone who would not be an emergency contact for a student, they can call and ask to be removed.
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6) Review Reporting of Test Messages at Alert Solutions > Menu > Reporting. Complete reporting is available with details on inactive emails and phone numbers. It is recommended that any failures be downloaded and reviewed further for the first several outgoing messages to ensure proper delivery. All reports may be downloaded and sorted using Excel. If you would like to review your results with us, please contact Support.
7) Schedule training at alertsolutions.com/training. Regularly scheduled training sessions
are held throughout the week and only require internet access to attend a GoToMeeting® webinar and a phone or headset for audio. One-on-one implementation and setup training is offered for assistance with getting started. Additional group sessions that cover all basics functions and uses of the system are also available and are a great opportunity for additional staff members to be introduced to the system.
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Overhead Menu
At the top of every page, hanging down from the dark blue Power School banner is an overhead menu containing several icons.
The first icon is for sending a Quick Emergency Broadcast.
The second icon will open a pop-up window that contains the User Guide.
The third icon will return you to the Home Page from anywhere within Alert Solutions’ Communication Suite.
The last icon is a drop-down menu. This menu contains links for all of Alert Solutions’ products and should be used to navigate throughout the alert system.
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Emergency Broadcast
Clicking on from the overhead tab will bring up the Emergency Broadcast Quick launch option. You can also access this from the Menu drop-down.
An emergency broadcast is a quick, very simple way to send an emergency alert to all students’ families and staff members. Emergency broadcasts will, by default, be sent to the students, students’ families and staff members that are stored in PowerSchool and Alert Solutions is mapped to use. Custom lists that have been uploaded can be selected from the drop-down menu.
All voice emergency broadcasts will begin with “Attention! This is an Emergency Broadcast” followed by the message typed. Voice calls will use an automated voice which translations your message. Emails will include a subject of Emergency Broadcast with the message body typed, while text messages will begin with Emergency Broadcast followed by the message body typed. Text messages over 160 characters will send multiple text messages to parents.
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To create an emergency message, first type the message desired into the text box. Next, fill in the From Addresses below the text box.
Email. The address recipients will see in their inbox.
Phone. The caller ID number recipients see the message being from as well. Phone numbers must be entered as just the digits with no special characters. Example: 8774242987.
Checking the Use Default Addresses box will use the previously set defaults if available. Checking Save these as defaults will save new or overwrite existing emergency broadcast defaults.
To complete sending of the Emergency broadcast, click Send Emergency Message. 1
The message will be sent to all student families and staff members within the PowerSchool school building displayed. Messages from the district will be sent to student families and staff across all buildings. Parents are not able to opt-out of Emergency broadcasts2, and all contact fields given to Alert Solutions upon install will be contacted via all contact channels installed.
This is a quick way to send a blanketed message to all PowerSchool contacts via all three messaging channels (text, email, voice) in the event of an actual emergency situation.
1 This message will contain the word Emergency when delivered.
2 Parents can unsubscribe from automated emails by clicking the unsubscribe link at the bottom of an email. This
unsubscribe option is required for CAN-SPAM compliancy. Any parents unsubscribed will show in reporting as DNS. Alert Solutions must receive a written request for removal from the do-not-send list.
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Built-In User Guide
Clicking on the second icon will open a pop-up window containing the built-in user guide. This window does feature drag-and-drop mobility so that it can be moved anywhere on the screen for easy reference.
Alert Solutions Communication Suite
Communication Suite User Guide v1.8
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Home Screen
The home screen contains a Quick Broadcast option, an overview of the Job Status of current and recent messages, and a snap shot of upcoming Automated Jobs in one location. Each section of the home page is covered in more detail following this page.
The upper portion of the Home Page is the Quick Broadcast. Quick Broadcast allows the same message to be sent to Students, Staff, a Current Selection of Students and/or Custom Lists via any combination of the three messaging channels. Messages may also be posted to Facebook if desired.
Recently scheduled and complete messages may be viewed under the Job Status box in the lower left hand portion of the screen. To view full reporting, click Reporting from the overhead drop-down menu.
Upcoming Automated Jobs are visible from lower right hand portion of the screen. Click edit to make changes to Automatic Jobs currently set up.
At the bottom of the home screen, the version of Alert Solutions installed is visible.
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Menu
Mousing over the word menu displays several options available within the communication suite. This is the primary navigation method and it is recommended that each option be reviewed to become familiar with the full available features. Available options may vary based on modules purchased.
Create Announcement: Advanced method of sending a one-time message.
Emergency Broadcast: Send a quick emergency alert to all contacts, typically reserved for code yellow, orange or red situations.
Speak Up! Hotline: An add-on module that allows school administrators to retrieve reports from students and the school community via a two way anonymous communication system. This feature is accessible via the PS interface and outside PowerSchool.
Automated Reports: An add-on module that allows individualized PowerSchool reports to be emailed to student families in password-protected format. This feature is often used for registration letters, progress/grade reports, disciplinary letters and other sensitive communication.
File Library: Upload commonly used files and images for insertion into email announcements. The feature provides an alternative to standard email attachments that can be caught by SPAM filters.
Automated Alerts: Setup of all automated list backups and regularly occurring broadcasts. Most notably, daily attendance alerts and low lunch balance notifications.
Auto-Login Setup: A location where the back-end connection to the Alert Solutions platform is set. Credentials here should be noted but not altered.
Template Library: Create, save and manage templates for each channel (email, text, and voice).
Reporting: Full detailed reporting of messages sent is available here.
List Management: Upload, manage and review stored custom lists and backups.
User Defaults: Setup standard defaults to save time. Some settings here are required for standard use.
Advanced Settings: Setup of additional functionality Alert Solutions’ Communication Suite provides such as parent portal notifications and Facebook Sync.
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Quick Broadcast
Quick Broadcast is designed so messages can quickly be sent directly from the home screen using default settings and may be suitable for most messages. For more advanced messaging options, choose the Create Announcement link from the drop-down menu.
First, choose a Message Category.3
Then, choose the Broadcast Channels and enter the ‘from address’ or user defaults already in place. Notice the phone number is just the numbers with no dashes or special characters.
Next, type the message body. Text messages should be limited to 160 characters or multiple messages will be sent.
