Email Notification Setup

Schooltool can be configured to automatically send email notifications to individuals that you identify, when events like the following occur:

  • A new student is enrolled and/or un-enrolled
     
  • A new student is enrolled and is designated as a special education student
     
  • A new faculty record is created
     
  • A new discipline record is created, or an existing record is given a disposition (e.g. student is given detention)
     
  • A new student record is received from another school via the Schooltool "Transfer Student" feature
     
  • A new student record is receives via the Schooltool "Online Pre-Registration" feature

 

Before You Begin:

  • Before setting up any of the features below, Schooltool must first have been configured to be able to send email using the steps in this article
     
  • All email messages sent using this feature, will be appear as if they came from the email address that appears in the "From Email Address" field of the setup screen illustrated in in this article. Any user who chooses to responds to an automated email notification sent from Schooltool, will be responding to this address.
     
  • Email notifications can be sent to multiple addresses as long as they are properly-formed, and can include non-school owned addresses if desired.

    Example:  When adding multiple email addresses, each address should be separated from the other by a comma (,):

    E.g., “super@myschool.edu, hsprincipal@myschool.edu”

Event Settings

The sections below, provide you with information on configuring the Email Notification feature in Schooltool, so that notifications can be received in any of the scenarios above.

To access and configure this feature:

  1. Click Maintenance>District>Email Notification
     
  2. Make modifications to the screen based on the type of notification you wish to configure, using the information that appears in the corresponding section below:

New or Ended Enrollments

New Enrollments Notifications: Ended Enrollments Notifications:

Use the "New Enrollment" field where ever it appears on the Maintenance>District>Email Notification screen, to identify a list of email addresses that should receive a notification every time a new in-district or alternate enrollment is added to a student record (i.e. manually entered, batch enrolled, or projected enrollments that were auto-started):

New Enrollment Configuration


To configure this feature, simply type at least one properly formatted email address into the "New Enrollment" field, and then click the "Save" button that appears either at the top or bottom right of the screen to save your changes.

Use the "End Enrollment" field where ever it appears on the Maintenance>District>Email Notification screen, to identify a list of email addresses that should receive a notification every time an actively enrolled student is un-enrolled (i.e. manually ending an enrollment, batch ending enrollments, and enrollments that were auto-ended):

End Enrollment


To configure this feature, simply type at least one properly formatted email address into the "End Enrollment" field, and then click the "Save" button that appears either at the top or bottom right of the screen to save your changes.

More About this Feature:

When the "New Enrollment" field for a given building and school level contains at least one email address, a notification that looks similar to the following will be sent to those recipients:

Sample Enrollment Notice


When the "End Enrollment" field for a given building and school level contains at least one email address, a notification that looks similar to the following will be sent to those recipients: 

Sample Unenrollment Notice

 

A different set of email addresses can be identified to receive notifications based on the Building and School Level that the student becomes enrolled in or is un-enrolled from (e.g. the Middle School Principal can receive notifications just for newly enrolled or un-enrolled middle school students if desired). 

You can identify the email address(es) that should receive notifications for each building and school level, just by scrolling down the screen and finding the section and fields that appear within the Building and School Level that you wish to configure notifications for:

New Enrollment Setup Screen

 

New Special Ed Enrollment

Use the "New Special Ed Enrollment" field where ever it appears on the Maintenance>District>Email Notification screen, to identify a list of email addresses that should receive a notification every time a new student is enrolled, but only when the “Special Education” checkbox on the student's enrollment is also checked when it's saved, as illustrated below: 

New Special Education Enrollment Field


Sample Special Education Enrollment:

Special Education Enrollment


The "New Special Ed Enrollment" field really only needs to be used when you wish to separate those whom need to know about ALL new student enrollments (those who have their email address in the "New Enrollment" field), from those whom only need to know about new students whom are enrolled, that also happen to be considered Special Education Students (i.e. your school's CSE team).

Keep in mind that those recipients that are listed in the “New Enrollment” field will always be notified when a new student is enrolled regardless of their special education status, however the message that is sent to this audience will not specifically indicate that the student is a special education student, to avoid any privacy concerns (see sample below).

If you should happen to put an email address for an individual in both the "New Enrollment" field and the "New Special Ed Enrollment" field, Schooltool will ignore the duplicate email address that appears in the "New Special Ed Enrollment" field for that individual, so that they only receive one email notification in total when new students are enrolled (i.e. all students regardless of the students special education status in this situation).

More About this Feature:

When the "New Special Ed Enrollment" field for a given building and school level contains at least one email address, a notification that looks similar to the following will be sent to those recipients (note how it's absent of any specific indicator that the student is a special education student):

Special Ed Sample Notice


A different set of email addresses can be identified to receive notifications based on the Building and School Level that the student becomes enrolled (e.g. the Middle School CSE Team can receive notifications just for the newly enrolled special education students in the middle school if desired). 

You can identify the email address(es) that should receive notifications for each building and school level, just by scrolling down the screen and finding the section and fields that appear within the Building and School Level that you wish to configure notifications for:

New Special Education Setup Fieldsd

New Faculty Record

Use the "New Faculty Member" field where ever it appears on the Maintenance>District>Email Notification screen, to identify a list of email addresses that should receive a notification every time a new Faculty Record is added to the Schooltool Faculty module.

New Faculty Member Field


More About this Feature:   

When the "New Faculty Member" field for a given building and school level contains at least one email address, a notification that looks similar to the following will be sent to those recipients:

New Faculty Member Notice

 

Notes:

  • Notifications are not sent when an existing faculty record is simply edited - notifications are only sent when NEW Faculty Records are created.
     
  • When the Faculty Record that's added, is associated to more than one school building, the recipients added to "New Faculty Member" field for each building and school the record is associated to, will receive messages

    Example:  A Faculty Record is added and associated to both the Middle and High School Buildings - the email addresses that appear in the "New Faculty Member" field for both buildings will receive notifications, allowing the principal in each building to be independently notified in this scenario.
     
  • If the same email address is listed in the "New Faculty Member" field for multiple building and school levels, that recipient will receive only a single email message notifying that a new Faculty Record was added to Schooltool (notice how the email sample above is absent of the building and school level detail for the Faculty Record that was added).
     
  • A different set of email addresses can be identified to receive notifications based on the Building and School Level that the Faculty Record gets assigned to (e.g. the Middle School Principal can receive notifications just for newly added Faculty Records associated to the Middle School). 

    You can identify the email address(es) that should receive notifications for each building and school level, just by scrolling down the screen and finding the section and fields that appear within the Building and School Level that you wish to configure notifications for:

     

New Discipline Records or Dispostions

More coming soon...in the meantime refer to the Schooltool Help Pages inside the application.

New Transferred Student

More coming soon...in the meantime refer to the Schooltool Help Pages inside the application.

New Online Registration

More coming soon...in the meantime refer to the Schooltool Help Pages inside the application.