Category: Communication_Alerts

Schedule Email and SMS parents will trigger the Email and SMS as per the schedule you have set with the template you choose. The users need not log in and send it manually when you have the schedule ON.

The option is available only in the system admin level under Communication Alerts for Enterprise Pack subscribers.

To schedule the Email / SMS, please follow the steps mentioned below

Step 1: Log in to MCB with system admin credentials. Switch to communication module by clicking on the Home option on the top right corner.

Step 2: Click on Schedule Email and SMS option under Communication Alerts menu.

Schedule Email:
Step 3: To schedule Email, choose Email Schedule option.

Step 4: To view or Add template, click on a view template option.

Step 5: Click on the +Template option to add a new template

Step 6: Enter the template name, subject line of the email, email body.
You can add the details available in MCB as part of your email body. Choose the field from the drop down, copy the code from merge field and add it in the text. You can attach a video, image, link, table, etc., in the message. Click on Save button to save the email template.

Step 7: To schedule the email, Click on Add Schedule button.

Step 8: Fill in the following details
Enter Schedule name,
Choose parent as user type,
Choose All if you want to schedule the email for all branches or a specific branch,
Choose All classes or a specific class,
Choose All academic years if you wish to send the same email every year or a specific academic year
The select the date on which the email has to be sent
Choose the time slot to define the time to trigger the emails to parents.
Click on Tick mark to save the schedule or Cross marks to cancel.

Step 9: To edit the schedule, click on the Edit icon against the schedule.

Step 10: Make the necessary changes and click on Tick mark to save the changes. Click on cross marks to revert the changes.

Step 11: To delete the schedule, click on delete icon against the schedule.

Step 12: Click on Yes to confirm the deletion or No to cancel the deletion.

Schedule SMS:

Step 13: To schedule the SMS, choose SMS schedule option.

Step 14: To view or add a template, click on the View Template option.

Step 15: To add a template, Click on +Template option.

Step 16: Fill in the following details

Enter the template name
Type in the message. If you wish to bind any of the details available in MCB in the message automatically like student name, father name, etc., choose the required field from the drop-down, copy the code shown under copy merge field and paste it in the message at the required place.
Click on Save to save the template.

Step 17: To edit the template, click on Edit icon against the template, make the necessary changes and click on tick mark to save the changes or cross mark to revert the changes.

Step 18: To delete the template, click on delete icon against the template.

Step 19: Click on Yes to confirm the deletion or No to cancel the deletion.

Step 20: To add SMS Schedule, click on +Add Schedule button.

Step 21: Fill in the following details
Enter Schedule name,
Choose parent as user type,
Choose All if you want to schedule the SMS for all branches or a specific branch,
Choose All classes or a specific class,
Choose All academic years if you wish to send the same SMS every year or a specific academic year
The select date on which the email has to be sent
Choose the time slot to define the time to trigger the SMS to parents.
Click on Tick mark to save the schedule or Cross marks to cancel.

Please make sure you have SMS balance available as per the schedules.

Step 22: To edit the schedule, click on the Edit icon against the schedule.

Step 23: Make the necessary changes and click on Tick mark to save the changes. Click on cross marks to revert the changes.

Step 24: To delete the schedule, click on delete icon against the schedule.

Step 25: Click on yes to confirm the deletion or No to cancel the deletion.

How are SMS Alerts useful for schools?

Receive a snapshot of important information specific to Organization and Branches without having to login MCB on your mobile through SMS.

SMS Alerts provide timely updates on the following areas on a regular/weekly/ Monthly basis for your review.

Organization SMS Alerts:
Staff Birthday Greetings: Birthday greetings to Staff on their Birthday. There is a default template available in MCB. If you would like to customize the message, you could add one in SMS templates [Available in settings].

Student Birthday Greetings: Birthday greetings to Students on their Birthday. There is a default template available in MCB. If you would like to customize the message, you could add one in SMS templates [Available in settings].

Branch SMS Alerts:
Fee Collections: Fee collections for the previous day (Payment Mode wise) is sent to the mobile number set every day at 4 am. You can set a mobile number of the person who wishes to receive the message branch wise.