Next, select the recipients of the message. 4
Lastly, click Send Quick Broadcast to start sending the message immediately. Quick Broadcasts do not allow future dating.
3 The Message Category sets up the filtering of the messages based on parents’ selections in the Parent Portal. For
more information, refer to the Parent Portal section of this User Guide. 4 If sending a message to a Current Selection, use PowerSchool’s student search prior to beginning your Quick Broadcast. For frequently used current selections, consider saving the search in PowerSchool for easy selection.
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Job Status The Job Status reference box provides a snapshot of scheduled and recently completed messages.
Upcoming Automated Jobs
The Upcoming Automated Jobs reference box displays automated services scheduled, next send time and provides a direct link to make edits, if necessary.
Version and Version Status
The version of Alert Solutions installed is visible at the bottom of the home screen.
Status: Scheduled Complete Reporting
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Advanced Settings
Advanced Settings are features and controls for additional functionality within the Alert Solutions’ Communication Suite.
To get started, choose Advanced Settings from the drop-down menu. A screen will open showing all available options including:
Automated Alert Settings: Alert Solutions offers an additional method of retrieving data from systems outside of PowerSchool via the ability to set an automated sync service via FTP. To get started, first enter the server address and credentials. Then, to use go to Menu > Automated Alerts and choose the option to set up a list backup or broadcast using the option of an external list.
Facebook Sync Settings: Post to Facebook via the Quick Broadcast from Alert Solutions’ home page. First, an account must be synced with Facebook. To get started, choose click to send Facebook Alerts. Then, login and grant access as instructed in the dialogs. Permission settings in Facebook may need to be updated to allow Alert Solutions to post. Once access is granted, the Quick Broadcast can be used to post when desired.
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Parent Portal Notifications: Enter an email address to receive notifications when changes are completed via the parent preference screen for student families personalized messaging settings. To receive notifications to more than one address, enter the addresses in comma separated format.
Alert Solutions Settings: Buildings are displayed with the option to set the admin portal and parent portal on/off/view only. From the district building, all individual schools are shown while individual schools will only display their settings. Admin portal controls if Alert Solutions is visible on the left navigation under teacher schedules. Parent portal controls the level of access parents are given within PowerSchool’s parent portal. On allows access for parents to submit changes to data and/or channel preferences, dependent upon install choices. View only allows parents to see the preferences screen yet they are unable to submit changes. Off sets access completely off and will display an access not granted message to parents. The portal must be set to ‘on’ to individualize settings per student in addition to this building level setting.
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User Defaults
User Defaults are fields that may be set to auto-populate each time a message is sent. The information entered into the User Defaults will auto-populate in message setup, but may also be changed on a per message basis when creating a new message. To setup, mouse over the menu and choose User Defaults. A login screen will briefly appear populated with a unique username and password. Click submit, if necessary, to proceed.
Each unique username may have its own unique defaults. For most school districts, each building has a unique username. For others, the same login is used for the entire district.5
Most fields will be the same for most messages sent from the account. Properly setting and using the default options saves time every time a message is sent. Some user defaults such as the time zone and caller ID number are required to be setup to use all features of the communication suite.
The User Defaults are broken into four sections: General, Email, Voice, and Text.
5 Login credentials are provided on a per building basis only. If changes are needed to your account logins, contact
[email protected] for assistance.
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General Settings
Under General Settings, set the time zone to the school’s appropriate time zone.
Email Settings
Under Email Broadcasting, set the account defaults for email messages. The following is a detailed description of each field:
Display Name: The name that appears in the recipient’s inbox. For example, Apple Grove High School or Apple Grove School District may be used.
Email From: Email address that appears as the From field in emails. For example, [email protected] or [email protected] may be used. It’s important that the domain used is a real address to be CAN-SPAM compliant.
Reply To: The address that recipients may Reply To. If replies are not desired, it is suggested to default the reply address to [email protected]. It’s recommended that an automated response be set up when ’no reply’ is used.
Subject: This is the email subject. This may be left blank so an original subject may be entered each time a message is sent. Some districts prefer to default it to A Message from Apple Grove High – and then enter a unique subject after the default entry.
Email Proof6: Email Proof 1 is a required field and all proof addresses entered will receive a copy of messages being sent. These may be changed on a per message basis. Many districts set the defaults to the Principal and/or Superintendent and then ask all staff members to include themselves while creating the message.
6 Email Proof addresses will receive messages immediately when they are submitted, even if the message is post-dated. These proof copies will include HTML sample: “Subject” and or Text Sample: “Subject”. The end recipients will not receive the sample text prior to the subject line.
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Voice Settings
Under Voice Settings, set the account defaults for voice calls. The following is a detailed description of each field:
Stop/Restart Times: This is a safety system to ensure that messages will not accidently send during times not desired. For example, when prescheduling messages, a user may accidently choose A.M. instead of P.M. or vice-versa. This could result in calls being sent at the wrong time and upset student families. The restart time only applies if a message has been stopped. The backup IVR system will also follow these defaults. If you do not wish to use this feature, set a stop time at 11:59 P.M. and restart time at 12:01 A.M.
Restart: This should be set to “yes” so that any messages reaching the stop time are allowed to restart at the restart time. It is recommended this always be set to yes.
# of Redials: The system calls all the numbers in the list once by default. If a number is busy or the recipient’s voicemail is not set up, the system is unable to leave a message. It is recommended that the number of redials be defaulted to 5 so that any calls that do not connect are automatically redialed. If a message is left or the system reaches a live person, the number will not be redialed. Only calls that do not connect the first time are redialed.7
Caller ID Number: This is the phone number that appears in the recipient's caller ID when receiving a call. This number must be 10 numeric digits with no other symbols. For example: 4011115555. Legally, all automated calls must feature a valid caller ID number. It’s recommended a number be used that does not default ring to any one single staff member, but instead goes to a directory or connects to a voice mail system. Some recipients will see a missed call and may choose to redial the number prior to listening to the message received until they are familiar with the automated call system. The backup IVR system will also use the caller ID number entered here.
Dedup Phone Number: Dedup means delete duplicate. This is used to remove duplicate phone numbers from a call list prior to dialing. Choose Yes to prevent the system from dialing duplicate numbers for the same message. Choose No to allow the system to call duplicate numbers. This feature is most useful for families with more than one child or if multiple contact fields contain the same number.
