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Send messages to parents

Email parents messages from the school, such as class cancellations or schedule changes. In the history, you can view the messages you have sent and whether they were delivered.

Messages to parents are available when your school has the “Check-in & messages” add-on (How check-in and check-out works). Messages reach the parent contacts that have chosen to receive emails (Register parent contacts).

  1. Select [Write a message to parents]

    Open the [Messages to parents] tab on your school’s screen and select [Write a message to parents].

    1. The tab for sending messages to parents.
    2. Select this to open the screen for writing a message.
    3. The history of messages you have sent, newest first (step 4 below).
    The [Messages to parents] tab and the history of sent messages

    There is a limit on how many messages you can send in the last 24 hours (messages deleted from the history are also counted). At the top of the tab, the number of messages sent in the last 24 hours and the number you can still send are shown. When you reach the limit, the date and time when you can send next are shown, and [Write a message to parents] can no longer be selected.

  2. Enter the subject, the message, and the recipients

    Enter the subject and the message, choose the recipients, and select [Review].

    1. Enter the subject. The school name is added automatically to the beginning of the email subject.
    2. Enter the message. Line breaks are sent as they are.
    3. Choose whether to send to the parents of all enrolled students, or to choose students and send to their parents.
    4. Select this to go to the screen for checking the number of contacts it will be sent to.
    The screen for writing a message to parents

    There is a limit on the number of characters in the subject and the message (the school name added to the subject is not counted). If you exceed it, the character count is shown in red. Line breaks in the subject become spaces. You cannot attach files or schedule a time for sending. In the list for “Choose students”, students with no receiving contacts are marked “No receiving contacts”.

  3. Check and send

    The number of contacts it will be sent to, the subject, and the message are shown. If some contacts have not chosen to receive emails, the number of contacts it will not be sent to is also shown (contacts not sent to appear among the contacts not reached in the result). If everything is correct, select [Send]. To make corrections, select [Edit] to return to the previous screen with what you entered.

    1. Teacher, PC

      1. Select this to correct the subject, the message, or the recipients.
      2. Select this to send the message.
      The screen for checking the number of contacts, the subject, and the message

      The message from the school reaches the receiving contacts.

    2. Parent, smartphone

      From
      Soroban Portal
      Subject
      [Soroban Technology Abacus School] No class tomorrow
      There is no class tomorrow, November 3, because of the holiday. The next class is on November 5. This email was sent automatically. Replies to it can't be received. To stop receiving notifications from Soroban Technology Abacus School, open the link below. https://portal.abacus.sicorp.jp/app/notice#stc.C1.0.YBiumruk7ozyNrFI1CJyFgrtWuFhoho1oKyJ_2yewhg -- Soroban Portal https://portal.abacus.sicorp.jp/en/

      The result of sending is shown in the history.

    3. Teacher, PC

      1. The number of contacts reached, and the number of contacts it was sent to. In this example, it was not sent to 2 contacts that are not receiving, so some contacts were not reached (step 4 below). Until sending finishes, “Sending” is shown.
      The history showing the result of the sent message

    If none of the chosen students has a receiving contact, “There are no receiving contacts.” is shown, and the message cannot be sent. When you send, “Sending has started. The result will appear in the history.” is shown.

    The email is sent in the display language of the teacher who sent it, from the sender “Soroban Portal”. Parents cannot reply to the email, so if you need replies, please include the school’s contact details in the message. The email includes a link for stopping these emails (Register parent contacts).

    A message cannot be canceled after it is sent. Even if there are several contacts with the same email address (such as the parent of siblings), only one email reaches that address. Messages are not sent to contacts that have not chosen to receive them. Contacts registered after sending has started do not receive that message (they receive messages from the next one). Messages are not sent to the contacts of students withdrawn or deleted before sending.

  4. See the contacts not reached

    For a message that did not reach some contacts, or whose result is “Not sent”, select the subject to show the message and the contacts not reached. Select it again to close.

    1. Select a subject to open the text of that message.
    2. The student’s name, email address, and current status of each contact not reached.
    A message opened in the history, and the contacts not reached

    The result in the history is one of the following.

    ResultMeaning
    SendingSending is in progress. The result changes when it finishes. During this time, the message cannot be deleted from the history.
    Sent (number of contacts)The message reached all the contacts it was sent to.
    Partly sent (number reached / number of contacts)Some contacts were not reached. Select the subject to show the contacts not reached.
    Not sentNo contacts were reached. Select the subject to show the contacts not reached.

    After a result shows that the message reached all contacts, it may change to a result showing that some contacts were not reached, if it turns out that an email was not delivered. The meaning of the status of contacts not reached (Awaiting confirmation, Stopped by the recipient, Undeliverable, Withdrawn, Deleted contact, Not sent) and what to do are the same as for check-in and check-out notifications (View and correct check-in records).

  5. Delete from the history

    Select [Delete] in the row of the message to delete from the history, and select [Delete] on the confirmation screen. The subject and the message are removed from the history, and only “(Deleted message)”, the date and time, and the number of contacts remain. A deleted message cannot be opened. Emails already delivered are not deleted, and the count of messages sent does not go back. A message that is “Sending” cannot be deleted. Messages you don’t delete stay in the history with no time limit.

If an error is shown after you select the send button

If an error is shown after you select [Send], for example because of a poor connection, select [Send] again on the same screen. The same message is never delivered twice, and the count of messages sent does not increase. If you don’t select it again, the message stays in the history as “Sending”, counts as one of your sends, and after a while becomes “Not sent”.

When the add-on is unavailable

When the “Check-in & messages” add-on is unavailable (for example, it has not been added or the subscription was canceled), the reason is shown at the top of the tab, and [Write a message to parents] is not shown. You can view and delete the history. If the add-on becomes unavailable while a message is being sent, it is not sent to the contacts not yet sent to. For how to resolve each reason, please see “How check-in and check-out works”.

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