In order for members of your community to receive the newsletter via email, they will need to be subscribed. Individuals can be encouraged to subscribe themselves using the Subscribe Web Form or you can add them yourself. If you have a lot of new contacts, we recommend that you import a database.

Subscribing via the Web Form

The easiest way to subscribe an individual contact is through your newsletter. Your community can also subscribe themselves using this method.

1. Access your newsletter and select Subscribe to Newsletter from the menu.
2. Fill in the First Name. When your newsletter is distributed, this field will be targeted to address the contact in their email.
3. Fill in the Last Name. This is helpful for refining searches for contacts.
4. Fill in the Email field.
5. If you have the SMS communication channel enabled in your account, you can enter the contact’s phone number in the Mobile Phone field.
   Note: You are able to enter this information even if SMS is not enabled. If the feature is enabled later, your information will still be stored.
6. If you would like contacts to be added to a specific group, select the preferred Subscriber Type/s from the list.
   Note: You can create custom groups to allow for targeted communication, and then add them to the Web Form.
7. Tick the I'm not a robot verification box.
   Note: The reCAPTCHA is a security feature used to prevent your database being filled with Spam.
8. Submit the form to subscribe the contact.

Subscribing via the Control Centre

It is also possible for you to subscribe an individual contact to your database via the Control Centre.

1. Log in to your Control Centre and select the Contacts menu tab.
2. Click the New Contact button at the top of the page.
3. Fill in the First Name. When your newsletter is distributed, this field will be targeted to address the contact in their email.
4. Fill in the Last Name. This is helpful for refining searches for contacts.
5. Fill in the Email. If the email already exists, when you attempt to save, the page will display a message with a link to the existing user.
6. If you have the SMS communication channel is enabled in your account, you can enter the contact’s phone number in the Mobile field.
   Note: You are able to enter this information even if SMS is not enabled. If the feature is enabled later, your information will still be stored.
7. If you would like contacts to be added to a specific group, select the preferred Group from the list.
   Note: You can create custom groups to allow for targeted communication.
8. Save the contact to subscribe them.

Editing a Contact

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to edit via their name or email.
3. Select their First Name to open up the overview of the contact.
4. Select the Edit Contact button.
5. Change the details for the contact as required and select Save.

NOTE: If a contact has changed their email address it is best to unsubscribe the old contact and then subscribe the new email, rather than editing the email field.

Deleting a Contact

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to delete via their name or email.
3. Select their First Name to open up the overview of the contact.
4. Select the Delete Contact button and acknowledge the prompt.

If a contact no longer wishes to receive any emails from you, they are able to permanently unsubscribe themselves using an email they have received from your Schoolzine account. You can also log into the Control Centre and permanently unsubscribe them yourself.

Unsubscribing via an Email Message

This is the easiest way for a contact to unsubscribe themselves without having to contact you.

1. Open up an email message sent from your Schoolzine account.
   Note: It does not have to be the most recently sent email for the contact to unsubscribe.
2. Click on the Unsubscribe button at the bottom of the email message.
3. You will be taken to a verification screen to confirm that you wish to unsubscribed.
   Note: If you have accidentally unsubscribed, you can resubscribe at any time by ticking the Subscribe box and selecting Update Subscription.

Unsubscribing via the Control Centre

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to unsubscribe.
   Note: You can search for the contact via their name or email.
3. Select the First Name of the contact you'd like to edit.
4. Click on the Permanently Unsubscribe button and then confirm that you would like to unsubscribe the contact in the pop up prompt window.

Unsubscribing via SZapp

This is the easiest way for a contact to unsubscribe themselves without having to contact you.

• Open SZapp on your device.
• Navigate to the account you wish to unsubscribe from.
• Tap the 'Manage' tab.
• Tap the 'Remove Subscription' button.

You can also prevent users from being able to subscribe to your account in SZapp. To do this, complete the following process:

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to unsubscribe.
   Note: You can search for the contact via their name or email.
3. Select the First Name of the contact and click ‘Edit Contact’.
4. UNTICK the 'Active' and 'Subscribed' tick boxes, and TICK ‘SZapp Sync’ disabled tick-box and then ‘Save’. This will prevent the user being synced back into the account and also avoid them from receiving any further communication.

