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AdminPlus NotifyUser GuideLearn to Send Text, Voice, and Email Notifications

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Rediker Software2 WilbrahamRoadHampden, MA 01036800-882-2994Visit our website at rediker.com.

This guidewas last updated on September 27, 2017.

ContentsContents iii

Introduction 4

CHAPTER 1 Install and Set Up 51.1 Install and Activate AdminPlus Notify 61.2 Configure AdminPlus Notify for the First Time 81.3 Notifications Screen Commands 12

CHAPTER 2 Send Notifications 152.1 Send a Notification 162.2 Send a Voice Notification Remotely from a Phone 26

CHAPTER 3 Manage Notifications 273.1 View Message Details 283.2 Cancel Scheduled Notifications 303.3 Manage Lists: An Overview 313.4 Create a Recipient List 323.5 Manage Recordings: An Overview 34

CHAPTER 4 Appendix 374.1 A Summary of Federal Legislation Governing Mass Notification 384.2 AdminPlus Notify Email Status Report Error Explanations 404.3 Information on System Capacity, Reliability, and Redundancy 41

iii

Introduction

This user guidewill get you started with setting up and configuring AdminPlus Notify as well as guide youthrough the process of sending your first schoolwide notifications.

AdminPlus Notify gives you the ability to quickly notify thousands of contacts within your school communityvia email, text, and voicemessage, without the need to import data or leave Administrator's Plus. AdminPlusNotify is ideal for school cancellation and delays, emergency alerts, news updates, and event notifications.

Prerequisites Recommended

n AdminPlus version 5.6.46.01 or later

n Enhanced Security featuremust be enabled

n Contact Data Base

n AdminPlus E-Mail module

n Hosted or cloud

Note: Having the Contact Data Basemodulemaximizes the functionality and efficacy of AdminPlusNotify. With Contact DB, you can send text, voice, and email messages to all communication channelsavailable for all of a student's given contacts. In addition, you can further narrow downwhich type ofcontacts are applicable for a given notification.

4 Introduction

Install and Set Up

1.1 Install and Activate AdminPlus Notify 6

1.2 Configure AdminPlus Notify for the First Time 8

1.3 Notifications Screen Commands 12

5

CHAPTER 1

1.1 Install and Activate AdminPlus Notify

You can download AdminPlus Notify fromourwebsite, and you can activate the application fromAdminPlus.If your version of AdminPlus is hosted on the cloud, AdminPlus Notify will already be installed for you.

Important: Youmust be logged in as the Supervisor in order to install and activate AdminPlus Notify.

Download and Install or Update AdminPlus Notify1. On the AdminPlus toolbar, clickHelp, and then click Update.

2. On ourDownloads page, click the download link for AdminPlus Notify, and then fill out the requiredinformation to initiate the download.

3. Double-click the AdminPlus installation file on yourmachine, and follow the installation prompts.

4. When the yellow update utility dialog box appears, click Browse to locate yourRS4 folder, and thenclick Continue.

5. After completing the installation, proceed with the activation process.

6 Chapter 1 | Install and Set Up

Activate AdminPlus Notify1. On the AdminPlus toolbar, clickHelp, and then click About.

Note: To check if AdminPlus Notify is already activated for your school, locate the initialsNS inthe list of installedmodules in theAbout dialog box (NS stands for Notify Service).

2. At the bottomof theAbout dialog box, click Activate.

3. Enter theActivate Code and Program Key found in your AdminPlus Notify order email, and clickDone.

4. To launch AdminPlus Notify, click the chat bubbleQuick Launch icon at the upper-right cornerof AdminPlus.

Chapter 1 | Install and Set Up 7

1.2 Configure AdminPlus Notify for the First Time

You can launch AdminPlus Notify directly fromAdminPlus by clicking the chat bubbleQuick Launch icon onthe toolbar. The first time you launch the application, theConfiguration screen appears, and you'reprompted to configure the service. Thismust be done before any notifications can be sent. Once you'vecompleted the initial setup, then you can choosewhich contact fields you want to send notifications to.

Note: To access theConfiguration screen after the initial setup, click Specifications > Configurenotify service.

PrerequisitesBefore you configure AdminPlus Notify, youmust first install and activate the service. Formore information,see "Install and Activate AdminPlus Notify " on page 6.

Configure Notify Service


1. Configure the initial setup dialog box as follows:

Setup Option Configuration

User Name,Password, andDID/Shortcode

Enter theUser Name, Password, andDID/Shortcode information found inyour AdminPlus Notify order e-mail.

Caller ID

Enter the phone number you would like to be displayed to students, parents,and staff when notifications are sent.

Note: The phone numbermust be exactly 10 digits. Internationalschools can disable the 10 digit restriction. See International Schooland International Prefix below.

