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Intro to Auto Notices [Edlio Webinar]

Added May 09, 2022 •

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You asked and we listened! Auto Notices are here with our already powerful Broadcasts feature. Send out automated phone calls to parents about absences, low lunch balance notices, and so much more!

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Alright everyone! I think we are ready to get started. Thank you so much for joining us today for this My Edlio webinar. Today we are going to be taking a look at one of our newer additions to the Edlio family and that is Auto Notices. My name is Danny and I am joined today by the supremely talented Sergio Flores from our tech support team. He'll be manning the chat today so should you have any questions please feel free to go ahead and pop them in the chat and we will go ahead and get those answered for you. Now, Auto Notices we have gotten quite a few requests for this feature for a long time now and we're happy to announce that Auto Notices are available for all of our clients with the Broadcast add-on feature. Now, what are they? What are Auto Notices? Auto Notices is a scheduled data-driven notification system. Districts and schools can integrate with their Student Information Systems to automatically send personalized messages such as attendance notifications or low lunch balances alerts over email, text, and voice calls. Auto Notices is built on our Broadcast platform so it relies on the same side things as that. So you might be wondering what is Broadcasts? Broadcasts is our incredibly easy-to-use communication feature to send out voice, calls, texts, and emails Alright now, how does Auto Notices work? Let's hop over into an Edlio CMS admin page and we'll see exactly how it works and we'll take it from there Alright, okay so right now I am in the admin site here for Elio College Prep I am logged in as Daniel here, a web admin. Now how do you get to Auto Notices. Again if you already have Broadcasts, this has automatically been activated for you so you should be able to find it by going to Announce and just under Broadcasts here we have Auto Notices. Alright now, from here you can see up top here if you just wante to hop over to broadcast you did it pretty easily Boom bam, right there then you can actually we can get back to Auto Notices right here. Okay now reports and file server info, we'll get into that in just a little bit but what we're going to do now is go ahead and navigate to let's go over the file server info first part of his works and it's going to understanding you know how how we're going to go about this today . We'll get into the meat and potatoes of how this works. Now, the information we're going to be a going through today is pulled from your Student Information System your SIS, using a CSV of fields that you should be able to pull from your sis usually student named parent phone and email things like that. I have a sample copy here I've added two Google Sheets just to kind of give you an idea this is really all you need here you know depending on the information you're looking for like today we're going to be going ahead and looking at a daily attendance notification to send out through Auto Notices Let's say we're doing low lunch balance alright so let's say that you still want to have to do name parent email parent phone things like that you can go ahead and add another field here and whatever data can be pulled from your suit information you can go ahead and add here. Just add it to the first row up here and we'll see why we need to do that in a little bit but again. We just need you to prepare a sample of the CSV file that will be used to regularly send out your auto notices. Why do we need this? The sample file is needed to configure how to read in the CSV file that will be used to send out each Auto Notice on our end. You're telling us and our system how we should be reading the data that will be uploaded each day from your SIS, your student information system I will head back over here to the admin site all right through your SIS you should be able to automatically generate that CSV file most do and and upload to our file server River on a regular basis most sis platforms do offer that but again that is where you're going to enter this info here you click there you will find the server info for your particular school this isn't going to be your information here you're going to have your own every site's is different so go ahead and click there and that's we're going to find that info to enter either for the file server or whatever SIS you are using that is where you'll find that info. Let's go ahead and create a new auto notice first thing we need to do is give it a name Alright, cool/ Then we need to select which channels we want to see do we just want this to be an email, or text, voice... I want to hit all three so I'm going to check off all three here to make sure we're really covering our bases here and that we're getting this information out to whoever needs to receive it. Down here-- Configure Data Source-- this is going to be that CSV that we were just looking at that you're going to tell us and your SIS which information to pull so again this information here you download this you do have this in Google Drive you just download that as a CSV right there. I'm going to go ahead and upload that sample CSV We have out Daily Attendance CSV right there what upload that now again Auto Notice CSV files must contain an email column if you are sending emails and a phone number call them if you are sending test text messages or technically those are the only required fields here, we just recommended inserting student name or parent name feels to personalize each message as it's being sent out. We'll show you how we can go ahead and personalize these messages here in a second let me scroll down