SZapp now includes 'Blacklist' functionality. This functionality allows you to prevent a user from being able to subscribe to your account or receive communiations via SZapp. 

Blacklisting a User

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to Blacklist.
   Note: You can search for the contact via their name or email.
3. Select their First Name.
4. Select 'Edit Contact'.
5. Click the 'Disabled' tickbox beneath 'SZapp Sync'.
   Note: It is also recommended that you untick the 'Active' and 'Subscribed' tickboxes as well as removing the contact from any groups.
6. Click 'Save'.

If a contact has been permanently unsubscribed, but would like to start receiving emails again they will need to be sent a resubscribe email to opt back in.

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to resubscribe.
   Note: You can search for the contact via their name or email.
3. Select their First Name.
4. Click on the Send Resubscribe Email button and then confirm that you would like to send the email in the pop up prompt window.
5. Once the contact has received the email they will need to click on the Resubscribe here link to opt back into receiving emails again.
   Note: Being sent the Resubscribe Email alone will not opt a contact back into receiving emails. The contact must click on the Resubscribe here link.

The Schoolzine platform allows you to easily import new or updated contacts. You can even separate your database into groups, allowing you to target your communications to specific contacts.

Please note: It is recommended that if you have any old contacts that they are removed first before you are bringing in a new contacts list, to ensure you have accurate communications. You may also have some contacts that have been brought into the system by subscribing themselves for example. 

If you have a bulk list of contacts to be removed, it is recommended to use the bulk delete via a CSV list:

Preparing your Database

• Create an Excel spreadsheet with the contacts First Name, Last Name and Email Address all in separate columns. If you use SMS you may also include a Mobile Number.
  Note: Unless you have a custom email salutation such as 'Dear Parents/Carers' then the name you fill into the First Name field will populate into the email message.
• Ensure there is only one email address per row.
• Save your spreadsheet as a CSV (comma delimited) file.

Click here to download an Example Database

1. Log in to your Control Centre and select the Contacts menu tab.
2. Select Import from the top of the page
3. Select the Choose File button and navigate to where your file is saved.
4. Click Next.
   Note: If your database is not saved as a CSV file, you will not be able to proceed.

Mode

The next step is to select the Mode for your Import. Further information about each Mode can be found below.
Note: Schoolzine Recommends leaving this setting as Update

1. Update – Set as Default – This will update all contact information within your account for these contacts. This will use the Email field to identify each of the contacts
2. Ignore – This will ignore any contacts that are already in your Contact List within your Control Centre. This will use the Email field to identify each of the contacts
3. Replace – This will replace the details of the contacts from the spreadsheet but will not update the subscription status for existing contacts within your Control Centre. This will use the Email field to identify each of the contacts

Note: Any contacts that have been Unsubscribed directly by either an Admin User, or by the contact unsubscribing themselves cannot have their Subscription Status updated via a Contact Import

Map Fields

1. The first row of your .csv file will automatically map to the relevant fields.
   Note: If your fields are not mapped automatically, you can set them to the appropriate setting using the dropdown option.
2. Once all the fields are mapped correctly, Click Next.

Group

1. If you would like to add your contacts to a particular group/s, select the required group/s from the available list. New groups can also be created here.
   Note: Groups allow you to target specific contacts when sending out communications.
2. Click Import.
3. A notification will appear to notify you of your imports’ success.
4. To review your import, click the View button, or the notification.

Reviewing Your Import

1. Log in to your Control Centre and select the Contacts menu tab.
2. Select Import from the top of the page
3. Select the Import History button at the top of the page.
   Note: This will take you to an overview of all contact imports into the system, which includes total number of contacts imported and if there were any errors whilst importing.
4. Select the date to inspect a specific import.
5. If there were any errors during the import, select View errors to see what they were.
   Note: Many database errors are caused from common mistakes, such as a space in an email address or the @ symbol not being present.
6. Errors can be resolved by selecting the error under Note and then fixing and Resubmitting the contact or Discarding the contact.