How to use?

Step 1: Login to MCB with System Admin credentials.

Step 2: Select “Home” on the right-hand top corner.

Step 3: Select Communication. You will be redirected to the“Communication” page

Step 4: Choose SMS Alerts option under Communication Alerts Menu.

Step 5: Users can set SMS alerts Organisation and branch wise.

Step 6: To Activate SMS alerts at Organisation level, Click on the icon under Active option against the Alert Type.

Step 7: In the drop down chose the template and Click on Activate. If there is a customized template available, it would appear in the drop-down.

Step 8: Once SMS alert is activated, you will get the alert as per the schedule frequency at the specified time. To change the template, click on Edit icon against the SMS template, make the necessary changes and update. If you would like to receive the SMS alert immediately, click on Execute option under SMS alert type. SMS will be sent to the mobile numbers set. To inactive, the alert, click on Tick mark and confirm.

Step 9: To Activate SMS alerts at the Branch level, Click on the icon under Active option against the Alert Type.

Step 10: Enter the mobile numbers with comma separation to whom SMS has to be sent in the branch and click on the Activate button.

Step 11: Once SMS alert is activated, you will get the alert as per the schedule frequency at the specified time. To change the mobile numbers, click on Edit icon against the SMS template, make the necessary changes and update. If you would like to receive the SMS alert immediately, click on Execute option under SMS alert type. SMS will be sent to the mobile numbers set. To inactive, the alert, click on Tick mark and confirm.

How are Notification Alerts useful for schools?

Receive a snapshot of important information specific to Branches without having to login MCB on your mobile through Notifications.
Notification Alerts provide timely updates on the following areas on a daily basis for your review.

Notification Alerts:

RFID Attendance – In: When a student walks through / Swipe the RFID in the school for the first time in the day

RFID Attendance – Exit: When a student walks through / Swipe the RFID in the school for the last time in the day.

Student Attendance: When attendance of the student is marked for the day in daily attendance.

Staff Attendance – First session: When a staff punches in biometric machine / swipe the RFID Card / walks through the gate while entering the campus.

Staff Attendance – Second session: When a staff punches in biometric machine / swipe the RFID Card / walks through the gate during while leaving the campus.

Biometric Student Attendance – In: When a student punches in the biometric machine while entering the campus.

Biometric Student Attendance – Exit: When a student punches in the biometric machine while leaving the campus.

Student Birthday Wishes: Wishes to students on their Birthday

Staff Birthday Wishes: Wishes to Staff on their Birthday

How to use?

Step 1: Login to MCB with System Admin credentials.

Step 2: Select “Home” on the right-hand top corner.

Step 3: Select Communication. You will be redirected to the “Communication” page

Step 4: Choose Notification Alerts option under Communication Alerts Menu.

Step 5: When you click on the question mark at the notification type, it will show the message format of the notification. Choose the time to send the notification from the available options under Schedule frequency. Click on Cross icon to activate/inactivate the Alerts.

Step 6: Click Yes to confirm the Action.

Automatic Fee Reminder through SMS and Email helps to avoid sending SMS and Emails manually by remembering the specific day.

You can set them automatically in MCB using your preferred template, no of days before due days and time. This can be set to class wise or all classes of a branch for the specific academic year or all academic years.

How to use it?

Step 1: Login to MCB with System Admin credentials.

Step 2: Select “Home” on the right-hand top corner.

Step 3: Select Communication. You will be redirected to the“Communication”page

Step 4: Choose Fee Reminder SMS / Email option under Communication Alerts Menu.

Step 5: To set Fee Reminder through Email, Choose Fee Reminder Through Email Option and Click on Add Reminder Setting option.
Click on View templates to check the templates available.

Step 6: Enter Schedule Name, Choose No of days from the drop down[ 1 to 30 days], All branches or specific Branch, All classes or specific class, All academic years or specific academic year, Template type and respective Name of template, schedule time from the available timing option to send Email and click on Tick mark to activate or cross mark to Cancel the schedule.

