Communicating with Busy Students Through Emails and Text Messages Iliana Visser

Overview Setting up email options Configuring Text Alert Options Different methods of sending emails Different methods of sending texts

Configuring SYSTEM Email Preferences

Configuring USER Email Preferences Your account must have a email in order to send the Message, Email or Text to the students.

Configuring CENTER Email Preferences The center is required to have a “Center Email Address” to send Confirmations and Canceled appointments.

Setting up appointment email preferences

Additional Send Email Options

Sending Emails to Faculty

Messages Settings Before sending messages, you need to create the message types, and indicate which groups can send which types of messages. Messages are a way for you to manually send an email to students through the Trac product. Messages can be sent to a particular student, or to an entire group of students.

Sending Messages

Text Alerts Text Alerts allow you to : Send appointment confirmation/cancellations via text Remind Students/Consultants of their appointment by text shortly before the appointment time. Send a text to Students currently visiting your Center. Broadcast messages by text to Students who have “opted in”

Text Alerts System Requirements Latest Trac 4.0 Web and Engine updates Trac Server must have ability to make outbound http/https connection to msgtrac.com Current Maintenance Agreement with Redrock Support Trac Server must have ability to receive incoming http/https connection from 63.224.138.155

“Opting In” to Text Alerts as the Student Students can “opt in” to receiving text alerts from their main menu by sending a text to the address generated. Once Activated, Students can determine the amount of time prior to their appointment they want to receive the text alert.

“Opting In” to Text Alerts from the Admin View Administrators can also assist students looking to opt in to text alerts by generating the activation code on the student profile.

“Opting In” to Text Alerts from the Kiosk Any student that has not opt in to receiving Text Alert will be asked if the want to receive a Text Message when the consultant is ready to see them.

Sending Text Messages to Students Option 1: Students that have opted in to receive center bulletins can be texted when they visit a center.

Sending Text Messages to Students Option 2: To broadcast a message to all students that have opted in to text messages, search for the students, and choose to send a note. You can then choose to send a text message as the note format.

Conclusion There are a lot of different ways to keep Students and Consultants notified about appointments coming up, or other information that they need to stay up to date with their schooling. Take advantage of the options that you have!

New Systems and New Semesters Focus Path 9:40am Papago Communicating with Busy Students Through Emails and Text Messages 10:40am Papago Utilities, Preferences & Events… Oh My! 2:20pm Papago Geek Speak