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Managing Groups

Groups

When sending out any communication via the Schoolzine platform you are able to target specific audiences for your message. Your groups can be basic, such as parent, student or staff member groups or broken down further, such as year levels, class groups or sport teams.

You can then link these groups to your subscription web form and SZapp, so that parents can easily subscribe themselves to the groups they wish to be a part of.

Adding a New Group

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. Select the New Group button.
  4. Type in a Name for your group into the field provided.
  5. If you wish for this to appear as a field on the Subscription Web Form or SZapp (if setup), select the subscribe and/or app tag from the Tags dropdown.
  6. Once saved, you will be able to add contacts to this group.

Additional Group Options

Status: Inactive groups will not appear in Web Forms or SZapp, and messages cannot be sent to them.

Public Group: Only Public Groups can be viewed on the Subscription Web Form or SZapp. You can send messages to both public and non public groups.

Tags: Used to display the group on your Subscription Web Form or SZapp.
Note: Use the tag subscribe for the group to appear on the Subscription Web Form, and app for the group to appear under the Manage Groups section of your SZapp.

Weighting: Can be used to re-order the position of your groups within the Subscription Web Form and SZapp. The higher the number, the higher up the list your group will appear.

Description: This is only used in the Control Centre for providing an optional description of the group.

Editing a Group

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. You will be presented with an overview of the groups within your system. Here you can select the group you wish to edit by selecting the View Details icon on the right hand side under the Actions column.
  4. Click on the Edit Group button.
  5. Make the relevant changes required and then select Save.

Deleting a Group

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. You will be presented with an overview of the groups within your system and can select the group you wish to delete by selecting the View Details icon on the right hand side under the Actions column.
  4. Click on the Delete Group button, and confirm that you would like to delete the group in the pop up prompt window.

PLEASE NOTE: Deleting a group does not delete the CONTACTS within this group

Groups Overview

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. You will be presented with an overview of the groups within your system. Here you can quickly review information about each group.

Icons are displayed next to Groups to indicate the properties of a group.

The Key icon used to indicate the group is 'Admin Only'.

Key Icon.png

The Cross icon is used to indicate the group, and it's members, are protected from deletion.

Cross Icon.png

The Padlock icon is used to indicate a group is pincode protected.

Padlock Icon.png

Field Description

Name: The name of your Group.

Tags: The Tags applied to your group.
Note: Use the tag subscribe for the group to appear on the Subscription Web Form, and app for the group to appear under the Manage Groups section of your SZapp.

Devices: If you are using SZapp and a contact has specified to receive notifications from that group, they will be listed as a Device.
Note: Devices and Email contacts are only linked if a user has registered to SZapp, so you may have different values for each of these sections.

Contacts: The total amount of contacts in the group, this value includes contacts within that group which are both subscribed and unsubscribed.

Subscribers - Email: The total amount of Subscribed contacts within the group containing an email address.

Subscribers - SMS: The total amount of Subscribed contacts within the group containing a mobile phone number.

Weighting: The order in which your groups will appear within the Subscription Web Form and SZapp. The higher the number, the higher up the list your group will appear.

Public: Only Public Groups can be viewed on the Subscription Web Form or SZapp. You can send messages to both public and non public groups.

Active: Inactive groups will not appear in Web Forms or SZapp, and messages cannot be sent to them.

Adding or Removing Contacts from a Group

You are able to quickly add or remove a single or multiple existing contacts from a group. You can also add contacts to a group during the import of a database.

Adding or Removing a Single Contact

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select View Contacts.
  3. Search for the contact you would like to edit.
    Note: You can search for the contact via their name or email.
  4. Select the Edit pencil icon on the right hand side under Actions.
  5. Under the Groups field, choose the group you would like to add the contact to by either typing the group name or clicking in the dropdown menu and selecting from the available list. To remove the contact from a group, select the X icon next to the group name.
  6. Once saved, your contacts group/s selections will be updated.

Adding or Removing Multiple Contacts

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select View Contacts.
  3. Search for the contacts you would like to edit.
    Note: You can use the Custom Search option for more advanced search criteria.
  4. If you only need to select certain contacts, use the tick boxes on the left hand side to choose the contacts you wish to update. If you want to use all the contacts listed leave the tick box blank.
  5. Under the Bulk Actions section, click the --Select Action-- drop down and select Add/Remove from Groups. If you selected certain contacts using the tick boxes, make sure that Selected Results is chosen in the second drop down box. If you want to use all the contacts listed, change the second drop down box to All Results.

Notification Bell

  1. Click Go and once the Bulk Actions pop up appears, select the desired group/s and click Add or Remove.
  2. A prompt window will notify you that the action is being processed. You will be will notified via a red dot on the notifications icon once your request has been completed.

Managing a Parent/Child Group

Groups linked to other groups are known as Parent/Child Groups. These are commonly used for scenarios where a main group (eg: 'Sports') may exist and have multiple related groups associated (eg: 'Football News', 'Swimming News' and 'Track News').

Note: The Parent Group will be the primary group. Child Groups will display nested beneath Parent Groups.

Creating a new Child Group

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. Select the New Group button.
  4. Type in a Name for your group into the field provided.
  5. If you wish for this to appear as a field on the Subscription Web Form or SZapp (if setup), select the subscribe and/or app tag from the Tags dropdown.
  6. At the base of the page, click on 'Show Advanced Options' to reveal the Parent field.
  7. Click the Parent field to be presented with a list of available parent groups.
  8. Select your relevant group.
  9. Click Save.

Linking a Child Group

  1. Log in to your Control Centre and select the Contacts menu tab.
  2. Once expanded, select Manage Groups.
  3. Click on the Name of the Group you wish to be a Child Group.
  4. Select the Edit Group button.
  5. At the base of the page, click on 'Show Advanced Options' to reveal the Parent field.
  6. Click the Parent field to be presented with a list of available parent groups.
  7. Select your relevant group.
  8. Click Save.

Creating a Group Filter

Filters can be used to filter for contacts by using certain conditions. They can then also be applied to groups to dynamically add contacts to that group.

  1. Navigate to Contacts and select View Contacts.
  2. Click on the Filter drop down on the top right-hand side.
  3. Select the contact field you wish to filter for.
  4. Select how you need it to filter (starts with, contains, ends with).
  5. Populate the last field with the content you wish to filter.
  6. Click Save Filter.

 

Creating_a_Filter.JPG

Applying a Filter to a Group

When Creating a New Group or Editing a Group, use the following process to setup a Dynamic Group.

  1. Select Show Advanced Options.
  2. Change the Group Type to Dynamic.
  3. Click Load Filter and select a Filter.
  4. Click Save.

 

Dynamic_Group.JPG

Bulk Add Contacts to a Group

This process will allow you to add multiple contacts to a group. Before completing this process, you can apply a filter or search for keywords.

  1. Navigate to Contacts and select View Contacts.
  2. Click the tick box next to the contacts you wish to add.
    Note: If you don’t select anyone it will add all contacts in the list.
  3. Navigate to Bulk Actions, select Add/Remove from Groups and click GO.
  4. Select the group and click Add.

 

Bulk_Add.JPG
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