7 If recipients receive multiple calls and should not, check your dedup default settings.
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Text Settings Under Text Settings, set the account defaults for SMS text messages. The following is a detailed description of each field:
Stop/Restart Times: This is a safety system to ensure that messages will not accidently send during times not desired. For example, when prescheduling messages, a user may accidently choose A.M. instead of P.M. or vice-versa. This could result in calls being sent at the wrong time and upset student families. The restart time only applies if a message has been stopped. The backup IVR system will also follow these defaults. If you do not wish to use this feature, set a stop time at 11:59 P.M. and restart time at 12:01 A.M.
Restart: This should be set to yes so that any messages reaching the stop time are allowed to restart at the restart time. It is recommended this always be set to yes.
Dedup Cell Phone: Dedup means delete duplicate. This is used to remove duplicate phone numbers from a text list prior to sending. Choose Yes to prevent the system from texting duplicate numbers for the same message. Choose No to allow the system to text duplicate numbers. This feature is most useful for families with more than one child or if multiple contact fields contain the same number.8
Cell Phone Fields: Cell Phone 1 is a required field. It can be a number specifically for receiving a copy of all sent messages. If a copy is not desired, simply enter 5555555555 as the phone number. Cell Phone two through five are optional. These may be changed on a per message basis. Many districts set the defaults to the Principal and/or Superintendent and then ask all staff members to include themselves while creating the message.
Save User Defaults
Scroll to the bottom of the page and click on to save profile changes. The update profile bottom must be selected in order for any changes to be submitted and saved for future use.
8 Automated messages (lunch balance, attendance, etc.) do not follow this dedup rule so that families with multiple
children receive the message appropriate to each child. Having the same number in multiple fields is not recommended.
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Auto-Login Setup
Auto-Login Setup should be filled in with numbers in both the Username and Password fields.9 This information should not be changed without approval as it may cause Alert Solutions to stop working properly. If not populated, Alert Solutions did not have access to the building during installation or the district has asked for the login to not be entered. Contact [email protected] with your contact information and building name for assistance.
Most commonly, school districts choose to have unique usernames for each building. Some may choose to have one for the district as a whole. For per building logins, all users at a particular building will share the same Alert Solutions login credentials. This allows all users at a building to share user defaults, template libraries, automatic backups and broadcasts, and reporting which are unique to each account.
The Auto-Login will automatically populate the username and password throughout the messaging system when needed.10 It is recommended that the username and password be written down and stored for retrieval if the IVR system is needed.11
Tip: Safari blocks cookies by default and is not supported by Alert Solutions” Communication Suite. Google Chrome, Mozilla FireFox, or Windows Internet Explorer are all supported browsers.
9 If not populated, Alert Solutions did not have access to the building during installation or the district has asked for
the login to not be entered. Contact [email protected] with your contact information and building name for assistance.
10 If the Auto-Login is not automatically populated while moving throughout Alert Solutions, ensure that cookies are being accepted by the browser. Safari is not a supported browser as it blocks the cookies needed to for the system to work properly. If assistance is needed, please contact support.
11 The backup IVR function will ask for a username and password to be entered. All lists are associated with the username.
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List Management
List Management allows custom lists to be uploaded in .csv format to be contacted via Alert Solutions’ Communication Suite and backup IVR system. The option to sync outside sources via FTP is also allowed. See External Lists for more details.
Custom List Manual Upload
CSV files can be uploaded to Alert Solutions’ Communication Suite. This is useful for contacts not stored in PowerSchool. First, create a file using the sample format shown and save in .csv format.
Tip: Include extra fields on the uploaded .csv to filter by them.
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Custom List Upload continued
To upload the list, select the Upload New List button.12 Choose the file to upload and complete the field options. A detailed review of the fields is shown below. Only the headers that will be used for messaging need to be completed. Headers are case-sensitive. If multiple headers will be used for the same channel, enter them comma-separated with no spaces.
Choose a file: This button can be selected to browse the computer for the file to upload.
List Name: This is the internal name given to the list for easy recognition.
IVR Code: This is often referred to as the list’s friendly ID. A unique number between one and five digits must be given to each list so that the list may be retrieved when dialing into the backup IVR system.
Email/Text/Phone Headers(s): Enter the column header(s) from the .csv that the system will contact. Each .csv file uploaded must have column headers so the system may determine which column contains the information to contact. If multiple columns are being used for a single channel, enter the headers column separated with no spaces. All headers are case-sensitive.
Once uploaded, lists may be edited or deleted. To make changes to an existing list of contacts, update the .csv from a saved local copy and upload a new list.
12 Custom lists may also be uploaded from the message setup screen. See Choosing Message Recipients for details.
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Template Library
The Template Library is available to save frequently used email, text, or voice messages for easy retrieval. The template library is accessible directly from the drop-down menu. The initial screen of the template library requires a selection the type of library to begin.
Each template library is slightly different:
Emails are in HTML format and the template library includes a built-in email editor tool for the creation of new templates.
Text messages are .txt files. Notepad or any word processor may be used to create .txt files for uploading to the text message template library.
Voice files may be in either .wav or .txt format. All .wav files are live person recordings of a voice and must be PCM encoded, 16-bit, mono, and at an 8 kHz sample rate. A dial-in, toll-free number is provided to create .wav files in the correct format. The .txt files for voice calls may be created in notepad or any word processor and are used for text-to-speech messages. The following pages describe each of the three template library sections in greater detail.
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Email Template Library
The Email Template Library allows the viewing, creation, and editing of email templates.
The search function in the upper left allows a search of the file name column. It will search for any sting of characters and is not case sensitive.
Below is a description of each column:
Check boxes: Check boxes are located on the far left to allow the selection of multiple templates for bulk deletion.
Template ID: Template IDs are automatically assigned when a template is created. The Template IDs are all links that when clicked will reopen in the email editor to be edited as desired.
File Name: The file name is the name given to a template by the creator. The template names are all links that when clicked allows the file to be downloaded or viewed.
File Type: All email templates are HTML files.
Upload Date: This is the date and time the template was originally uploaded.
Last Used: This is the date and time that the message was last used in an announcement.
Last Modified: This is the date and time that the file was last edited.
Owner: This is the primary contact name for the account when the template was first uploaded or created to the template library.