HouseholdPhone

Map this field to the students' household phone. Click the dotted optionbutton to the right of the field to see all the DB field mapping options.

StudentMobile

Map this field to the AdminPlus Data Base field used for student mobilephones. Even if your school chooses not to send notifications to students'mobile phones, it's still recommended that youmap this field during theinitial setup. This way, you can easily configure AdminPlus Notify later on tosend notifications to students' mobile phones, household phones, and/or e-mail addresses, depending on your school's preferredmethods of contact.

Student E-Mail Map this field to the AdminPlus Data Base field used for student e-mail.

Staff School E-Mail and StaffPersonal E-Mail

Map the staff school and personal e-mail. Even if you choose not to sendnotifications to your staff's personal e-mail, it's still a good idea to do themapping now and later decidewhether or not to send notifications to theirpersonal e-mail. Make sure the check box for each field is selected.

Staff HomePhone andStaff Mobile

Map the staff home andmobile phone. Again, it's best to map both of thesefields during the initial setup so you can later choosewhich field to send thenotifications to, depending on your school's preferredmethods of contact.

NotificationServiceAlternate URL

Leave this field blank, unless instructed otherwise by our tech support team.Rarely, in times of preplanned systemmaintenance, this setting could be usedto submit notification jobs through a temporary site.

InternationalSchool andInternationalPrefix

Select this field to allowmore than 10 digits in a phone number. Optionally,enter the international prefix for the phone number in the text box.


Setup Option Configuration

Signature Type the e-mail signature to be added to the notification e-mails.

Disclaimer E-Mail Text

Enter an e-mail disclaimer similar to the one in the figure above to helprecipients quickly and easily identify the nature of the notification.

UnsubscribeE-Mail Address

Enter the actual unsubscribe e-mail that someone at your school will bemonitoring regularly. Parents, students, and staff will click the e-mail youenter in this field to unsubscribe to your notifications.

Note: Mapping fields for Contact Database is not necessary, as the fields are fixed and already setup.

2. Click Additional E-Mail Settings.

3. On the Set AdminPlus Notify Users tab, select the check box for each AdminPlus user who will beable to send e-mails, text messages, or voicemessages, andmake sure to enter an e-mail address foreach selected user to grant them access to the application.

Note: If you don't enter an e-mail for a selected user, he or shewon't be able to access AdminPlusNotify.

4. On the Set Global REPLY Addresses tab, enter one ormore global reply/from addresses (up to 10addresses).This feature gives an AdminPlus Notify user the flexibility to choose any of the reply/from e-mailaddresses when sending a notification. For example, if someone at the front desk sends a notificationto people in a given department, the selected reply/from e-mail (for example, the department's officiale-mail address) will be displayed in the e-mail instead of the e-mail address of the front desk user whosent the notification.

5. Click Done to close theAdditional E-Mail Settings dialog box, and then click Done to complete theinitial setup.Once you complete the initial setup, you'll be taken to the Send Notifications screen. To access theConfiguration screen after the initial setup, click Specifications > Configure notify service, andthen clickNext. Only the supervisor account can access theConfiguration screen.


Select Contact Fields for a NotificationIf during the initial setup youmappedmore than one contact field for a notification type, you can nowchoosewhich of those field(s) to send notifications to. For example, if youmapped both amobilephone and a homephone for contacts, you can choose to send voicemessage notifications to one orboth of thesemapped phone numbers. Similarly, if youmapped both a personal e-mail and a school e-mail for staff, you can choose to send e-mail notifications to one or both of thesemapped e-mailaddresses. Because text messages are always sent to mobile phones, this feature only applies to voicemessage and e-mail notifications. Any authorized user can access this feature.

1. In theNotification Type area, click Specifications > Contacts.

2. Click the recipient group you want to select contact fields for, and then clickNext.

3. Select the check box for each contact field you want to send notifications to.

Note: It's recommended that schools not select theOffice Phone field option forcontacts. Often times, office phones require an extension, which prevents a voicemessagenotification frombeing delivered.


1.3 Notifications Screen Commands

The AdminPlus Notify interface, the Send Notifications screen, is divided into three areas, where you canselect the type of notification you want to send, draft your notification, and view selected recipients. You canmanage previously sent notifications, add recipients to your notification, save a list of recipients to contact ata later date, and send your notification using the buttons at the bottomof the screen.

The following diagram illustrates themain features of the Send Notifications screen.

The Send Notifications Screen Main Functions

A Notification Type Area: Select one ormultiple notification types.

B Compose Message Area: Type yourmessage in the tab that corresponds with the notificationtype you've selected.

C

Recipients Area: Recipients you've added to your notification appear here. Select the check boxfor any recipients you'd like to remove. Only selected recipients will receive your notification. Youcan click a column header to sort recipients based on that column's value. Clicking the columnheader alternates between sorting recipients in ascending and descending order.


