Choice: Communicate to students via Email or Printed letter

Modified on Thu, 14 Aug at 12:45 AM

TABLE OF CONTENTS

Preamble
Communicate
- Print letters
- Send Emails

Preamble

Schools using Choice may want to communicate to students during the Subject selection process. This can be done via email or by printing letters.

Example communications:

Communicate WebCodes
Communicate subject selection instructions and details
Reminder to submit

Refer to Choice - Document templates for document template set up.

Ensure the user has the 'Choice Administrator' role so that they can access this functionality.

Communicate

Navigate to Choice > Forms
From the Form status section on the right, select one of the following options:
1. All: all sync'd forms
2. Open: only the open Choice forms
3. Closed: only the closed Choice forms
Next to the relevant form, select Communicate

Actions

Filter By Name: Enter a particular student's name to find the student.

Filter by code: Enter a particular student's code to find the student.

Filter by year: Select to display or remove certain years from view (applicable in multi-year datasets)

Print /Email: Action to print letters or email students.

Tick the check box next to a student, or tick the top check box to select all students.
If selecting all students, first ensure that the 'Per page' option at the bottom of the screen shows that 'ALL' has been selected.
Click on the Print / Email action

Select the desired Template

Refer to Choice: Document templates

Print letters

To print as letters, select Print PDF. The user may be asked where they wish to save the PDF file for later printing, depending on computer settings.

Send Emails

To send emails, first ensure that student emails exist in the system. These will display on the screen for easy checking. If there are missing student emails, add them first to the .etz file, sync the form again, then proceed.

Select Send Emails.

Reply to: It is recommended to specify an email address to receive all student email replies. Leaving this blank will default to noreply @ tes.com, which is not monitored.

Email me sample: A sample email may be emailed to the address of the logged in user.

Admin > Email history displays a log of sent emails and details.