Preparing for Severe Weather Events using SwiftK12
Quick Alerts and Mobile App
Though weather predictions may vary one thing is certain, you need to be prepared to communicate. Using SwiftK12's quick alerts feature, and mobile App will enable users to send messages out quickly.
When using message templates, there are a few basic guidelines to follow. Start by keeping the message length to a minimum. This ensures recipients can get the most information in the least amount of time. Please keep in mind, SMS/Text messages in SwiftK12 cannot exceed 140 characters.
By creating message templates prior to severe weather, you can generate detailed and informative alerts. When severe weather strikes, these messages are ready to be sent.
SwiftK12's Quick Alerts feature enables users to create and store templates for easy access based on their previously developed alerts. This is a great function to use for recurring messages such as severe weather, school closures and delays.
Tip! We recommend developing separate templates for each of these instances for easier access via the Home screen as well as to ensure the message content continually meets the needs of the intended situation. For example, develop one template for a school closure occurring on next school day, and another template for a school closure announced on the same day.
Bonus Tip! Using SwiftK12's merge fields will save time when sending alerts.
Create your Alert by clicking on the Send an Alert button on your SwiftK12 home page.
Once you have your alert created follow the below instructions on how to create a Quick Alert.
Start by clicking on the Manage Alerts (View & Edit) button in the "What would you like to do?" panel on the Home Screen.
You will be brought to your Manage Saved Alerts page.
Next, select the blue "paper plane" icon underneath the Actions heading that corresponds to the alert for which you would like to develop a quick alert for.
On the Create Quick Alert screen, you will need to enter the Quick Alert Title (maximum of 13 characters, including spaces), the Quick Alert Sub-heading (maximum of 22 characters, including spaces) and an associated icon that you would like to align with the Quick Alert, using the image listing shown.
Tip! To assist you in determining the best icon to fit your Quick Alert, you can hover over the images for a description.
Once these fields are completed, you will see a preview of your Quick Alert.
Once you are satisfied with your Quick Alert, click Save Quick Alert.
The listing of your available Quick Alerts can be accessed/viewed from the home screen via the Quick Alerts sub-panel.
Once a saved alert is associated with a Quick Alert, a green "link" icon will be placed next to the saved alert when viewed via the Manage Alerts (View & Edit) page.
To unlink a Quick Alert to a saved alert, click on the link icon and select Unlink Quick Alert from the right-hand selection of the Create Quick Alert box.
To use a Quick Alert, click on the alert you would like to use. This will direct you to the Launch Alert Screen.
Review the Alert Name, Recipients, Channel(s) used, and View Message, and one of three available delivery options:
Test Alert to Yourself: Allows you to test the alert before you determine to launch now or later.
Launch Now: Sends the alert immediately.
Launch Later: Allows you to schedule a date and time to send your alert.
When you are satisified with your Quick Alert launch, click Next.
You have now successfully sent your chosen Quick Alert through SwiftK12.
Setting up the SwiftK12 Mobile App
The user must download the SwiftK12 Mobile App from their phone's respective app store. The icon will have a blue graduation cap on it with a white background.
From the SwiftK12 home page- go to Settings > System Settings > Users.
From here, search for the user you want to activate the mobile app for.
To enable the mobile App for users, you must be a Super user in SwiftK12.
To the right, your will see a column that says, "Mobile App". You will want to press the green plus button underneath the column for the user you want to activate.
After doing so, a pop up will appear. It will show you who you are enabling the App for and your school's customer code. You will then have to put in the user's mobile number. (no spaces, parentheses, or dashes)
The user will then be sent a temporary mobile password.
After being sent the temporary password, have the user log into the mobile App. They will use their PowerSchool username as the username, the temporary password that was sent to them as their password, and the customer code that was shown on the pop up after activating the user for the mobile App.
Once in the Mobile App they will be able to view and launch any quick alerts that were created and saved.
If you have any questions regarding creating Quick Alerts or using the Mobile App, please contact our support team at Support@alertsolutions.com