The Send Notifications Screen Main Functions

D Specifications: Configure AdminPlus Notify and specify a recipient's contact information.

E Management: Manage your sent notifications and recipient lists.

F Add Recipients: Add a student, contact, or staff recipient fromAdminPlus ormanually enter arecipient.

G

Save As List: Save the selected recipients in the Recipient Area as a list for later usewhen sendinga voicemessage notification remotely from a phone.

Note: Recipient lists are saved for voicemessages only. The Save as List button is disableduntil you click Voice Message for your notification type.

H Recipient Search Box: Search for a recipient by a value based on the column you've used to sortrecipients in theRecipient Area.

I Next [F10]: Proceed with sending the notification.


14

Page left blank intentionally.

Send Notifications

2.1 Send aNotification 16

2.2 Send a Voice Notification Remotely from a Phone 26

15

CHAPTER 2

2.1 Send a Notification

The process of sending a notification involves selecting the type of notification you want to send, customizingits text message, voicemessage, and/or e-mail, selecting the target recipients, and choosing whether to sendthe notification immediately or at a scheduled time. This topic guides you through the entire process.

Select Notification Types1. In the upper-right corner of the Send Notifications screen, click your school using the School drop-

down list.

2. In theNotification Type area, select the Text Message, Voice Message, and/or E-Mail check box,depending on the notification(s) you wish to send.

Create a Text Message Notificationn In the Text Message tab of theCompose Message area, do one of the following:

n Enter the contents of your notificationmessage in the text box.

Note: If your text message ismore than 160 characters, the character count turns red. It'srecommended that you keep text messages under 160 characters. Otherwise, when yousend the notification, it will be sent in multiple text messages that may appear out of orderto the recipients, depending on their device.

16 Chapter 2 | Send Notifications

n Click Retrieve Previous to browse notifications previously sent by the current user, click thepreviously sent message you want to send, and then click Select.The Select Previous Text Message dialog box appears. The contents of themessage you'veselected appear in the text box, so you canmake any necessary changes before sending yournotification.

Tip: Click Spelling [F7] if you want to spell check the body of the notification.

Create a Voice Message NotificationIn theVoice Message tab of theCompose Message area, there are three options you can choose for voicemessages: customize an automated text-to-speech voicemessage, create a new voice recording, or choose anexisting voice recording. The instructions below show you how to customize each option from theVoiceMessage tab.

Option 1: To send an automated voicemessage, do one of the following:

n In theMessage Type drop-down list, select Text-to-Voice, and then enter your voicemessage in theEnter Text-to-Voice Message text box.

Chapter 2 | Send Notifications 17

n Click Retrieve Previous to browse notifications previously sent by the current user, click thepreviously sent message you want to send, and then click Select.The Select Previous Voice Message dialog box appears.

All previous voicemessages are listed, including both text-to-voicemessages and recorded voicemessages. However, you can only send previous text-to-voicemessages using theRetrieve Previousoption. When you select a notification that was sent using a previous recorded voicemessage, only theVoice Recording ID appears in the text box. The contents of themessage are disabled, and you'reunable to send the notification.



Option 2: To send a new recorded voicemessage, do the following:

n In theMessage Type drop-down list, select Record a New Message, and then do the following:

1. Dial the Voice Broadcasting Systemphone number (866-419-1646 ), and then follow theprompts to record your voicemessage.When you've finished recording, you'll be prompted to save your voicemessage. Make note ofthe Voice Recording ID number so you can access the voicemessage in AdminPlus Notify.

2. For Select or Enter the Voice Recording ID, browse for your newly recorded voicemessageor type the Voice Recording ID into the text box.

Tip: Optionally, compose yourmessage in the text box to read during your recording to ensureprecision and clarity. The ideal voicemessage is between 30 seconds and 90 seconds in length.Any message shorter than 30 seconds or longer than 90 seconds could cause an error in thelistener's experience. If yourmessage is less than 30 seconds in length, it's recommended that yourepeat it to extend the length of themessage. That way if a listenermisses themessage the firsttime around when answering the phone, they will still hear themessagewhen it's repeated.

Option 3: To send an existing recorded voicemessage, do the following:

n In theMessage Type drop-down list, select Use a Previously Recorded Message, and then do oneof the following:

n Enter an existing voice recording ID in the text box.

n Click

to browse for an existing voice recording ID.

Note: If you need to send a voicemessage but don't currently have access to AdminPlus, see "Send aVoice Notification Remotely from a Phone" on page 26.


Create an E-Mail Notification1. In the E-Mail tab of theCompose Message area, select the e-mail address you want to send your

notification fromusing the From Address drop-down list.

2. If you want a name (for example, your school's name) to display in the e-mail in addition to the FromAddress, type the name in theDisplay Name text box.