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Email Template Library continued
Shortcuts: Three icons are shown on the far right and display their action when hovered over.
1. Rename allows the file to be renamed. First click the icon, type the new name desired, and then click the green check mark that appears to save.
2. Delete allows for a single template to be deleted. Click the icon and then confirm that the file should be deleted.
3. Replace allows an existing template to be replaced with a new file. Click the file and then browse for the new file to replace the existing template. At the bottom of the Email Template Library are three buttons:
Upload: Clicking the upload button allows an .html file to be chosen and uploaded to the template library from the local user’s computer or server. First, click upload, then select choose file to locate the file desired, and finally upload new template for the file to appear in the library.
First, click upload and then select choose file to locate the file desired. Once the file is chosen, the name appears on the screen. To complete the upload, the upload new template button must be selected.
Bulk Delete: Clicking the bulk delete button deletes any templates with a check mark in the far left column.
Create HTML Using Editor: Clicking the create HTML using editor button transfers to the built-in HTML email editor screen.
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Built-In Email Editor The built-in editor allows the creation of templates directly in Alert Solutions. To start, first enter a name for the template into the upper left field. For example, SampleMessage may be used. Many schools begin by creating a template with the school’s logo and letterhead.
Clicking the preview template button at the bottom of the screen opens a new window with a preview of the file being created.
Upload template will save the template and return to the main menu of the email template library.
Back to template library page, cancels all and returns to the main menu of the email template library.
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Built-In Email Editor continued
The editor is very similar to many word processors and the action of each button is shown when
hovered over.
Frequently used buttons include:
This button is used to Paste from Word® and will retain formatting.
Spell check
Undo or Redo
Text Message Library
The Text Message Template Library allows the viewing, uploading, and deleting of text templates.
The search function in the upper left allows a search of the File Name column. It will search for any sting of characters and is not case sensitive.
The following page includes a description of each column.
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Text Message Library continued Check boxes: These are used to select multiple templates for the Bulk Delete function at the bottom of the page.
Message ID: The Message IDs are automatically assigned when a template is created.
File Name: The file name is the name of the file uploaded. All file names are links that allow for the file to be downloaded.
File Type: All text messages are .txt files.
Upload Date: This is the date and time the template was originally uploaded.
Last Used: This is the date and time that the message was last used in a broadcast.
Last Modified: This is the date and time that the message was last modified.
Owner: This is the primary contact name for the account when the template was first uploaded or created in the template library.
Shortcuts: Three icons are shown on the far right and when hovered over display an action.
1. Rename allows the file to be renamed. First click the icon, type the new name desired, and then click the green check mark that appears to save.
2. Delete allows for a single template to be deleted. Click the icon and then confirm that the file should be deleted.
3. Replace allows an existing template to be replaced with a new file. Click the file and then browse for the new file to replace the existing template.
Preview: Clicking on a phone icon opens the template as it would appear in a flip-up phone.
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Voice Recording Studio
The Voice Template Library/Recording studio allows files to be uploaded to the system in .wav or .txt format. In the upper right hand corner, a toll-free number is given. Dial this number to prerecord .wav files for future use. The username and password are required to pre-record .wav files and are visible from the Auto-Login Setup screen. Below is a description of each column.
Check boxes: These are used to select multiple templates for the bulk delete function at the bottom of the page.
Recording ID: The Recording IDs are automatically assigned when a template is created.
File Name: The file name is the name of the file uploaded. All file names are links that allow for the file to be downloaded. Prerecorded .wav files will have a default name of the caller ID number of the person recording the message and the date of the recording. All files names may be changed using the Rename shortcut.
File Type: Both .wav and .txt files may be uploaded to the recording studio.
Upload Date: This is the date and time the template was originally uploaded.
Last Used: This is the date and time that the message was last used in a broadcast.
Last Modified: This is the date and time that the message was last updated.
Owner: This is the primary contact name for the account when the template was first uploaded or created in the template library.
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Voice Recording Studio continued
Shortcuts: Three icons are shown on the far right and display their action when hovered over.
1. Rename allows the file to be renamed. First click the icon, type the new name desired, and then click the green check mark that appears to save.
2. Delete allows for a single template to be deleted. Click the icon and then confirm that the file should be deleted.
3. Replace allows an existing template to be replaced with a new file. Click the file and then browse for the new file to replace the existing template.
Play: Clicking the Play button will play the .wav files.
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Automated Alerts
The Automated Alerts page includes automated announcements for absent, tardy or low lunch balances and automated list backups for use through the IVR system. The setup for all automated functions is very similar.
The list backup button (1 above) links to the IVR backup system and allows predefined lists for All Students, All Staff, and All Staff and Students as well as any custom lists desired to be backed up.13 When first visiting the Automated Alerts home screen, the three predefined lists will automatically preload to allow for editing. The backups will not run without first editing to include valid PowerSchool login credentials and selecting a backup schedule.
The broadcast button (2 above) links to the automated messaging system and allows for automated messages to predefined lists of students meeting specified tardy, absent, or low lunch balance criteria.14 The automated messaging system also allows for self-customization. No automated messages will broadcast without first editing to include valid PowerSchool login credentials, a message and messaging schedule.
13 Creating a custom backup may require a custom query to be written. Limited support is available for custom
queries and may require an additional service fee. For directions or additional details, please contact [email protected].
14 Attendance and lunch balance query customization is included with the installation of Alert Solutions. For assistance customizing the queries to meet your needs, please contact [email protected].
1 2
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Automated List Backup The three predefined lists available by default are All Students, All Teachers, and All Teachers and Students.15 We recommend creating an Automated List Backup for each of the three lists. The option to choose an external list to backup via FTP is also provided from the “Choose a list” options.
To create a list backup, click Automated Alerts from the main Alert Solutions menu. Wait a moment and the three predefined lists will load automatically. Next, choose edit to the right of the list name you wish to setup. If desired, a list backup may also be created by selecting Create New: List Backup as shown on the previous page.
To continue, complete the fields as follows:
List Name: This is the name given to the backup job running and that will display in the list of Automated Alerts.
Choose a List: Choose the appropriate list to be backed up. It is recommended that when editing a default list, another list be chosen, and then the desired list be selected again to ensure all field names load properly. By default, preloaded lists only backup the first field for each backup type. See Field Names below for an explanation of the field mapping. See External List for for more details on using FTP.
