Communication Checklist

Updated on Sep 09, 2025

This checklist is your step-by-step guide to sending messages and announcements through the Communication screen. Whether your'e emailing, texting, calling, or attaching files, follow the list to stay organized and efficient. Messages can be scheduled, saved as drafts, and are always stored for easy access. For a complete guide, see Communication.

Viewing Scheduled Messages and Rescheduling Messages

2. Click the Scheduled tab.

3. Click the scheduled message to view details and make changes.

4. Review the message and make any necessary changes to the message, if needed.

5. Click Reschedule to reschedule the message for a different time and/or date, or click Save to apply the changes to the already set time and date.

Replying to Messages

2. Click the Inbox tab.

3. Click the sender's name to open the messages.

4. Select the Email tab to reply via Communication and send an email or select the SMS tab to reply via Communication and send a text message.

5. Type your message in the provided text area.

6. Click Send.

Savings Messages as Drafts

2. Click the Compose tab.

3. Follow the applicable steps for composing a new message.

4. Enter the Email/Message and attach any files, polls, calls, etc.

5. Click Save Draft.

Editing, Deleting, and Sending Message Drafts

2. Click the Drafts tab.

3. Select the draft to open and edit it.

4. Make changes and click Send, Schedule, or Save Draft.

5. To delete a draft, click the Delete button.

Creating Templates

2. Click the Templates tab or select Template from the Compose tab.

3. Enter all the template information, such as Title, Letterhead Template, Profiles, Schools, etc.

4. Apply all applicable features, such as Secure Email, Priority, Add Log Record, to determine all the features that will apply upon using the template.

5. Enter the template Subject and message while attaching any files, polls, calls, etc.

6. Click Save.

Applying Templates

2. Select to use a template from the message, draft, templates, or applicable screen.

Option 1: From the Compose tab, click Use Template or click use a template in the body of the message.

Option 2: From the Templates tab, select the template, then click Use This Template.

Option 3: From the Templates tab, while in Table View, click Use for the applicable template.

Option 4: From the Drafts, Polls, or Sign Ups tabs, click Use Template or click use a template in the body of the message.

3. In the Use Template pop-up window, click the correct template Title to apply to your message.

4. Make any edits to the template details and the overall message, then click Send.

Creating Announcements

2. Click the Announcements tab.

3. Enter the Title, the Active time frame, and all relevant information.

4. Enable Reactions and Comments, if applicable.

5. Enter the Announcement in the text editor and attach any emails, files, polls, sign ups, calls, etc.

6. Click Post.

Assigning Messages to Other Users

2. From the Compose tab, enter a Subject and Message.

3. Click Assing to User (if available) and select the user from the Assign to User pull-down.

4. Enter a revision Note and click Assign to User.

Reviewing Messages Assigned to You

2. Select the assigned message to review, edit, and send the message.

3. If applicable, click Assign to User to re-assign the message or assign it back to the originator.

4. Select the user from the Assign to User pull-down, enter a revision Note, and click Assign to User.

Adding Attachments to Messages & Announcements

2. Select the applicable tab.

3. Select the applicable attachment tab in order to attach it to the message, such as File, SMS, or Call.

4. Upload the relevant File or configure the SMS and/or Call.

5. Complete your message/announcement and click the applicable button to Send or Post.

Archiving Messages

2. Click the Inbox or Sent tab and open the applicable message.

3. Click the Archive icon to move the thread of messages to the Archive folder.

4. To review or unarchive messages, click the Archive tab.

4.1. Select the applicable message, then click the Unarchive icon to reinstate the messages to their original tab.

Flagging Messages

2. Click the Inbox or Sent tab and open the applicable message.

3. Click the flag icon and click Confirm in the pop-up window.

4. Click the red flag icon for more options.

4.1. Click Add Referral to add a referral via Add Referral for students. In the pop-up window, select the applicable options and follow the steps for adding a referral to complete the process. Then, click Save.

4.2. Click View Message to display the message while keeping it flagged.

4.3. Click Remove Flag to remove the flag from the message.

Setting Teacher Attendance Alerts

The Teacher Attendance Alerts section allows users to create attendance alerts for teachers. When enabled, users can set custom attendance reminders for teachers when attendance hasn't been recorded.

This functionality requires the purchase of the Call Out System. If this add-on hasn't been purchased and enabled by your district, the Teacher Attendance Alerts option doesn't display.

2. Click the Settings tab.

3. In the Teacher Attendance Alerts section, enter the Title of the attendance reminder.

4. Click Edit to create an attendance reminder message to be sent out when the selected criteria is met.

4.1. Enter the Email (Subject and message) in the provided text editor.

4.2. Attach Files, generate an SMS, and/or Call by clicking the corresponding tabs.

5. Select the Schools, Periods, and enter the Minutes Threshold.

6. Select the Letterhead and enter the Start Date and End Date.

7. Press the Enter/Return key and click Save.

Setting Caller ID

The Caller ID Phone Numbers section allows users to add new phone numbers that will display as the Caller ID when phone messages are sent out. Note: The Phone Numbers enabled display as the Caller ID for phone messages only not for SMS text messages.

The Caller ID Phone Numbers functionality requires the purchase of the Call Out System. Contact your district’s support representative to set up a demonstration.

2. Click the Settings tab and enter a Title for the phone number to be used as Caller ID.

3. Enter the Phone Number and select the Schools that should have access to the Public caller ID phone number.

4. Select the Student Attendance check box to allow users to use this caller ID for Student Attendance Alerts.

5. Select the School Default check box to make this number the default number for anyone at the selected school(s).

6. Select the District Default check box to make the phone number the default for the entire district.

7. Press the Enter/Return key and click Save.

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