3. Enter the subject of your e-mail in the Subject text box.

4. Do one of the following:

n Enter the text of your e-mail in the Enter E-Mail Text text box.

n Click Retrieve Previous to browse notifications previously sent by the current user, click thepreviously sent message you want to send, and then click Select.

The Select Previous E-Mail dialog box appears. The contents of themessage you've selectedappear in the text box, so you canmake any necessary changes before sending yournotification. The signature and disclaimer information that is automatically appended to your e-mail notifications doesn't appear in the text box, but it does appear to recipients of thenotification.



5. If you want to add an attachment to your e-mail notification, click Attachments, click Attach, browseyour computer for the attachment(s) you want to add, and then click Done.After you've added an attachment to the e-mail, a paperclip appears next to Attachments. You canremove an attachment from your e-mail by clicking the attachment in theAttachments dialog boxand then clicking Remove.

Warning: E-mails with attachments greater than 3MB in size can take longer to process andmaybe blocked by spam filters. E-mails with a total attachment size exceeding 10MB are unable tosend.

Add Recipients to the Notification1. Click Add Recipients at the bottomof the Send Notifications screen, click a recipient group, and

then clickNext.

Warning: A recipient's phone numbermust be exactly 10 digits, not including special characters,in order for the recipient to receive the notification. Make sure the recipients' phone numbers areexactly 10 digits in AdminPlus Data Base. International schools can disable the 10 digit restriction.Formore information onmodifying specifications, see "Configure AdminPlus Notify for the FirstTime " on page 8.

2. Click a recipient type, and then clickNext.


If you clicked Students/contacts, do the following:

1. Click one of the grade or roster options, or click Groups, and then clickNext.

2. Select all applicable students, based on the option you clicked in the previous step, and then clickNext.

3. In theWho Should Receive This Notification dialog box, select whether to send thenotification to students and/or the students' contacts, which contacts to send the notificationto, and what criteria is to be used for the types of contacts selected. Then click Done.

Tip: If you have Contact Database, you could select contacts based on Contact Databaselocal fields. For example, consider that many times, each student has a few contacts, suchas father, mother, uncle, aunt, or grandmother. Imagine that a school wants to send anotification not only to the primary contact but also to other contacts who wish to receivenotifications. At the same time, the school wants to avoid sending notifications to contactswho don't want to receive them at all (such as a father ormother who is listed as a contactbut isn't actively involved in the child's life).

To accomplish these goals, the schoolmight create a local field called "Gets Notification" inContact Database and apply the field to any contact who wishes to receive notifications.Then, the school staff sending the notification would click Selected Contacts by LocalField in theWho Should Receive This Notification dialog box when adding recipients tothe notification and select the local field "Gets Notification." This is one of many scenariosfor which you could create a local field in Contact Database to meet your school's needs.For Contact Database to maximize the functionality of AdminPlus Notify, data format mustbe consistent between Contact Database and AdminPlus Notify. Contact Technical Supportat 800-882-2994 or [email protected] for help setting up Contact Database fields.

If you clicked Staff, do one of the following:

n Click All Staff, and then clickNext.

n Click Individual Staff, clickNext, select all applicable staff members, and then click Select.

n Click Groups, click all applicable staff groups, and then click Select.


If you clickedOther (manual entry), manually enter the recipient's details, and then click Add.The indicator {Manually Added} appears in the Student Name column of theRecipients area forany recipients you've addedmanually.

Tip: You can sort the recipient list by any of the displayed column values (for example, name or e-mail) by clicking the column header. Clicking the column header alternates between sorting therecipient list in ascending and descending order. You can also search for a specific recipient bycolumn value in theRecipient Search Box based on the column you've used to sort recipients.

Any contact fields you chose to exclude from a notification when you configured AdminPlus appear instrikethrough in theRecipients area.

Note: If you want to select different contact fields to send the notification to, see "ConfigureAdminPlus Notify for the First Time " on page 8.

3. If you want to send your notification to recipients from an additional school in your district, select theadditional school from the drop-down list in the upper-left corner of the Send Notifications screen,and then add that school's recipients to the notification. Complete this process for each school youwant to add recipients from.TheRetain Recipient Listmessage appears each time you select a different school from the drop-down list. If you want to send the same notification to recipients fromboth schools, click Yes to keepthe previous school's recipients in theRecipients area. If you've already sent your notification to the


previous school's recipients and want to send a new notification to only the additional school'srecipients, clickNo to clear the previous school's recipients from theRecipients area.

Note: You can save the recipients you've just added to your notification as a list for later usewhensending a voicemessage notification remotely from a phone. Formore information on saving recipientsas a list, see "Create a Recipient List" on page 32. You can also send a voicemessage notification to anexisting recipient list in AdminPlus Notify. Simply select the Ignore Recipient Selections check box andeither browse for a recipient list, or enter a List ID in the text box. Selecting this option overrides therecipients you've added to your notification and sends the voicemessage to the recipient list instead.