15 Throughout Alert Solutions, any reference to Teachers refers to both Teachers and other Staff Members entered
into PowerSchool.
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Automated List Backup continued
PowerSchool Login: Enter a valid PowerSchool admin login that defaults to the same building the broadcast will run under. This is important since the automated service will login directly to whichever building the login defaults to and have access to all of the students accordingly. For example, if the alert is expected to run for just the high school then the login must default to the high school. If a district default login is used, the alert would run for all buildings. Some schools choose to create admin accounts to be used just for automated functions rather than a login belonging to a specific person.16 The login should be entered in the standard PowerSchool format of username;password. The password may not contain the # symbol and if entered, it will prevent the alert from saving.
Run This: Check the boxes for the day(s) desired for the broadcasts to run like in the example shown above. The option to choose to run per month or per year is also available.
Run this on days when school is not in session?: Check this box for the backup to run on days school is not in session (holidays, Summer, weekends, etc.). The calendar is pulled directly from PowerSchool.
Backup Time: This is the time that the backup will start. If using the same login for multiple backups, the times should be staggered amongst the various list backups to avoid logging one another out of the system.
Backup Types: Select the backup type desired. It is recommended to backup all three channels.
Field Names: The field names will automatically populate as Email1, Phone1, Text1, etc. and are mapped to the field names given during install. These should not be changed to the actual PowerSchool field name or the backup will not run correctly.
Automated Report Notifications: Check the appropriate box to receive error alerts or summaries for the Automated List Backup.
Send to These: Enter the email address desired to receive the error alert or summary reports. Only one email address may be entered.
Unique ID: Enter a number that will be used by the backup IVR system to identify the list. If each building in the school has a unique username, then each one has the ability to have its own Automated List Backups with the default unique IDs: 1, 2, and 3. If the same username is used by multiple buildings, then every list throughout all buildings must have a unique ID. For example, the district may use the default unique IDs of 1, 2, and 3, but the high school would need custom IDs of 11, 22, and 33 to avoid overwriting the district backups already in place.
16 If a login belonging to an existing user is used for the automated broadcast, they will be logged out PowerSchool
each time the automated broadcast is sent.
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Automated Broadcast
The three predefined broadcasts available are Absent Students, Tardy Students and Low Lunch Balance alerts. By default, the absent student list runs a query for all students matching an attendance code of A. The tardy student list runs a query for all students matching an attendance code of T. The low lunch balance list runs a query for all students with a balance1 field less than $5.00 and whose LunchStatus is not F or E to account for free lunches. All these are customizable to meet each school buildings specific needs. If not customized during installation, this can be updated at any time by contacting Alert Solutions Support.
To create an automated broadcast, click Automated Alerts from the main Alert Solutions Menu. Then, click Create New: Broadcast.
To continue, complete the fields as follows:
List Name: This is the name that will display as the Broadcast name. It is recommended to choose an easily identifiable name such as Morning Attendance – [Building].
Choose a List: Choose the appropriate list to contact. A query will run automatically to generate the students matching the appropriate criteria each time the broadcast is scheduled.
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Automated Broadcast continued
PowerSchool Login: Enter a valid PowerSchool admin login that defaults to the same building the broadcast will run under. This is important since the automated service will login directly to whichever building the login defaults to and have access to all of the students accordingly. For example, if the alert is expected to run for just the high school then the login must default to the high school. If a district default login is used, the alert would run for all buildings. Some schools choose to create admin accounts to be used just for automated functions rather than a login belonging to a specific person.17 The login should be entered in the standard PowerSchool format of username;password. The password may not contain the # symbol and if entered, it will prevent the alert from saving.
Run This: Check the boxes for the day(s) desired for the broadcasts to run like in the example shown above. For custom messages, the option to choose to run per month or per year is available.
Run this on days when school is not in session?: Check this box for the broadcast to run on days school is not in session (holidays, Summer, weekends, etc.). The calendar is pulled directly from PowerSchool.
Backup Time: This is the time that the broadcast will start. If using the same login for multiple automated broadcasts, the times should be staggered amongst the various broadcasts to avoid logging one another out of the system. For broadcasts to be sent at multiple times throughout the day, multiple broadcasts should be set up.
Message Types: Select the message channel type(s) desired. It is recommended to broadcast to all channels if parents are allowed the option to set preferences from the parent portal. See the additional instructions below appropriate to the individual setup for each type.
Message Category: Select the category appropriate to the type of broadcast being sent.
Automated Report Notifications: Check the appropriate box to receive error alerts or summaries for the Automated List Backup.
Send to These: Enter the email address desired to receive the error alert or summary reports. Only one address may be entered.
17 If a login belonging to an existing user is used for the automated broadcast, they will be logged out PowerSchool
each time the automated broadcast is sent.
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Automated Voice Call Setup
To send an automated voice call, first complete all fields as described under Automated Broadcast. Next, check the Voice tab next to Message Type. Then complete the following:
Voice Field Names: These are the fields containing the phone numbers to be contacted and no changes are necessary. Each is mapped to an existing PowerSchool field setup during installation. The Alert Solutions fields listed here should not be changed to the actual PowerSchool field name or the broadcast will not send. If provided access through the parent portal, parents can specify which numbers they would like to be contacted for each message category and all fields should be left as is. If only specific PowerSchool fields are desired to be contacted, all others listed may be deleted. For example, if only the Home_Phone field should receive calls and it is mapped to Phone1 then all others may be removed. The field mapping is viewable from Alert Solutions > Create Announcement link by viewing the advanced options next to each channel. See field mapping for more details.
Caller ID #: This is the 10 digit number displayed to call recipients. The number must be 10 digits with no dashes, slashes, spaces or special characters. Example: 8774242987 Message Body: Type in the message desired. Using text-to-speech, this section allows additional information from PowerSchool to be merged in to personalize the message being sent out. On a standard install, students’ first and last names may be merged into the voice call in the following formats: #FirstName# or #LastName#. To request additional merge fields, contact Alert Solutions Support. Use this body for all message types, has a check box next to it. This allows the same message to be sent for all message channel types. If using merge fields, do not select this option or the fields will not merge properly as each channel requires a different merge format.
