To send a message, open the Applicant Profile, select the envelope icon at the top, then Send Messages. To send a note, open the Notes tab, select Notify Applicant & Family via email, choose the parents and select Add Note. Parents only receive emails if their email notifications are enabled.
For admins who need to contact one family from their Applicant Profile, view past messages or reply to a parent.
| I want to | Go to |
|---|---|
| Send an email message using a template and mail-merge values | Send a message |
| Send a note, with Cc and attachments | Send a note |
| See messages and notes already sent | View messages and notes |
| Reply to, edit or delete a message | Respond to a parent message |
| Message many families at once | Bulk Messaging Applicants & Families |
Send a message
Open the Applicant Profile and select the envelope icon at the top.
Select Send Messages.
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Choose a previous message template, or select New Message to create a new template.
Write your message. To add a mail-merge value, place your cursor where you want it and select the value in the legend.
Choose who to send it to: Parents, Applicants, Agents or all three. To see everyone who will receive it, select Show All at the top of the page.
Optional: select the Preview icon at the bottom left to check the message.
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Select Send at the bottom right.
Parents without email notifications enabled do not receive emails from the school. Before sending, check notifications are on for the parents you want to message. You can turn them on with Enable Notifications at the top right.
A copy of the message appears in Latest Activity on each recipient's profile.
Send a note
Open the Applicant Profile and select the Notes tab.
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Select the Notify Applicant & Family via email radio button.
In the To: dropdown, select the parents you want to send the note to.
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Optional: to notify colleagues by email, select Add Cc.
Enter your text. If needed, select Attach File to add a file.
Select Add Note to send it.
The parents and colleagues you selected receive the note by email. Parents can also find their notes and messages under Student Information > Messages in their parent account.
View messages and notes sent to parents
Under Latest Activity, select Message or Notes from the dropdown next to Filter. All messages between the school and parents are shown.
Respond to a parent message
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Reply: select the arrow icon, choose the parents to reply to and any colleagues to copy in, add your text and select Reply.
Edit: select the Edit icon to edit and resend your message. This sends a new email to the parents with the updated message.
Delete: select the Delete icon to remove the note record from OpenApply.
Deleting a note only removes the record in OpenApply. An email that has already been sent cannot be deleted.