Send the Notification1. At the bottomof the Send Notifications screen, clickNext [F10].

2. If you want to edit the Job Title, enter a new title in the text box. Carefully review the notification'sdetails, and then click Yes.


3. In theWhen to Send dialog box, do the following:

1. Click Send Immediately to send themessage right away, or click Send Later and then specifythe delivery date and time.

2. Select theRemove Duplicates BEFORE Submitting Job check box to remove duplicaterecipients and invalid phone numbers.

Example

Recipient entries are considered duplicates if they have the same phone number. Let'ssay you're sending a notification to the primary contact for two students who aresiblings. Because both students have the same primary contact, the phone numberlisted for both students is the same. These entries are considered duplicates, and one isremoved, so the parent only receives the notification once instead of twice.

Note: Phone numbers are considered valid if they have exactly 10 digits, not includingspecial characters. When this option is selected, phone numbers that aren't exactly 10 digitsin AdminPlus Data Basewill be removed as invalid, and the recipient won't receive yournotification. International schools can disable the 10 digit restriction. Formore informationonmodifying specifications, see "Configure AdminPlus Notify for the First Time " on page 8.

3. For voicemessage only, use theNumber of Redials drop-down list to choose a number ofredial attempts if the notification call fails.

4. Click Done to send the notification.Amessage appears to confirm that your notification has been sent, which lists a job ID for eachnotification type sent.


2.2 Send a Voice Notification Remotely from a Phone

In addition to extending the functionality of AdminPlus, the AdminPlus Notify service also offers a solution forrare occasions when you don't have access to AdminPlus but must send a notification fromoutside the school(for example, due to severeweather conditions). If you anticipate needing to send notifications fromoutsidethe school, you can create a recipient list ahead of time and then later take advantage of this solution to senda voicemessage remotely from any phone.

PrerequisitesTo send a voicemessage remotely from a phone, youmust have saved the desired recipients as a list. Formore information, see "Create a Recipient List" on page 32. You will also need the following:

n The Voice Broadcasting Systemphone number: 866-419-1646

n Your school's AdminPlus Notify user name and password (You can find your credentials by clickingSpecifications > Configure notify service in the Send Notifications screen.)

n The ID of the recipient list you wish to send the notification to (Find the ID by clickingManagement >List management in the Send Notifications screen.)

n The ID of the recordedmessage you want to use for the notification, if you're sending a previouslyrecorded voicemessage (Find the ID by clickingManagement > Document management in theSend Notifications screen.)

Send a Remote Voice Notification1. Dial the Voice Broadcasting Systemphone number (866-419-1646).

2. When prompted by the automated service, do the following:

n For your customer ID, enter your AdminPlus Notify user name.

n For your passcode, enter your AdminPlus Notify password.

n Press the option to initiate a broadcast.

n If you have previously recorded a voicemessage and know its ID, press the option to enter theID. If you don't have a recordedmessage ID, press the option to record a voicemessage.

n Enter the ID for the recipient list you created in AdminPlus Notify.

Note: Youmust have this ID number in hand before initiating the voicemessagenotification over the phone. You cannot look up a recipient list ID over the phone.

n Enter a call back number for the notification.

n Follow the prompts to set when the notification is to be delivered.

n When the notification is sent, wait on the line for a job ID confirmation.


Manage Notifications

3.1 ViewMessageDetails 28

3.2 Cancel Scheduled Notifications 30

3.3 Manage Lists: An Overview 31

3.4 Create a Recipient List 32

3.5 Manage Recordings: An Overview 34

27

CHAPTER 3

3.1 ViewMessage Details

Once you've sent a notification, you can check its detailed delivery status for each notification type as well assee if any recipients have failed to receive the notification. You can also access a detailed report log of thecontent of any notifications sent to date.

Check General Notification Job Status1. In the lower-left corner of the Send Notifications screen, clickManagement.

2. Click Job status reports, and then clickNext.TheMain Report screen appears.Themost recent jobs submitted are listed in theMessage Namecolumn, organized by notification type. The status of each notification job type is listed in the columnson the right, organized under its respective notification type column.

Tip: You can save the status report as an Excel .csv file by clicking the Excel link, located on the farright.

To view a notification's "Sent" or "Failed" job status by recipient, do the following:

1. On theMain Report screen, click the notification type in theMessage Name column.

2. Click the number in theOrderID column.

28 Chapter 3 | Manage Notifications

3. To seewhich jobs have been successfully sent and to which recipients, click the percentage link underthe Sent column.

4. To seewhich recipients have failed to receive the notification, click the percentage link in the Failedcolumn.

Note: This feature enables you to seewhich recipients have failed to receive a notification andwhy. The delivery failure errormessage is listed in the Error column (for example, "Invalid PhoneNumber"). Depending upon what the error is, the recommended approach is to fix the error (forexample, correct a bad phone number or e-mail in AdminPlus) and then send another notificationspecifically to the peoplewho failed to receive the notification. Make sure to send only thenotification type that you had problemswith (for instance, voicemessage) in order to preventduplicatemessages for notification types that were sent successfully in the first place.