Automated Email Setup
To send an automated email broadcast, first complete all fields as described under Automated Broadcast. Next, check the Email tab next to Message Type. Then complete the following:
Email Field Names: These are the fields containing the email addresses to be contacted and no changes are necessary. Each is mapped to an existing PowerSchool field setup during installation. The Alert Solutions fields listed here should not be changed to the actual PowerSchool field name or the broadcast will not send. If provided access through the parent portal, parents can specify which email addresses they would like to be contacted for each message category and all fields should be left as is. If only specific PowerSchool fields are desired to be contacted, all others listed may be deleted. For example, if only the GuardianEmail field should receive emails and it is mapped to Email1 then all others may be removed. The field mapping is viewable from Alert Solutions > Create Announcement link by viewing the advanced options next to each channel. See field mapping for more details.
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From Email: This is the email address display in the recipient’s inbox to show who the email is coming from. This needs to be in valid email format. Example: [email protected] Email Subject: This is the subject line for the message being sent. Typically, schools would use [School Name] Attendance Alert or [School Name] Unexcused Absence.
Message Body: Type the body of the email message here. On a standard install, students’ first and last names may be merged into the email body in the following formats: $$FirstName$$ or $$LastName$$. To request additional merge fields, contact Alert Solutions Support.
Use this body for all message types:Check this to allow the same message to be sent for all message channel types. If using merge fields, do not select this option or the fields will not merge properly as each channel requires a different merge format.
Automated SMS Text Setup
To send an automated SMS message, first complete all fields as described under Automated Broadcast. Next, check the SMS tab next to Message Type. Then complete the following: SMS Field Names: These are the fields containing the phone numbers to be contacted and no changes are necessary. Each is mapped to an existing PowerSchool field setup during installation. The Alert Solutions fields listed here should not be changed to the actual PowerSchool field name or the broadcast will not send. If provided access through the parent portal, parents can specify which mobile number they would like to be contacted for each message category and all fields should be left as is. If only specific PowerSchool fields are desired to be contacted, all others listed may be deleted. For example, if only the Mother_Cell field should receive texts and it is mapped to SMS1 then all others may be removed. The field mapping is viewable from Alert Solutions > Create Announcement link by viewing the advanced options next to each channel. See field mapping for more details. Message Body: Type the SMS message here. On a standard install, students’ first and last names may be merged into the SMS message in the following formats: [#FirstName|15#] or [#LastName|15#]. The 15 shown is the maximum number of characters allowed for the merge field desired. The number may be adjusted as needed to account for longer names. To request additional merge fields, contact Alert Solutions Support. SMS messages are limited to 160 characters. Use this body for all message types: Check this to allow the same message to be sent for all message channel types. If using merge fields, do not select this option or the fields will not merge properly as each channel requires a different merge format.
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Alert Solutions – Regular Message Submission
To take advantage of additional advanced options, Create Announcement should be selected from the drop-down menu. This link provides full messaging options rather than the simplified quick broadcast.
Once Create Announcement is selected, choose the category to send the message, who to send the message(s) and the type(s) of message channels the message should be sent as.
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Alert Solutions – Regular Message Submission continued
Choosing Message Recipients Any combination of lists may be selected under Send this Message to. If choosing All Students or All Staff, only those students or staff members listed under the building currently at will be selected. To contact all contacts at the District level, the PowerSchool School building should be changed to the District. Current selection applies only to students. To contact a selection of students from a particular building, first complete a PowerSchool search for the students. To contact a current selection of students from multiple buildings, the District school building should also be used.
Custom lists may also be created and selected for messaging through Alert Solutions. Choose a previously uploaded custom list from the custom list drop-down or choose Add a New List to upload one directly from the message setup screen. For directions on uploading a custom list, see Custom List Manual Upload.
Selecting Message Category
After choosing the message recipients, choose the appropriate message category from the drop-down menu. The message categories are customizable. Contact Alert Solutions Support for changes.
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Alert Solutions – Regular Message Submission continued
Selecting Messaging Channels
To select the type of message to send, check the box next to the appropriate channel. Additional options are also provided here as follows: Advanced: Clicking Advanced displays the additional options below. PowerSchool fields in use are also displayed. Tip: Advanced selection also allows users to check field mapping when desired. Fields are listed in order from left to right, top to bottom. In the example shown, motheremail = Email1, Father_Email = Email2, and guardianemail = Email3. Presets: Any time, Preset = Yes is chosen, the system is told a template will be selected and no changes are needed to the message body. If a template is desired, but changes are required, choose Preset = No. Add Attachments to Email: If Yes is chosen here, an additional page will be added to the message setup, allowing attachments to be added to the email being sent. Add Key Press Transfers to Announcements: If yes is chosen here, an additional screen will be added to the messaging setup allowing key press options on voice calls. Key press options include Repeat, Stop, and Dial To. See Key Press transfers for additional details.18
The bottom portion of the screen displays the total number of contacts selected, the total number of messages to be sent for each channel, and the total number of fields without contact information entered.19
18
Key Presses are commonly referred to as Hot Keys. 19
The total number of message is not always equal to the number of contacts as multiple fields may be pulled for each messaging channel. If the number of contacts without contact information appears high, please review the fields chosen and contact Alert Solutions Support for assistance.
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Alert Solutions – Regular Message Submission continued After the message recipients and channels have been chosen, click the Filter Lists button at the bottom of the screen to filter the recipient lists further or choose Configure Message to begin creating the message body. Filter Lists may be selected to create a specific selection of staff members.
Filter Lists
If the Filter Lists button is selected, the screen will change to include additional filtering options.
To add a filter, use the drop-down and text box to create the parameters desired. The first drop-down menu includes the column headers to filter by and the second drop-down allows a selection of the condition. Type the filter text into the third box and select Add Filter to filter the list as needed.
Multiple filters may be added to narrow a list even further. All contacts with a checkmark next to their row will be contacted. Anytime a checkmark is removed the selection is stored. Once filtering is complete, click Configure Message to continue to General Message settings.
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Alert Solutions – Regular Message Submission continued
General Settings
The General Settings page will establish the settings for all message types you chose. General Fields will always display and the remainder of the page will only load for the message channels selected on the previous screen. The majority of the settings here are prepopulated from the User Defaults, but may be edited as needed. It is recommended that the User Defaults be set properly for the most frequently used settings to save time.
