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| − | {{permissions|Contact management|Access notices management screen|Manage and review external communications}}
| + | #redirect[[contacting parents]] |
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| − | The external contact page is used to send messages home to parents or pupils. It can also be used to record phone calls or the details of meetings with parents. You can also see a log of all communications between the school and the pupil's family at the bottom of the page. <br> <br>
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| − | You may need to [[configure SMS]] in PARS, as well as configuring your [[preferences]] to allow emails to be sent. This can usually be done by your network manager. <br> <br>
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| − | ==The External Contact page==
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| − | The external contact page is shown below. The list of pupils being used by this page are shown on the left. You can click on a pupil to select them, which will update the rest of the page. The rest of the page will show you the pupil's own details i.e. the pupil's email address or the pupil's mobile number as well as their parents' details. <br> <br>
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| − | [[Image:excon1.jpg]] <br> <br>
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| − | ==Sending letters, emails or SMS messages==
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| − | The most common use for this page is sending messages home to parents. There are three steps to this process, which are described below. <br> <br>
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| − | ===Step 1 - choosing method for contact===
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| − | First click the "Add batch contacts" button at the top left of the page. This will open a window that allows you to select the method you want to use to communicate with parents. <br> <br>
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| − | There are four sections: Email, SMS to mobile, SMS to landline and letter. Click on a section to see options that allow you to choose how your message will be sent: <br> <br>
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| − | [[Image:ecemail.jpg|left]] <br>
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| − | '''Add student's own email address'''
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| − | :Send an email directly to the student.
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| − | '''Add highest priority contact with an email address'''
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| − | :Send an email to the highest priority contact, out of those who have email addresses.
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| − | '''Add all contacts with email addresses'''
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| − | :Send an email to all contacts who have email addresses.
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| − | '''Do not send emails'''
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| − | :Messages will not be sent via email. <br> <br>
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| − | [[Image:ecsmsmob.jpg|left]] <br>
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| − | '''Send SMS to highest priority contact'''
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| − | :Send an SMS to the highest priority contact, out of those who have mobile numbers.
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| − | '''Send SMS to all contacts'''
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| − | :Send an email to all contacts who have mobile numbers.
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| − | '''Do not send SMS to any mobile phone numbers'''
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| − | :SMS messages will not be sent to mobile phones. It is still possible to send SMS messages to landlines. <br> <br> <br>
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| − | [[Image:ecsmslandline.jpg|left]]
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| − | '''SMS - landline'''
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| − | '''Send SMS to main home number'''
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| − | :Send an SMS to the main telephone number in the house that the student lives in.
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| − | '''Send SMS to highest priority contact'''
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| − | :Send an SMS to the highest priority contact's landline, out of those who have landline numbers.
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| − | '''Send SMS to home number of all contacts'''
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| − | :Send an SMS to all contacts who have landlines.
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| − | '''Do not contact any home numbers'''
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| − | :SMS messages will not be sent to landlines. It is still possible to send SMS messages to mobiles. <br> <br> <br>
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| − | [[Image:ecletter0.jpg|left]]
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| − | '''Produce letters for highest priority contacts'''
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| − | :Letters will be generated for the highest priority contact.
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| − | '''Produce letters for all contacts'''
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| − | :A letter will be generated for every contact.
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| − | '''Do not produce letters'''
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| − | :No letters will be generated.
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| − | '''Type'''
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| − | :If the letter is uploaded to SIMS, this is the type of document that it will be saved as.
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| − | '''Status'''
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| − | :If the letter is uploaded to SIMS, this is the privacy setting for the document.
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| − | '''Summary'''
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| − | :If the letter is uploaded to SIMS, this will be the title of the document.
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| − | '''Notes'''
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| − | :You can use this to add notes to the document that will be uploaded to SIMS. <br> <br>
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| − | '''Fall back to ... when no ... is found''' <br>
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| − | :If this option is selected, '''only''' the contacts who '''can't''' be reached using the methods you have already selected can be contacted using the next section down. <br>
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| − | :For example, imagine you are sending emails to all parents. If you select the option to fall back to SMS, then '''only''' the parents who do not have email addresses will receive SMS messages. <br> <br>
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| − | '''Please note''': if you choose any of the options to send to the highest priority contact, PARS will find the highest priority contact with valid contact details. For example, if you choose to send an SMS to the highest priority contact who has a mobile number, then if Mum is priority 1 and does not have a mobile, Dad is priority 2 and does not have a mobile, and Aunt is priority 3 and <u>does</u> have a mobile, then the message will go to Aunt. You can prevent messages being sent to low priority contacts by using the options explained below: <br> <br>
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| − | <u>Additional options</u> <br>
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| − | '''When emailing, only use addresses set as "Main"''' (only available when sending emails) <br>
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| − | :If the contact has multiple emails in SIMS then only the address marked as "Main" will be used. <br>
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| − | '''Parental responsibility only''' <br>
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| − | :If this option is selected, then messages will only be sent to contacts who have parental responsibility. <br>
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| − | '''Priority 1 only''' <br>
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| − | :If this option is selected, then messages will only be sent to contacts who are priority 1 in SIMS. <br> <br>
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| − | At this point, you can check to see which pupils are going to have messages sent to them, using the options you have selected. To do this, click the Identify button on the top toolbar. <br> <br>
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| − | ===Step 2 - choosing the message===
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| − | The next step is to choose the message that will be sent. Click on either "Edit SMS text", "Edit email text" or "Edit letter" depending on what kind of message you are sending. <br> <br>
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| − | A text editor will open allowing you to compose a message. You can type free text into the editor, as well as inserting mail merge fields or importing messages from the [[message bank]]. <br> <br>
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| − | [[Image:excon3.jpg]] <br> <br>
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| − | To insert a mail merge field, click the "Insert" button and then choose "Field" - you will see a list of the available merge fields. Click on one to use it in your message. You can also import messages from the message bank by clicking "Insert" then "Insert template". Click the drop-down at the top of the window to select different messages. <br> <br>
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| − | [[Image:exconmsgbank.jpg]] <br> <br>
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| − | ===Step 3 - sending the message===
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| − | Finally, click the "Generate" button at the top right of the page to send your message! <br> <br>
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| − | ==Recording phone calls and meetings==
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| − | The external contact page can also be used to record the details of phone calls or meetings with parents. To do this, first select the pupil whose parents you are dealing with by clicking on the pupil's name on the left of the page. <br> <br>
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| − | The right side of the page will now show the pupil's contacts' details. Click the drop-down menu to choose between different contacts. Once you have chosen the contact, the right side of the page will show their details, so that you can find a phone number to ring. <br> <br>
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| − | If you have made a phone call home to parents then click the "Call" button on the right of the page. This will open a window where you can type the details of the phone call. <br> <br>
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| − | [[Image:excon05a.jpg]] <br> <br> | |
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| − | There is a "Contact type" drop-down that allows you to input extra information about the phone call. PARS will automatically record who made the phone call, which pupil it was about, which parent was spoken to and what time it took place, so the only information you need to record is what was said. <br> <br>
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| − | [[Image:excon06.jpg]] <br> <br>
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| − | If you have dealt with parents not by phone, you can click the "Adhoc" button, which allows you to record the details of other contacts e.g. meetings. <br> <br>
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| − | ==Viewing contact history==
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| − | If you click the "Contact history" button from the top toolbar you can view report that will show all of the communcations that have been made between the school and and a pupil's contacts. <br> <br>
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| − | [[Image:conthist2.jpg]] <br> <br>
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| − | [[Category:Communications]]
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