Step 7: You can Edit or Delete by clicking on the respective icons. View the template by clicking on Template name.

Step 8: To set Fee Reminder through SMS, Choose Fee Reminder SMS option and Click on Add Reminder Settings.

Step 9: Enter Schedule Name, Choose No of days from the drop down[ 1 to 30 days], All branches or specific Branch, All classes or specific class, All academic years or specific academic year, Template type and respective Name of template, schedule time from the available timing option to send SMS and click on Tick mark to activate or cross mark to Cancel the schedule.

Step 10: You can Edit or Delete by clicking on the respective icons. View the template by clicking on Template name.

How are Email Alerts useful for schools?

Receive a snapshot of important information specific to Organization and Branches without having to login MCB on your Email.

MCB Email Alerts provide timely updates on the following areas on a regular/weekly/ Monthly basis for your review.

Organization Email Alerts:

1. Enrollment review counts: Enquiry / Application Enrollment Review Counts for the Academic Year as on Date and weekly.

2. Fee collection Summary:

• Fee collections for (Previous Academic Year),
• Fee collections for (Current Academic Year),
• Back Date Receipts Entry (Previous Day),
• Manual Invoice Modifications / Adjustments (Previous Day),
• Inquiry/ Application Enrolment Review Counts (Previous Day & Till Date)
• Cheque Bounce Entries (Previous Day)

3. Online payment statistics: Number of payment transactions with each status.

4. Parent Concerns Summary: Branch wise No. of concerns received, No. of concerns being attended, No. of concerns closed, No. of Concerns Escalated.

5. SMS Usage: Branch wise No. of SMS sent, the cost incurred in comparison with previous month’s usage.

6. Email Usage: Branch wise No. of Emails sent in comparison with the previous month.

7. TC Requests Summary: Branch wise No of TC request raised, No of requests in process and No. of TC requests withdrawals and No of TCs issued.

8. User Login Summary: Branch user logins statistics day wise for the week.

9. Staff Attendance Details: Staff attendance status department wise and shift wise along with in time and out time.

10. Staff Leave Details: Staff details who are on leave for the day.

11. Student, Parents and Staff Birthday Greetings: Birthday greetings to students, Parents and Staff on their Birthday.

12. Staff Wedding Anniversary Greetings: wishes to staff on their wedding anniversary.

Branch Email Alerts:

Student Attendance Summary: Present and Absent count and the percentage as per Section wise strength along with the staff name daily in the morning and evening.

Student Absentees: List of students who are absent in the first session and the second session.

Consecutive Absentees: list of students who are absent for more than 7days consecutively.

Student Dairy: Section wise General diary and Subject diary with Classwork and Homework details.

Staff Activity Summary: No. of Announcements, No. of Assignments, Student Diary and No. of Activity photos uploaded by each staff for the day or Month.

Vehicle Document Expiry Alert: A comprehensive report on vehicle documents expiry dates of each vehicle.

How to use?

Step 1: Login to MCB with System Admin credentials.

Step 2: Select “Home” on the right-hand top corner.

Step 3: Select Communication. You’ll be directed to the “Communication” page

Step 4: Choose Email Alerts option under Communication Alerts Menu.

Step 5: Users can set Email alerts Organisation and branch wise.

Step 6: To Activate Email alerts, Click on the icon under Active option against the Alert Type.

Step 7: Enter Email ID to receive the alerts on in TO, CC, BCC email fields and Click on Activate button. If you would like to add multiple Email ids to receive the alerts, please add an email with comma separation.

Step 8: Once email alert is activated, you will get the alert as per the schedule frequency at the specified time.

Click on view Image to check the format of the alert that goes as an email to the emails ids set.

To edit the email ids set, click on Edit icon against the email ids, make the necessary changes and update.

If you would like to receive the email alert immediately, click on Execute option under Email alert type. Email will be sent to the specified email set.

To inactive, the alert, click on Tick mark and confirm.

Note: Please follow Step 6 to 8 to set the branch wise email alerts