After all General Settings are complete, select Next.
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Alert Solutions – Regular Message Submission continued
General Fields
To begin, set the message name. This is a name given to the message and will be used for internal tracking only. It will be displayed in Reporting and in the Job Status box on the Alert Solutions home screen.
The Broadcast Date and Broadcast Time will default to the current date and time. If no changes are made, the message will begin delivery as soon as Submit is chosen on the final Message Submit screen.
The date and/or time may be set to a future time. The message and contact information will be stored in Alert Solutions until the delivery time chosen.20
Email Settings
Display Name: The name that appears as in the recipient’s inbox. For example, Apple Grove High School or Apple Grove School District may be used.
Email From: Email address that appears in the From field of emails. For example, [email protected] or [email protected] may be used.
20
Since post-dating a message stores the contact information, any changes to contact information between the time the message was created and the time it is delivered will not be applied to pending messages.
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Alert Solutions – Regular Message Submission continued Email Settings continued
Reply to: The address that recipients may Reply To. If replies are not desired, it is suggested to enter a no reply address for your domain. For example, [email protected]. An auto response should be set up to alert recipients that a response will not be received.
Subject: Enter the email subject.
Forward: If Yes is chosen, a sentence is added to the email asking the recipient if he/she would like to share the message with a friend. If the recipient clicks the sentence (a link), it will put the body of the message into his/her default browser so he/she can forward to whomever he/she chooses. If No is chosen, the sentence is removed.
Voice Settings
Stop/Restart Times: This is a safety system to ensure that messages will not accidently send during times not desired. This should be setup in User Defaults and should not need any adjustments unless sending a message outside of default messaging hours on purpose.
Restart: This should be set to yes so that any messages reaching the stop time are allowed to restart at the restart time. It is recommended this always be set to yes.
Number of Redials: This drop-down has the numbers 0-5 and is how many times the system will retry any number that failed on the previous attempt because the line was busy or there was no answer. It will not redial any number that is successfully contacted unless deduping (delete duplicates) is turned off in the User Defaults.
Caller ID Number: This is the phone number that appears in the recipient's caller ID when receiving a call. This number must be 10 numeric digits with no other symbols.
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Alert Solutions – Regular Message Submission continued
SMS Settings
Short Code: This is the number that shows up in the Recipient's Caller ID when he/she receives your text.21
Stop/Restart Times: This is a safety system to ensure that messages will not accidently send during times not desired. This should be setup in User Defaults and should not need any adjustments unless sending a message outside of default messaging hours on purpose.
Restart: This should be set to yes so that any messages reaching the stop time are allowed to restart at the restart time. It is recommended this always be set to yes.
General Setting Submission
Click Next once all General Settings are complete to continue to the appropriate message setup.
21 Recipients may save the short code to their contact list as the School name to be identified as the school in
messages.
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New Email
Use the email editor provided to create your email body. For simple messages, just type the message as desired. The editor is similar to most word processors and any button will show its action when hovered over.
Frequently used buttons include:
This button is used to Paste from Word® and will retain formatting.
This button is used to upload a Picture. Clicking will open a pop-up and allow browsing of a computer or server for the file desired. Once selected, choose ok, and then the picture may be used in the message. It is recommended that prior to uploading a
picture, it be edited, resized as needed, and saved for email use. Some email services may display pictures in the size originally uploaded to the HTML editor regardless of resizing within the HTML editor.
This button toggles between the editor and HTML coding for those who like to work directly with HTML coding.
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New Email continued Besides typing the email into the editor, there are three other options to assist with creating an email. You will find these options across the top of the email editor:
Insert Personal Template: Click this button to select a template from the Personal Template Library.
Insert Global Template: Click this button to select a template from the Global Template Library. There are several categories that be selected with multiple templates in each.
Choose File: Click this button to browse a hard drive or server for an HTML file to upload to the editor.
Upload to HTML Editor: Click this button once a file has been selected from a hard drive or server to load into the editor.
Insert: An insert drop-down also appears that allows users an alternative option to standard attachments or the ability to insert images from the Alert Solutions hosted File Library.
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Email Attachments (Optional)
Once the body of the email is created, look to the bottom of the screen for additional options. To preview the HTML, select Preview HTML. If desired, select Convert HTML to Text for recipients without HTML supported emails. Then, click the Next button to continue.
If add email attachments was chosen, the following screen will appear next:
Multiple files can be uploaded and will appear under list of uploaded attachments once uploaded.22 Click Next to finish completing the email.
If add email attachments was not chosen originally or has already been completed, the following screen will appear next:
Update the fields displayed to send a sample message to those desired. Email Proof 1 is a required field and all proof addresses entered will receive a copy of messages being sent. If a copy is not desired, simply enter [email protected] as the email address. Email proofs two through five are optional.
Once all changes are complete, click Submit to complete the creation of the email. Pressing Submit here will not actually submit the job, but instead completes the setup and moves on to the next message channel chosen. If no other message channel has been chosen, then proceed to Message Submit.
22
It is not recommended to exceed 3MB. For email best practices, contact Alert Solutions Support.
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New Text Message
There are three ways to enter the text message desired:
1. Type it directly into the text box.
2. Click Insert Message Template to choose a text file from the Text Template Library.
3. Choose File: Click this button to browse a hard drive or server for a .txt to upload to the editor. Once selected, click upload to confirm.
SMS Text messages are limited to 160 characters. A character counter is located in the center of the screen. The number in the parentheses is the total number of messages to be sent after exceeding the first 160 characters. If the message entered exceeds 160 characters, the drop-down menu in the upper left should be moved from Truncate to Split to ensure the entire message is received.
The two options available from the drop-down menu are as follows:
Truncate: The SMS message will end at the 160 character limit. All remaining characters (if any) will not be received as only one message will be sent.
Split: The text entered will be split between as many messages as needed to provide the complete message. Some recipients may not have unlimited messaging plans, so it is recommended the split option be used conservatively.
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New Text Message continued Click Insert Merge Field to open a pop-up that allows PowerSchool fields to be merged into the body of the message. Merge fields may also be manually entered, but only those options shown from the Merge Field drop-down are available by default. To request additional fields from the PowerSchool student table to be available, please contact Alert Solutions Support.