Access a Detailed Content Report of Sent Notifications1. In the lower-left corner ofn the Send Notifications screen, clickManagement.

2. Click AdminPlus Notify usage log, and then clickNext.The usage log appears with detailed information about the content of notifications that have beensent, including:

n Sender, school, and user information

n The content of emails, text messages, and text-to-voicemessages

n The voice recording ID of recordedmessages sent

n Delivery settings

n Notification processingmessages

Chapter 3 | Manage Notifications 29

3.2 Cancel Scheduled Notifications

You can cancel any notifications you've scheduled for a future time, including voice, text, or e-mail. Thisfeature is perfect for times when you schedule a notification due to aweather forecast, but theweather turnsout not to be as bad as everyone expected.

Note: You can only cancel scheduled jobs that have not yet been broadcast.

1. In the lower-left corner of the Send Notifications screen, clickManagement.

2. Click Cancel a notification job by #, and then clickNext.

3. In the Select Job ID dialog box, click the notification job you wish to cancel, and click Select to cancelthe job. You can also enter the notification job ID.

Amessage appears to confirm that the notification job has been successfully canceled.

4. Repeat the previous step to cancel other notification jobs.


3.3 Manage Lists: An Overview

With AdminPlus Notify, you canmanage any recipient lists you've saved during the notification creationprocess. With the list management feature, you can do the following to your existing lists:

n Edit

n Replace

n Manually dedup

n Rename

n Replacewith a .csv list file from yourmachine

n Delete (individually or in bulk)

n Create new lists

n Download as a .csv file

n Upload a .csv list file

You can access the List Management screen from the Send Notifications screen by clickingManagement> List management, and then clickingNext. All of the lists you've created to date are shown on the ListManagement screen under List Library.

Clicking a List Name link downloads the list as an Excel .csv file. To the right of the list in the Shortcutscolumn, you can rename and delete a list, as well as replace it with a .csv list file from yourmachine. Using theblue buttons at the bottomof the screen, you can upload a new list (a .csv file), bulk delete any lists you'veselected using the check boxes to the left of the List ID column, and create a new list. You can also create anew list directly from the Send Notifications screen. Formore information on saving a list of recipients forlater use, see "Create a Recipient List" on page 32.

Clicking a List ID link takes you to the List ID screen, where you can see the list's properties as well as edit,replace, and dedup the list at the top of the screen.


3.4 Create a Recipient List

You can save a list of recipients in AdminPlus Notify ahead of time if you think youmay need to send voicemessage notifications even when you don't have access to AdminPlus (for example, during severeweatherconditions). Then you can easily select this recipient list when sending a voicemessage notification remotelyfrom a phone.

PrerequisitesBefore you can save a list of recipients for later use, youmust have added the recipients to theRecipientsarea of the Send Notifications screen. Formore information on adding recipients to a voicemessage, see"Send aNotification" on page 16.

Create a Recipient List1. Once you've added recipients to theRecipients area of the Send Notifications screen, click Save as

List.

Note: Recipient lists are saved for voicemessages only. The Save as List button is disabled untilyou click Voice Message for your notification type.

2. In the Save as List dialog box, enter a name for your list.


3. Select theRemove Duplicates BEFORE Submitting Job check box to remove duplicate recipientsand invalid phone numbers.

Example

Recipient entries are considered duplicates if they have the same phone number. Let's sayyou're sending a notification to the primary contact for two students who are siblings. Becauseboth students have the same primary contact, the phone number listed for both students isthe same. These entries are considered duplicates, and one is removed, so the parent onlyreceives the notification once instead of twice.

Note: Phone numbers are considered valid if they have exactly 10 digits, not including specialcharacters. When this option is selected, phone numbers that aren't exactly 10 digits in AdminPlusData Basewill be removed as invalid, and the recipient won't receive your notification.International schools can disable the 10 digit restriction. Formore information onmodifyingspecifications, see "Configure AdminPlus Notify for the First Time " on page 8.

4. Click Done.A dialog box containing the List ID for the list you've just created appears to confirm that your list hasbeen saved successfully. Make note of this List ID, so you can select your recipient list when sending avoicemessage notification remotely from a phone.

Next StepsNow that you've created a recipient list, you can send a voicemessage notification to these recipientsremotely from a phone. If you need to send a notification at a timewhen you don't have access to AdminPlus,see "Send a Voice Notification Remotely from a Phone" on page 26.


