FAQs

With over 2,500 schools using Groupcall Messenger nationally we have been proven as the UK's leading provider of Parental Contact and Truancy Management. See our Case Studies for examples of successful implementations.

Messenger synchronises with your schools Management Information System (MIS) ensuring that any relevant information is current and accurate and avoiding the need for separately maintained databases. The MIS’s that messenger integrates with are:

• SIMS.net - Capita
• CMIS, Progresso - Serco Facility
• Integris G2 - RM
• PhoenixGold, E1 - Pearson
• Double First – Engage

Additionally Messenger can be synchronised with:

• WCBS – PASS
• SEEMIS – Click & Go

We partner with a number of third party organisations throughout the country so we can work with you to tailor a flexible solution, should you have a setup in your school or local authority that may be otherwise considered as ‘unusual’. For more information specific to your school, please call Groupcall on 020 8502 7344 or email sales@groupcall.com

Messenger will work on the same computer as your existing administration system with internet access. The connection could be a dial-up connection on a modem, an ISDN modem (or router) or a broadband connection. It can be installed for a single user or shared between a number of users.

Yes. You can input your data into the system manually or alternatively the data can be very easily imported into Groupcall Messenger via a csv import schedule. Once stored in the system it can be easily maintained, updated and amended. You have complete control of your system data.

The system can send the following;

• Text Message (SMS)
• Email
• SMS and Email, translated to different languages based on a contact’s first language
• Voice message, to landlines and mobile phones.

Advance message types can also be sent, such as Open and Closed messages. These can be used when you require a response from recipients.

Messages can be sent to individual parents, students or staff and any other contact you add to the system such as Local Authority contacts, third party contractors or school governors.

The following filtering options are available;

• All school pupils or selective groups such as those students absent from registration
• Students in a certain year group, house or class
• Members of an after school club
• Any other group you create to suit your needs using the advanced filtering built directly into the user interface.

Groupcall Messenger is not restricted to schools, many businesses also use our communication software to warn and inform their contacts.

No. If the system detects that the same message would be sent more than once to the same number, the duplicated message will not be sent, saving you the additional text cost. However, if a message is personalised (for example in the case of sending unauthorised absence information to parents about their child's absence dates), then individual messages will be sent, as this type of message cannot be ‘generalised’.

In almost every family, there is at least one mobile phone and in many cases more. Actually, being able to be contacted by the school sometimes becomes a reason why some parents get phones in the first place! Having said this, with Groupcall Messenger’s voice functionality you can send messages to those recipients who don’t have a mobile phone as the system will route messages to landlines.

You have the ability to control who receives a text message, voice message or email. You also have the option to send a message to all contacts. You can specify the type of message that you want to send as a preference, and schedule the message to send at a time and date that suits you.

If the contact details aren't available for e.g. no mobile number is provided to send an SMS, then the system will identify this to you and you have the option of sending an alternative message i.e voice or email.

No, you have the ability to send messages from any PC with a connection to the Internet (even from home or a smart phone). This allows you to communicate with parents without the need to visit the school. This can be very useful for emergency closures or 'snow days'.

You are also able to send messages via email, the email addresses are either read directly from the schools MIS or maintained in the system. Using Messenger for email communication provides you with all the benefits of dynamic group membership and filtering afforded to SMS messages. Email is a low cost method of communication, reducing time and money spent on printing and postage. Attachments can be sent, for instance newsletter, bulletins, word docs, PDFs or XLS etc. as well as simple text based emails.

Voice messages are sent as 'natural voice recordings' or ‘text to speech’ messages, via our fully configurable voice message system you can send a voice message with as little effort as possible. Voice messages can be sent from the school in a number of ways;

Attendance (Response required):
A message is read offering the recipient 3 options;

• To leave a voice message
• To talk directly to the school
• To repeat the message.

This would typically be used to inform parents of their child's absence from school.

Attendance (Record Response Only):
A message is read offering the recipient 2 options;

• To leave a voice message
• To repeat the message.

This would typically be used to inform parents of their child's absence from school. Reducing the amount of calls that come into the office and still offering the recipient the option to leave a voice message in response, I.e. Informing the school of a reason of absence.

Broadcast:
A message is read to the recipient. This would typically be used to send information to pupils, parents, staff or any other contact that may be in your database.

Text to speech:
The text entered in the system will be converted into speech format by a computerised voice and delivered to the recipient.

Custom messages recorded by the school or the user:
Anyone in school can record and save a voice message. This could be the head so that recipients hear a familiar voice.

Each individual message, regardless of type or format, will be provided with its own unique delivery receipt (UDR). The UDR can then be tracked via the in-built messenger history and response centre for analysis or export.

Messages left by parents are accessible from within the Messenger application, in the same way that you would check to confirm that messages have been successfully delivered to the recipients. Audio recordings are available to be played as many times as you desire and are played directly via your PC.

If you wish Groupcall to reduce the burden of answering multiple incoming calls from recipients, simply choose to send an 'Attendance (Record Response Only)' message. This gives the recipient the option to leave a message at the end of the call, rather than speak to someone directly at the school.

You have the option to configure multiple users within Groupcall Messenger. This allows you to give different user rights as well as restrictions on approving messages for delivery. In real terms this allows you to share workload around teaching staff and provides a more accurate message composition, without losing control over how many messages are sent. For example, a PE teacher can compose a message (to inform parents of an upcoming sports fixture), then the administrator or head teacher can then approve that message to be sent. Ensuring that the message is sent to the correct contacts.

As Groupcall Messenger is a subscription service schools are given increased flexibility without the need to make a long term commitment to the product and are encouraged to trial the system free of charge before subscribing. There are various packages available to suit all school needs and budgets. Please get in touch to discuss your needs, call 020 8502 7344 or email sales@groupcall.com

There are no hidden costs. You should see a reduction in your existing phone bill as well as a reduction in administrative costs. If you choose to send your termly newsletter or parental contact forms via email, you should also find that printing costs will also be offset against sending messages via Groupcall.

For more information please call Groupcall on 020 8502 7344 or email sales@groupcall.com

If you are having trouble sending an email, the file size may be too large. Your ideal file size should not exceed 2Mb. Another way of ensuring the file is a reasonable size is to make the document into a PDF. If you include images within your emails, please ensure that they are either in a bitmap or jpg format to ensure the finished file size is manageable.