The Max Characters field above sets the maximum characters that the Merge Field is allowed. This number may be adjusted as necessary to allow for the full field to merge as needed. For example, if merging the students’ first names and its known some exceed 10 characters, the number may need to be increased to 15. All text merge fields should be in the following format [#FieldName|10#].
You can click on “Next” once you have completed your message. The following screen will appear next:
Update the fields displayed to send a copy of the message to those desired. Cell Phone 1 is a required field. If a copy is not desired, simply enter 5555555555 as the phone number. Cell Phone two through five are optional.
Once all changes are complete, click Submit to complete the creation of the text. Pressing Submit here will not actually submit the job but instead completes the setup and moves on to the next message channel chosen. If no other message channel has been chosen, then proceed to Message Submit.
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New Voice Message
There are four ways to submit a voice message to the system.
1. Record a Message by Phone may be selected.
2. Choose File: Click this button to browse a hard drive or server for a .txt or .wav file to upload to the recordings. Once selected, click upload to confirm
3. Click Insert Message Template to choose a .wav or .txt file from the Voice Template Library/Recording Studio.
4. Type the Message desired into the text entry box at the bottom of the screen
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Record a Message by Phone
To record a message by phone, click the button Record a Message by Phone. Pop-ups must be enabled.
The pop-up will appear with a toll-free phone number and a PIN number necessary to complete the recording. Follow the prompts to record a message. When complete, the pop-up will close and the recorded .wav files will appear under list uploaded recordings.
Two files will be shown:
Live is the message file played when a person answers the call.
Message is the message file played if a Voice Mail or Answering Machine answers the call.
When you record by phone, it duplicates your message and uses it for both files. Both are necessary for a successfully sent message.
Check the box listed underneath them to approve, then scroll to the bottom and select next.
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Choose File for Voice Calls
Files from a hard drive or server may be uploaded to be used for the message. Files should be in .txt or .wav format to upload. All .wav files must also be formatted for transmission through the phone lines as follows: PCM encoded, 16-bit, Mono, and at an 8kHz Sample Rate.
Two files must be uploaded: Live and Message. They may be the same file name but must be uploaded for both Live and Message. Using the tabs under “Edit Voice Content” at the bottom of the screen, toggle between “Live Message” and “Voice” by clicking the appropriate tab. This requires choosing and uploading a recording twice.
Once two files have been uploaded, click on Next to continue to Message Submit.
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Insert Message Template for Voice Calls
To insert a .txt file from the template library into the message, select Insert [Live/Voice] Message Template.
Upon clicking Insert Message Template, the screen will change to the Voice template library. Choose the appropriate .wav or .txt file desired. Then, click Next at the bottom of the screen to return to the message setup.
If a different message is desired for the live vs. message answers, toggle between the Live Message and Voicemail Message tabs shown in the first picture above. Click Insert [Live/Voice] Message Template as needed. Then select the desired file and upon returning to the Message setup screen, click Add. If Add is not selected, the message template chosen will play for both the Live/Voice.
If the file chosen is a .txt for text-to-speech, then the message setup screen will show the text within the editor. If a .wav file is chosen, it will display under the list of uploaded recordings.
Once the files are chosen, click Next to either move to the Key Press transfer screen (optional) or to the final Message Submit screen.
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Text-to-Speech Editor for Voice Calls
The text-to-speech editor converts text into speech using a female voice. Type the message as you would if it were being read for the most natural use. Punctuation and spaces controls the speed of the message played.
The text-to-speech editor is often used for automated translation services. Type the message and the text will be translated automatically when read to the recipient according to the installed files.
Translation settings for each school are made during the initial install but adjustments may be made at any time to pull from an alternative field for custom values (state language codes, federal codes, etc.).
If a different message is desired for the live vs. message answers, toggle between the Live Message and Voicemail Message tabs shown in the picture above. Type the message desired for each, selecting Add after typing the message and moving to the alternate tab. If Add is not selected, the text entry will play for both the Live/Voice answers.
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Alert Solutions – Regular Message Submission continued Text-to-Speech Editor for Voice Calls continued Click Insert Merge Field to open a pop-up that allows PowerSchool fields to be merged into the body of the message. Merge fields may also be manually entered but only those options shown from the Merge Field drop-down are available by default. All text-to-speech merge fields should be in the following format: #FirstName#. To request additional fields from the PowerSchool student table to be available, please contact Alert Solutions Support.
Once the message setup is complete, click Next to move to the Key Press transfer screen (optional) or to the final Message Submit screen.
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Message Submit
Message Submit is the last step prior to sending a regular broadcast. If the Submit button is clicked here, the announcement will be sent to Alert Solutions for processing at the selected broadcast date and time shown. This page is a complete summary of the announcement(s) created with links and details for each messages type. You can click on the links to download and review each message.
Note: To download and save a message for future use, click the link to save the file to a hard drive, Then, go to the template library (Alert Solutions>Template Library) and upload the message into the appropriate library for future use.
Review the message for accuracy, and then click one of the following options.
Edit: Click Edit to repeat the steps, without erasing any work, and make any necessary edits.
Submit: Click Submit to send the message. If the date and time were left at default, the messages will immediately begin delivering. If set for a future time, the server will save the job and begin delivering at the date/time selected.
Cancel: Click Cancel to delete the messages and prevent delivery. This cannot be undone!
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Reporting
Reporting is the location for the results of all announcements sent through Alert Solutions and the backup IVR system. The first page of reporting is the Main Report. This report is a summary of all the messages that have been sent. The top report is always the most recent message. The headers are all links that allow sorting by each column and each message name is a link. Click on a message name to get more details about that specific message. Click the Excel® link in the upper right of each report to export the report to Excel.
Message Details
Clicking on a message name will show the Message Details for all messages sharing the same message name. Click the individual order number for additional information regarding a specific order ID. The Order ID in the left column is a link that when clicked will show the individual job details.
This message was an email message. We can see some basic statistics about what happened with this message. Basic statistics are provided regarding the outcome of the message. Reporting is in real time, but results of emails sent will continue to update over a 24 hour period to adjust for accurate open and click-through percentages.
Any of the percentage results listed are clickable links that will provide a view of the individual recipient and the result.
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