The Communication Reports screen displays a log of all sent messages including the Date the message was sent, Type of message, Message preview, Source, From, To, Regarding Student, and more, as well as two individual reports for Scheduled Messages and Communication Breakdown, which displays Pie Charts and Bar Graphs of data.
The report includes information about SMS, Text-to-Speech, and Phone Call, if the district has purchased and enabled the Call Out System. For more information on purchasing the Call Out System add-on module, contact your district's representative to set up a demonstration.
1. Click the Reports menu, then click Communication Reports.
2. To run the report based on specific criteria, enter and select the applicable filters including:
a. Select a Type of message from the pull-down to filter the report to display the type of messages selected; options include All, Email, SMS, TTS (Text-to-Speech), Recorded (Phone Calls), and Push Notification.. You can select one or multiple.
b. Select the Schools from the pull-down to filter the report to only include messages for schools you have access to. The report reflects only recipients at the selected school(s), and totals and delivery counts are filtered accordingly.
c. Enter a Start Date and an End Date to filter the report based on messages sent over the specific time frame. You can also enter just a Start Date or just an End Date to filter the report.
d. Enter a Start Time and an End Time to filter the report based on messages sent over the specified times. You can also enter just a Start Time or just an End Time to filter the report.
e. Select the Secure check box to display sent messages that have been marked as secure either by a teacher or by an administrative user.
f. Select the Emergency check box to display messages that were sent as an emergency call (Phone Call or Text-to-Speech) from the administrative Communication screen.
g. Select the Flagged check box to displays sent messages that have been flagged either by a teacher or by an administrative user. Selecting this check box displays all messages Flagged and Admin Flagged.
The Communication Report evaluates user enrollment based on the date a message was sent rather than the current date. Messages sent to or received by users with end-dated enrollments are included when their enrollment was active at the time of the message.
3. Click Search.
The Communication History tab displays a log of all sent messages including Date sent, Type of message, Message, Attachment, Source, From, Recipient Type, To, Regarding Student, Total, Sent, Pending, Errors, Secure, Emergency, Flagged, Admin Flagged, and Referral.
The Total, Sent, Pending, and Errors columns are driven by the Communication Queue scheduled job.
- 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.
The Emergency check mark displays if the message was sent as an emergency call (Phone Call or Text-to-Speech) by an administrative user.
The Flagged message indicator displays as a check mark if the message was flagged from the Communication screen.
The Admin Flagged check box displays as selected when administrative users flag the message upon reviewing the message from this report or from their Communication screen.
4. Click From to view Student Info or My Profile.
5. 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.
The Status displays as Duplicate if "Once Per Family" was selected from the recipient type pull-down to duplicate messages based on the recipient's contact details, such as email or phone number. Although queue records will still be generated for duplicate entries, they won't result in actual email/call transmissions.
a. Click the recipient's Name to view User Info or Student Info.
b. Click the Message to view the entire message in a Message Content pop-up window.
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.
ii. To view the translated message again, click View translated.
iii. Click the white X to close the message content pop-up window.
c. 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.
d. Click the white X to close the pop-up window.
6. Option 1: Click Message to view the entire message in a message content pop-up window.
a. 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 Message Audio pop-up window.
7. Click the Attachment icon to open any attachments that were sent with the message in the report.
a. Hover over the attachment to view details regarding the attachment.
b. Click the attachment to view it in a new tab, as shown in the image below.
c. Click the download icon to download the attachment and save it to your computer.
8. 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.
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.
i. Click the white X to close the message content pop-up window.
9. If you flagged a message from the Communication screen, but you didn't add a referral, you can click + Add to add a referral here.
a. In the pop-up window, select the applicable options and follow the steps for adding a referral to complete the process. Then, click Save. See Add Referral for details.
10. If a referral was created as a result of being flagged, click View to review the referral from the Referrals screen.
1. Click the Reports menu, then click Communication Reports.
2. Click the Scheduled Messages tab.
3. Enter a Start Date and an End Date to filter the report based on messages scheduled over the specific time frame. You can also enter just a Start Date or just an End Date to filter the report.
4. Click Search.
The Scheduled Messages report displays the Start Date, Sent Time, Recursion, Next Send Date, End Date, Created By user, Type of message, and an Emergency indicator.
5. Click the Created By user name to open My Profile.
6. Click the Title to view the message, as well as a relevant status.
a. Review the message and the status of the message (if applicable). Select the tabs along the top of the message to view different components of the message, such as Email, SMS, Poll, etc.
b. If a status is provided, click Dismiss to clear the message.
i. In the confirmation pop-up, click Confirm.
1. Click the Reports menu, then click Communication Reports.
2. Click the Communication Breakdown tab.
3. To run the report based on specific criteria, enter and select the applicable filters including:
a. Enter a Start Date and an End Date to filter the report based on messages sent over the specific time frame. You can also enter just a Start Date or just an End Date to filter the report.
b. Select the Schools from the pull-down to filter the report to only include messages for schools you have access to. The report reflects only recipients at the selected school(s), and totals and delivery counts are filtered accordingly.
4. Click Search.
The Communication Report evaluates user enrollment based on the date a message was sent rather than the current date. Messages sent to or received by users with end-dated enrollments are included when their enrollment was active at the time of the message.
5a. The report defaults to the Pie Chart view.
5b. 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).
6. 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.
7. 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.
a. 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.
b. 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.
c. From this report, you can drilldown on the Message, Source, To, and Errors columns. See Communication Reports for details about each of these columns.
d. Click Back to go back to the main Communication Breakdown report.
See Additional Features for details on Filtering, Exporting, Toggle Columns, etc.