3.5 Manage Recordings: An Overview

With the voicemessage recordingmanagement feature, you canmanage any voicemessages you've recordedto date, including:

n Viewing the properties of the recording

n Downloading the recording as a .wav file

n Renaming

n Deleting (individually or in bulk)

n Replacing with a .wav file from yourmachine (recorded using a third party software)

You can access theDocument Management screen from the Send Notifications screen by clickingManagement > Document management, and then clickingNext.

All of the recordings you've created to date are shown on theDocument Management screen.

Clicking a Template ID link displays the properties of the recording, whereas clicking a File Name linkdownloads the recording as a .wav file to yourmachine. In the Shortcuts column, you can rename and deletea recording, as well as replace it with a .wav file from your computer.

Using the blue buttons at the bottomof the screen, you can upload a new recording or bulk delete anyrecordings you've selected using the check boxes to the left of the Template ID column.

Note: You can only upload a recording that is in .wav format, whichmay be recorded with any thirdparty software.


About Renaming Recordings

By default, any recording you create is named in a systematic pattern, which starts with a number, theword"Message," and the date and time the recording was created (See the secondmessage in the figure above foran example). It's recommended that you rename your recordings to somethingmore easily identifiable, suchas the "SnowDay Message" example in the figure above.

When you click the rename icon and then rename a recording, click the icon to confirm the new name,or click the icon to cancel the renaming process.


36

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Appendix

4.1 A Summary of Federal Legislation GoverningMass Notification 38

4.2 AdminPlus Notify Email Status Report Error Explanations 40

4.3 Information on SystemCapacity, Reliability, and Redundancy 41

37

CHAPTER 4

4.1 A Summary of Federal Legislation Governing Mass Notification

As a user of AdminPlus Notify, it's extremely important that you be aware of the federal regulations andrestrictions that governmass notification. It's your responsibility to follow said imposed rules when usingAdminPlus Notify. Refer the resources below to better familiarize yourself with the regulations.

Email SummaryThe CAN-SPAM Act: Requirements for Commercial Emailers

The following PDF by the Federal Trade Commission lists the regulations of the CAN-SPAM Act, including whatthe law requires and what the penalties are:

https://www.ftc.gov/system/files/documents/plain-language/bus61-can-spam-act-compliance-guide-business.pdf

The Federal Trade Commission summarizes the CAN-SPAM Act as follows on page 2 of the document:

1. "Don’t use deceptive subject lines. The subject line must accurately reflect the content of the message.

2. Identify the message as an ad. The law gives you a lot of leeway in how to do this, but you must discloseclearly and conspicuously that your message is an advertisement.

3. Tell recipients where you’re located. Your message must include your valid physical postal address. Thiscan be your current street address, a post office box you’ve registered with the U.S. Postal Service, or aprivate mailbox you’ve registered with a commercial mail receiving agency established under PostalService regulations.

4. Tell recipients how to opt out of receiving future email from you. Your message must include a clear andconspicuous explanation of how the recipient can opt out of getting email from you in the future. Craft thenotice in a way that’s easy for an ordinary person to recognize, read, and understand. Creative use oftype size, color, and location can improve clarity. Give a return email address or another easy Internet-based way to allow people to communicate their choice to you. You may create a menu to allow arecipient to opt out of certain types of messages, but you must include the option to stop all commercialmessages from you. Make sure your spam filter doesn’t block these opt-out requests.

5. Honor opt-out requests promptly. Any opt-out mechanism you offer must be able to process opt-outrequests for at least 30 days after you send your message. You must honor a recipient’s opt-out requestwithin 10 business days. You can’t charge a fee, require the recipient to give you any personally identifyinginformation beyond an email address, or make the recipient take any step other than sending a replyemail or visiting a single page on an Internet website as a condition for honoring an opt-out request. Oncepeople have told you they don’t want to receive more messages from you, you can’t sell or transfer theiremail addresses, even in the form of a mailing list. The only exception is that you may transfer theaddresses to a company you’ve hired to help you comply with the CAN-SPAM Act.

6. Monitor what others are doing on your behalf. The law makes clear that even if you hire anothercompany to handle your email marketing, you can’t contract away your legal responsibility to comply withthe law. Both the company whose product is promoted in the message and the company that actuallysends the message may be held legally responsible."

