The Communication Breakdown Report screen includes three reports: the Communication Breakdown report, the Phone Number Search report, and the Email Search report, which together provide a comprehensive view of all communication activity. These reports allow users to review message delivery details, search for specific phone numbers or email addresses, and analyze communication trends across one or multiple schools.
The Communication Breakdown Report provides visual insights through Bar Graphs and Pie Charts, displaying communication types such as Emails, Polls, and SMS, along with the percentage of communication conducted by user type (i.e., Admin, Teacher, Parent, etc.). The report also includes a detailed drill-down feature, offering information on the actual message sent, the user responsible for sending it, recipients, and more.
1. In the Students menu, click Communication Breakdown.
2. The Communication Breakdown tab is selected by default.
3. To filter the report, enter the Start Date, Start Time, End Date, and/or End Time in the provided text boxes.
4. Select the Schools from the pull-down to determine which data should be pulled into the report; the pull-down defaults to All schools.
5. Select the View All Users check box to view all messages sent by all users in the school or district depending on your accessibility.
You must have permission to "View All Users" in order to apply this filter to the report.
6. Click Search.
7. Option 1: The report defaults to the Pie Chart view.
7. Option 2: Click the Bar Graph icon to switch to a Bar Graph view.
The Pie Chart and Bar Graph report display the Communication Type breakdown by color for Emails, Calls, Polls, SMS, and Sign Ups (as they apply to your district and the timeframe applied). The chart shows the percentage or number of total communications for each type.
The Communication Type section also displays the different types of communication with additional details, such as Emails: Delivered and Undelivered percentages. This section of the report include details about Emails, Polls, Sign Ups, and Calls (as they apply to your district and the timeframe applied).
If you run the report for multiple schools, the Pie Chart and Bar Graph report displays the By School breakdown by color for each school included. The chart shows the percentage or number of total communications made for each school.
The schools are also listed in a report at the bottom of the screen and include the School name, Total Messages, number of Emails, SMS, Calls, Polls, and Sign Ups.
If you ran the report with the View All Users filter applied, the Pie Chart and Bar Graph report display the User Type breakdown by color for Teachers, Admin, Students, and Parents (as they apply to your district and the timeframe applied). The chart shows the percentage or number of total communications made by each user type.
8. Hover over the different sections for details. The details are also listed below. You can also hover over the details listed at the bottom to highlight the applicable pie piece or bar graph.
9. Click on any of the details of the charts in the Communication Type breakdown to view details pertaining to the figures of the report. As shown in the image below, you can click details from the main chart or from the sub charts, such as Delivered Emails.
Drilldown is not available in the User Type report.
In the example displayed, Emails has been clicked to open more details including the number of Total Recipients, the number and percentage of emails Undeliverable and Delivered. In this section, you can switch between the Pie Chart and the Bar Graph view.
The Emails detailed view also displays a log of all sent messages including the Date the message was sent, the Type of message, the Message, From, Source, To, Total, Sent, Pending, and Errors.
The Total represents the total sent from the Communication screen.
The Sent represents the number of messages received by the recipients.
The Pending represents the number of messages waiting to be sent in the communication queue.
The Errors represents the number of messages not received by recipients due to an invalid phone number or email address.
10. From this report, you can drilldown on the Message, Source, To, and Errors columns.
a. Click the Message to view the entire message in a message content pop-up window. Note: The message that displays depends on the type of message, such as Poll, Email, Sign Up, etc.
i. Click the white X to close the pop-up window.
b. Click Source to view the source of the message or who sent the message.
Clicking Source opens User Info.
c. Click To to view all recipients' information in a pop-up window; this is helpful when there are multiple recipients so you can view each recipients that received the message.
The Recipients pop-up window displays Delivery Time, Status, Type, Name, Destination, School, Staff ID, Regarding Student, Student ID, Message, and Error.
i. Click the Name to view User Info or Student Info.
ii. Click the Regarding Student to view Student Info.
iii. Click the Message to view the entire message in a message content pop-up window or click Play Audio to listen to Phone Call sent out.
iv. Click the white X to close the message content pop-up window.
v. Click the Expand View icon to view the row of data in a pop-up.
1. Click the arrows to navigate to the previous and next entries in the table.
2. Click Close to close the pop-up window.
vi. Click the Erros numbered link to view details about the errors that have occurred.
The pop-up window displays the Delivery Time, Status, Type, Name, Destination, School, Staff ID, Regarding Student, Student ID, Message, and the Error.
