SwiftK12- How to Create and Send an Alert SwiftK12-152

Create and Send Messages  

SwiftK12- How to Create and Send an Alert

 

In order to create a new Alert, from your SwiftK12 home page click on the blue Send an Alert button

Under "What do you want to call this alert?"

Enter in an Alert Name: This is to help you identify and locate this alert at a later time.

Enter in an Alert Description: Detailed description of Alert (not required)

Under- What type of alert is this?

Use the drop down arrow to select what type of alert you are sending?

Example: General Information, Emergency, etc. This can vary depending on your schools individual categories created.

What Schools will be included in this alert?- This will appear if sending from the District.

If sending from the District- The Entire District box will be checked off by default. Uncheck the box, click in the box to select one or more buildings.

To send to the entire District, keep the box checked off.

If sending from a Building - "Who are the recipients for this alert"?

Check off the Students/Guardians box, the alert will be sent to the Parents/Guardians.

Under Which Student Grades Should be Contacted?

Uncheck the box that reads - Send to All grades for xxxx School. You now will be able to send the alert to an individual grade or grades.

Keep the box checked off to send to ALL grades in the building.

* This alert example is sending from a Building*

Who are the recipients for this alert?

Students/Guardians - Check this box off for the alert to be sent to the Parents/Guardian's

Staff - Check this box off if contacting Staff. Put a check in the box for which staff to be contacted.

Include a Custom List- If you are choosing to include a custom list, check off the box, once you have checked off the box a drop down menu appears, from the drop down menu choose the custom list you would like to add to the alert.

Manage Duplicate Contacts - This is in place for you to control on a message to message basis, we know that parents have multiple students in your school district.  In most cases a contact would not want to be contacted five times with the same message for each child.  In those cases you would want to leave this box checked so the contact is only contacted one time.  We are aware there are specific times that a message does not need to be sent with student specific information. (Example: home room numbers being sent at the beginning of the year) in this instance you would want to uncheck the box so the contact would receive the alert for each student they are associated to.

Keep checked to automatically filter out duplicate contacts. If the box is unchecked it will go to the contacts multiple times.

Click Next to continue

Which message types would you like to send?

Select which message type (s) you would like to use for your alert - Phone Calls, SMS/TXT, E-mail - Check off the appropriate box or boxes for message delivery.

Post your alert message via which other optional methods?

Hot-line, Facebook, Twitter, RSS - Check the box or boxes that apply to this alert.

How would you like to proceed with message content entry?

Basic - Will develop the same message content across all channels. It is limited to the character count of SMS if it is included in the alert creation.

Advanced - Will allow you to define the message content differently for each channel.

* Sending from a Building & Using Advanced for this example*

Click Next

Message Content - Type the content for your voice message in the box.

Voice calls will use automated voice if the use Text-to-Speech box is checked.

Uncheck the Use Text-to-Speech for Voice Message box to have the option to record your own voice prior to sending if desired.

The use Text to Speech for Voice Message box is checked off by default. Uncheck to record.

Short Message Content- Type the content of your text message in the box. There is a 140 character limit in this box. (SMS/TXT does not allow for automatic language translation)

Email Content

Email Subject - Enter your email subject in the box.

Email box- Type your email content in the box. This also features a full HTML editor.

You can add images  , links  and insert merge fileds   in the body of your email if you like.

Add attachment - Click Add Attachment to select files to include as attachments to your email.

Click Next

Are these alert options correct?

Review the screen for accuracy. Click the back button to make changes or Save & Continue to store your alert.

Click Save & Continue to confirm.

After Save & Continue, you will be directed to the "What do you want to do with this alert"? screen.

From this page you have three options:

Launch Now - Will prompt you to send your alert immediately by clicking on the Green Launch Now button.

Launch Later - (Schedule date and time - Determine if you wish to run this alert once, Weekly or Monthly by clicking on the Yellow Launch later button. Provide specific date and time.

Test Alert to Yourself - Will allow you to test the alert to yourself before you determine to launch now or to launch later by clicking on the Blue Test Alert button.

You do not have to launch your alert from this page immediately.

Click on the word Home on the top of the page. Click on the Blue Manage Alerts Button.

Manage Saved Alerts page - All alerts created are automatically saved in this location.

Each alert is held here so you can use it again in the future.

All will hold message content and any voice recording for future use.

This page allows you to - View, Edit, and Launch any alert and voice recording for future use.

To create a Quick Alert, click on the Blue button with the paper airplane picture in it on the left of the page.

Lock the message by clicking on the lock icon.

Delete the Alert by clicking on the red trash can button.

Edit the Alert by clicking on the blue pencil button.

View the Alert name

View the Channels you have chosen to send out the alert.

The Recipients the alert is going to.

The owner or who created the alert.

Test the alert to yourself - Will allow you to test the alert before you determine to launch now or to launch later.

Click back on the Home button on the top of the page to get back to the SwiftK12 home page.

Recording your own voice

 

If you are going to Record your own voice for phone calls follow the below instructions.

If you wish to use text to speech versus recording your message, check the box that reads "Use text to speech for Voice Message" and type in the content you wish to include in your message.  To create a recorded message, uncheck the box that reads, "Use text to speech for Voice Message".  You will be prompted via an email instructional wizard to record your message after you save your alert content.

Type the content of your message into the message content box.

Click "Next" - on the next screen, you will be able to confirm the details of your message.  If you need to make changes, hit the "Back" button and adjust the details of your message.

Once you are ready to proceed with the message, click "Save and Continue".

If you will be recording a voice message versus using text to speech, you will be prompted to record your message, either by using the toll-free phone number shown on the screen, or you can record your message via your computer's microphone by clicking the "Record Now" button followed by the provided message code and your primary message.

After you have recorded your message, click "Next".

If you require additional assistance, you can contact our Customer Support Department at (800) 929-1643 extention 1, or via email at support@alertsolutions.com. We also offer Live Chat Help from directly within your SwiftK12 portal available from 9AM to 5PM EST.

 

 

 

 

 

 

 

 

 

 
 
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