38 Chapter 4 | Appendix



Voice SummaryThe following PDF consumer guide lists the regulations imposed by the Federal Communications Commissionon phone calls:

http://www.fcc.gov/cgb/consumerfacts/tcpa.pdf

The guide discusses the Telephone Consumer Protection Act. Here's some background information on the act,as described by the FCC:

"Has your evening quiet time or dinner been interrupted by a call from a telemarketer? If so, you’re not alone.Congress first passed the Telephone Consumer Protection Act (TCPA) in 1991 in response to consumer concernsabout the growing number of unsolicited telephone marketing calls to their homes and the increasing use ofautomated and prerecorded messages. In response, the Federal Communications Commission (FCC) adoptedrules that require anyone making a telephone solicitation call to your home to provide his or her name, thename of the person or entity on whose behalf the call is being made, and a telephone number or address atwhich that person or entity can be contacted. The original rules also prohibit telephone solicitation calls to yourhome before 8 am or after 9 pm, and require telemarketers to comply with any do-not-call request you makedirectly to the caller during a solicitation call. In June 2003, the FCC supplemented its original rules implementingthe TCPA and established, together with the Federal Trade Commission (FTC), the national Do-Not-Call list."

SMS SummaryThe following PDF details the Telephone Consumer Protection Act and the rules imposed by the FCC:

http://transition.fcc.gov/cgb/policy/TCPA-Rules.pdf

Here's some background information on the act, as described by the FCC:

"As the popularity of mobile phones surged in the early 2000s, frequent users of text messaging began to see anincrease in the number of unsolicited (and generally unwanted) commercial advertisements being sent to theirtelephones through text messaging. This can be particularly annoying for the recipient, because unlike email, itis usually difficult or impossible to delete an SMS message without reading it. In addition, some wireless serviceproviders, notably in the USA, charge a fee for every message received, including spam, placing users in theunenviable position of having to pay to receive unwanted spam on their mobile phones."

Chapter 4 | Appendix 39

http://www.fcc.gov/cgb/consumerfacts/tcpa.pdf

http://transition.fcc.gov/cgb/policy/TCPA-Rules.pdf

4.2 AdminPlus Notify Email Status Report Error Explanations

Error Type Description

Bad Domain The domain email address is incorrect; that is, what is after the “at” symbol (@) isinvalid.

Bad Mailbox The email address is invalid.

DNSDo Not Send. The client is on the do-not-send list . TheDo Not Send list iscompiled under your account for whenever a recipient clicks on the unsubscribebutton. This, in turn, puts that specific email address on theDNS list.

Other AdminPlus Notify's SMTP service connected with the recipient's SMTP service,and the connection wasmade for fiveminutes without a confirmation.

Policy Related The email passed through the spam filter but was stopped by the recipient'semail box settings.

Content Related The email was blocked due to some of the content in the body of the email.

Relaying Issues AdminPlus Notify's SMTP service had trouble connecting to the recipient's SMTPservice.

Routing Errors AdminPlus Notify's SMTP servicemade the connection to the recipient's SMTPservice, but the email packet was unable to be delivered correctly to themailbox.

Spam RelatedThe email was blocked by the recipient's SMTP's spam filter. AdminPlus Notify'sSMTP servicemade connected to the recipient's SMTP service, but the emailpacket could not be delivered.

Bad Connection AdminPlus Notify's SMTP servicemade the connection to the recipient's SMTPservice, but the email packet was dropped due to a poor connection.

Domain DNS Thewhole [email protected] been added to your DNS list or is on theglobally blocked domain DNS list.

Inactive Mailbox The client SMTP Server has answered and told BLI's email server that the email isno longer active.

Message ExpiredAdminPlus Notify's SMTP service connected with the recipient's SMTP service,tried to send themessage, but the recipient's SMTP’s service closed its connectiondue to inactivity.

No Answer fromHost

After the systemdefault attempts and after the specified client resends themessage, the recipient's SMTP service did not answer AdminPlus Notify's SMTPservice.

Quota Issues The client's email box has exceeded its size limit and cannot receive the emailsent.

40 Chapter 4 | Appendix

4.3 Information on System Capacity, Reliability, and Redundancy

Rediker Software has partnered with and established communication vendor that offers an API (ApplicationProgram Interface) that allowed us to create the AdminPlus Notify solution as an embedded solution. Thejobs are submitted over web service using a secure https connection.

For voice calling, there is system-wide capacity of making nearly 5,000 simultaneous calls. There is noguarantee of the time it takes to complete any voice job because it is completely dependent on the number ofpending phone calls in the system at any moment in time. This wouldmean that if therewere no other calls inthe system to route and someone submitted a job to 5,000 phone numbers, the calls could potentially all ringat the same time. On the other hand, if every school in the northeast ismaking calls to cancel school becauseof a blizzard, it may take several minutes before any calls occur.

Unlikemany of our competitors, our partner does not impose any maximum call recording length. Ourpartner offers a geographically dispersed architecture between Santa Clara, CA; New York, NY; and Toronto,ON. Our partner also offersmultiple carriers for voice and SMS services at any one time for failovercapabilities. Should an outage occur either at the data center level or the carrier level, failover to secondarydata centers or carriers is automatic.

Chapter 4 | Appendix 41

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