Send an email

Use the Pupil Manager module to send an e-mail to a selected group of students. You can also choose to send your e-mail to student contacts. This is a useful tool for forwarding information quickly.

  1. In the Pupil Manager module, select a student records tab.
  2. Use your preferred search method to find the student records that you want to work with. The Student/Pupil Records List is displayed:
  3. Select student records using the checkboxes next to each Student/Pupil's Name. Check the box in the header bar to select all the records displayed.
  4. In the pink drop-down list select Email Wizard. Step 1 of the Email Wizard is displayed:

  5. Choose to send emails to:

Send an email to students

  1. Select the Selected students checkbox and select Next. A popup window is displayed. You are prompted The wizard is complete based on your selections. Do you want to continue with these choices?
  2. Click OK. The Send E-Mail window is displayed:
  3. Select the Message tab. Enter the E-mail Subject and use the Merge Template drop-down list to select an e-mail template, as required. Compile your e-mail in the text box displayed.
  4. Select the Recipients tab. Use the checkboxes available to select the recipients of your e-mail. A key is displayed in this tab to help you. An example of the Recipients tab is shown below:
  5. Select the Filter by Consents tab. Use the checkboxes to filter any opted in/out consents selected by students in the Student Portal (over 16s only) or student contacts in the Parent Portal (under 16s).
  6. Use the Attachments tab to upload attachments to your e-mail, if required.
  7. Select the Options tab:
    1. Enter additional recipients for your e-mail.
    2. Edit the reply address and the priority of your e-mail, as required.
    3. Set the Enable Conversation checkbox to allow replies to e-mail, if required.

      This can also be controlled by the Enable Conversation option within Control Panel.

      The recipient of the e-mail can then reply, this will then go directly to the inbox of the user who sent the e-mail, it will also be recorded in Ed:gen. The conversation can then continue for as long as required, and will continue to be tracked and displayed in Ed:gen alongside appearing in both the recipient's inbox and the originating Ed:gen user's inbox. Additional recipients can be added via either the originator or recipient inbox using standard e-mail processes; all their input will also be recorded in Ed:gen. See Configuring email conversations for more help with setting up this feature.
  8. Click Preview E-Mail to preview and print your e-mail, if required. This is useful for checking that the correct merge fields have been selected:
  9. Use the drop-down in the top right of the window to jump between students in the selection and preview the e-mail. Click Close Window once you have checked the e-mail.
  10. Click Send E-Mail. A Communication Summary is displayed for you to check that your e-mail has been sent.
  11. Click Cancel to return to the student records list.

Send an email to student contacts

  1. Select the Contacts for the selected students checkbox and select Next.

  2. Use the tabs to select the contacts you wish to send the e-mail to. The tabs in Step 2 of the Email Wizard are grouped together. The first tabs are used to select e-mail recipients. The second group of tabs are used to filter the selected e-mail recipients, this is optional.
  3. First, use the checkboxes in the recipient tabs. You can make selections in both of these tabs, they operate independently. All of your selections are included in the e-mail recipient list. For example, if you select 'Guardians' in Relation Type and 'Dance Contact Group' in Contact Group, your e-mail will be sent to all guardians and all contacts linked to 'Dance Contact Group' for the selected students.

    4. The selections available are the Contact Types listed for your selected students.

    The selections available reflect the Custom Groups linked to student contacts for your selected students.

  4. Use the second group of tabs in Step 2 of the Email Wizard to filter the recipients you selected in the Relation Type and Contact Group tabs. This is optional but advised. Three tabs are available:

    The Address Type here refers to the Contact Location checked for contacts in student records:

    If you select 'Home' here, only your selected recipients with a Contact Location address marked as 'Home' are sent the e-mail. If you do not make a selection here all recipients are sent the e-mail regardless of Contact Location.

    The Contact Type here refers to the Mail Option checked for contacts in student records:

    If you do not make a selection here all recipients are sent the e-mail regardless of the Mail Option they have checked in student records.

    The Contact Consent here refers to any opted in/out consents selected by students in the Student Portal (over 16s only) or student contacts in the Parent Portal (under 16s).

  5. Click Next when you are ready. Step 3 of the Email Wizard displays the filtered contacts:
  6. Use the checkboxes available to select the recipients of your e-mail.
  7. Click Next. A popup window is displayed. You are prompted The wizard is complete based on your selections. Do you want to continue with these choices?
  8. Click OK. The Send E-Mail window is displayed:
  9. Select the Message tab. Enter the E-mail Subject and use the Merge Template drop-down list to select an e-mail template, as required. Compile your e-mail in the text box displayed.
  10. Select the Recipients tab. Use the checkboxes available to select the recipients of your e-mail. A key is displayed in this tab to help you. An example of the Recipients tab is shown below:
  11. Select the Filter by Consents tab. Use the checkboxes to filter any opted in/out consents selected by students in the Student Portal (over 16s only) or student contacts in the Parent Portal (under 16s).
  12. Use the Attachments tab to upload attachments to your e-mail, if required.
  13. Select the Options tab:
    1. Enter additional recipients for your e-mail.
    2. Edit the reply address and the priority of your e-mail, as required.
    3. Set the Enable Conversation checkbox to allow replies to e-mail, if required.

      This can also be controlled by the Enable Conversation option within Control Panel.

      The recipient of the e-mail can then reply, this will then go directly to the inbox of the user who sent the e-mail, it will also be recorded in Ed:gen. The conversation can then continue for as long as required, and will continue to be tracked and displayed in Ed:gen alongside appearing in both the recipient's inbox and the originating Ed:gen user's inbox. Additional recipients can be added via either the originator or recipient inbox using standard e-mail processes; all their input will also be recorded in Ed:gen. See Configuring email conversations for more help with setting up this feature.
  14. Click Preview E-Mail to preview and print your email, if required. This is useful for checking that the correct merge fields have been selected.
  15. Use the drop-down in the top right of the window to jump between students in the selection and preview the e-mail. Click Close Window once you have checked the e-mail.
  16. Click Send E-Mail. A Communication Summary is displayed for you to check that your e-mail has been sent.
  17. Click Cancel to return to the student records list.