now that we have this uploaded we have this these fields down here populated now this automatically checks off whether or not the first row here is the headers that's what I was saying before any information that we want to add add it to, right here in that first row and if we unselect that it's just going to auto-default the columns here so let's just go ahead and keep that selected now over here under our column types we want to let the system know what information is being pulled here I'm going to Select Type here. It can be a text field and email address or a phone number Student name that is going to be a text field and then obviously email email address, parent phone, phone number. Let's say we're doing like before we're seeing low lunch balance alerts. That would also be a text field because that would automatically be pulled from your SIS as it's being a little so you can go ahead and add that again whatever text you if you want to add there you can go ahead and add in that CSV let's continue here Alright, actually one last thing to I did want to go ahead. I want to come back here while we're here, so the file name, this is super super important make sure the file name is the same as the one you're running and uploading from your sis as that when we're looking for that information that is what we're going to be looking for the same file name, so please just make sure that that famine is the same at it is very very important I will continue over here starting from the top here we want to choose which email this is coming from to be sending you know if we are all right and I'm down here nothing before that you have you can go ahead and insert the personalized insert their name, whatever field you want to in this case will go ahead and insert the student name there so that way when this is sent out and it'll included the students named there and the parents will know, "okay this was about my child." Alright okay so I just have a message I've copied here again it includes that merge field up here name is the student's name. That's going to be pulling no do that for the voice call as well okay alright we'll continue here so next up you want to go ahead and schedule the frequency with which this is going to go out there usually attendance reports, these are going to go out every single day but again it's completely up to you however you do whatever you these are being sent out for, you can go ahead and customize that here by checking off the dates that you don't want them to be sent anything highlighted in what year are the days up these are going to be scheduled to go out so these will be repeating every Monday through Friday at 10:35 a.m. Pacific Alright, now if you want to go ahead and let's say whenever you're sending this out I would say just make sure to go ahead and set this time so just a few minutes before whenever you expect the information to be uploaded you want to give some time for that information to come over to us right now I would say whenever you know that information will be set to go just that this is a little bit after that so everything is updated but again every school is different so whatever time that you're going to be going ahead and up and doing that you know every every school is different We'll go ahead and schedule this now Alright, boom! Look at that our Auto notice is scheduled. If you're going to run something like this several times a day let's say like an AM and PM attendance report you're going to need to create two separate auto notices for that and schedule them at different times. Now you need to give this thing data before it runs right hit that they're so now you need data before it runs upload Automotive Notice Data files at least server by configuring your FTP client software and your student information system exports set up using the following server information again most student information system platforms will have some sort of export option where you can enter the info found here so that could be automated for you data upload should be scheduled again at least several minutes before an auto notice is scheduled to run in order to allow enough time for that upload to complete we definitely recommend contacting your SIS provider for more information on how to automate this process for your Auto Notices. Now hop down here and once these are sent out you can go ahead here in to report it'll give you individual information on you know on each text, call, anything sent out there you can just see information just toconfirm that it was sent out that it was received things like that. Let's see, over here. You can always go ahead and edit an auto notice as well let's say you know you had one running for a little bit just want to change like the messaging, maybe the data source hear the CSV you want to make changes to that that is where you can do that Alright and I'll hop back over here. Like I said this is going to be a short one today so remember if you already have Broadcasts, this feature is available now. If you have questions about Auto Notices and/or Broadcasts, please reach out to your client success specialist. Remember, every Edlio site comes with a client success specialist. They're your go-to resource for any questions about new edlio features just like this one. Also, I definitely recommend-- I'll pop over here-- come over to our help center. We have tons of great articles there including some more information on Auto Notices, as well as all of our previously recorded webinars here. Again we have tons of great information here because we want to help make your Edlio site all that it can be I think that'll just about wraps things up for today. Thank you as always for joining us for these and we hope to see you at the next one. Take care!

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Intro to Auto Notices [Edlio Webinar]

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