1. Click the Name to viewUser InfoorStudent Info.
2. Click the Regarding Student to viewStudent Info.
3. Click the Message to view the entire message in a message content pop-up window.
4. Click the white X to close the Error pop-up window.
11. Click Back to go back to the main Communication Breakdown report.
The Phone Number Search report displays detailed information for messages sent to a specific phone number within a selected timeframe.
1. In the Students menu, click Communication Breakdown.
2. Click the Phone Number Search tab.
3. To run the report, enter the number in the Phone Number text box. Enter numbers only, no dashes.
4. To filter the report, enter the Start Date, Start Time, End Date, and/or End Time in the provided text boxes.
5. Click Search.
The Phone Number Search report displays the Sent Time, Type of message, School name, Message, From, Recipient Type, To, Subject, Secure indicator, Flagged indicator, Admin Flagged indicator, and Referral indicator.
6. Option 1: Click the Message to view the entire message in a message content pop-up window.
Click the white X to close the message content pop-up window.
6. Option 2: Click Play Audio to listen to the Phone Call sent out.
The message starts playing automatically.
a. Click Pause and Play to start and stop the message.
b. Click the Volume button to change the level of the volume.
c. Click the three dots for additional options, including Download to download the message to your computer and Playback speed, which allows you to alter to speed at which the message is played.
d. Click the white X to close the Play Audio pop-up window.
7. Click the From name to view User Info or Student Info.
8. Click To to view all recipients' information in a pop-up window; this is helpful when there are multiple recipients so you can view each recipients that received the message, as well as any additional details.
The Recipients pop-up window displays Delivery Time, Status, Type, Name, Destination, School, Staff ID, Regarding Student, Student ID, Message, and Error.
a. Click the Name to view User Info or Student Info.
b. Click the Regarding Student to view Student Info.
c. Click the Message to view the entire message in a message content pop-up window or click Play Audio to listen to Phone Call sent out.
d. Click the Expand View icon to view the row of data in a pop-up.
i. Click the arrows to navigate to the previous and next entries in the table.
ii. Click Close to close the pop-up window.
e. Click the white X to close the pop-up window.
The Flagged message check mark displays if the message was flagged from the Communication screen by a teacher.
The Admin Flagged message check mark displays if the message was flagged from the Communication screen by an administrative user and a referral was added. Once a referral is added, the admin flag is locked and cannot be changed.
9. If a referral was created as a result of being flagged, click View to review the referral from the Referrals screen.
The Email Search report displays detailed information for emails sent to a specific address within a selected timeframe.
1. In the Students menu, click Communication Breakdown.
2. Click the Email Search tab.
3. To run the report, enter an Email Address in the provided text box.
4. To filter the report, enter the Start Date, Start Time, End Date, and/or End Time in the provided text boxes.
5. Click Search.
The report displays the Sent Time, Type of message, School, Message, From, Recipient Type, To, Subject, Secure indicator, Flagged indicator, Admin Flagged indicator, and Referral indicator.
6. Click the Message to view the entire message in a message content pop-up window.
Click the white X to close the message content pop-up window.
7. Click the From name to view User Info or Student Info.
8. Click To to view all recipients' information in a pop-up window; this is helpful when there are multiple recipients so you can view each recipients that received the message, as well as any additional details.
The Recipients pop-up window displays Delivery Time, Status, Type, Name, Destination, School, Staff ID, Regarding Student, Student ID, Message, and Error.
a. Click the Name to view User Info or Student Info.
b. Click the Regarding Student to view Student Info.
c. Click the Message to view the entire message in a message content pop-up window or click Play Audio to listen to Phone Call sent out.
i. If translated to the preferred language of the student, parent, or user, the translated message displays. Clicking the Message displays the translated message. Click View original to view the message in the original language.
To view the translated message again, click View translated.
ii. Click the white X to close the message content pop-up window.
d. Click the Expand View icon to view the row of data in a pop-up.
i. Click the arrows to navigate to the previous and next entries in the table.
ii. Click Close to close the pop-up window.
e. Click the white X to close the pop-up window.
The Flagged message check mark displays if the message was flagged from the Communication screen by a teacher.
The Admin Flagged message check mark displays if the message was flagged from the Communication screen by an administrative user and a referral was added. Once a referral is added, the admin flag is locked and cannot be changed.
9. If a referral was created as a result of being flagged, click View to review the referral from the Referrals screen.