Schoolzine Contact Lists are a Static List of Contacts, which means that there will be times where you will have to update a completely new list of contact details to reflect the current members of your community.

Each new Import will Update Existing Contacts, and not remove old Contacts. As a result, it is often good practice to remove all old contacts from your account prior to importing, so your Contact List stays as up to date as possible.

Removing Old Contacts

The First Step is to Remove Existing Old Contacts from your Account. There are two main methods to achieve this:

• Bulk Actions Delete All Contacts from your Account and start from a clean slate
  • Please note that any Admin Users will not be removed from this process as they are a Protected User
• Compile an Excel Spreadsheet of all the Email address’ needing to be removed

Below you will find a link to a complete guide on both processes.

Importing New Contacts

Once all Old Contacts have been removed, the next process is to Import the New Contacts.

This is done by assembling the following details in an Excel Spreadsheet, each into their own Column:

• Contact First Name
• Contact Last Name
• Contact Email Address
  • If you are using the SMS Feature, then Mobile Number will also be required

You are able to collate extra information such as addresses and phone numbers, but these are not required.

Below you will find a complete guide for the Importing Contacts Process:

Importing Multiple Contact Groups

If you are using Multiple Contact Groups, then your Import Process will change slightly.

Each Contact Import can be added to a Single Group. This means that you will need a separate Spreadsheet for each Contact Group you are adding Contacts to.

Below you will find a complete guide for the Importing Contacts Process:

Export All Contacts

1. Log in to your Control Centre and select the Contacts menu tab.
2. Select the Export button.
3. You can tick/untick the fields that you wish to export before selecting the Export button.
   Note: If you have any custom fields set up for your database, you can export them by selecting the fields under Custom field groups.
4. A prompt window will notify you that the database is being processed. You will be will alerted via a red dot on the notifications icon once your request has been completed.
5. Once the file has finished exporting, you can click the notification bell icon and select the download icon next to your export to download the database as a CSV file.

Export Selected Contacts

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contacts you would like to export and click inside the tick box to the left of the first name field.
   Note: You can use the Custom Search option for more advanced search criteria.
3. Select the Export Selected Contacts button.
4. You can tick/untick the fields that you wish to export before selecting the Export button.
   Note: If you have any custom fields set up for your database, you can export them by selecting the fields under Custom field groups.
5. A prompt window will notify you that the database is being processed. You will be alerted via a red dot on the notifications icon once your request has been completed.
6. Once the file has finished exporting, you can click the notification bell icon and select the download icon next to your export to download the database as a CSV file.

Default Export Fields

The following fields are selected by default when exporting contacts. You can add or remove fields to suit your needs before exporting your contacts.

• First Name
• Last Name
• Subscribed
• Email
• Mobile
• Created

Field Description

First Name: Unless you have a custom email salutation such as 'Dear Parents/Carers' then the name you fill into the First Name field will populate into the email message.

Subscribed: Indicates the current subscription status of the User.
This is represented by a number:

Subscribed = 1
Never Subscribed = 0 (The user has been added to the system, but was not subscribed. Most commonly from filling out a 'contact us' for example)
Unsubscribed = -1

Created: The date and time the user was first added to the system.

When sending out any communication via the Schoolzine platform you are able to target specific audiences for your message. Your groups can be basic, such as parent, student or staff member groups or broken down further, such as year levels, class groups or sport teams.

You can then link these groups to your subscription Web Form and SZapp, so that parents can easily subscribe themselves to the groups they wish to be a part of.

Adding a New Group

1. Log in to your Control Centre and select the Groups menu tab.
2. Select the New Group button.
3. Type in a Name for your group into the field provided.
4. If you wish for this to appear as a field on the Subscription Web Form or SZapp (if setup), select the subscribe and/or app tag from the Tags dropdown.
5. Once saved, you will be able to add contacts to this group.

Additional Group Options

Status: Inactive groups will not appear in Web Forms or SZapp, and messages cannot be sent to them.

Public Group: Only Public Groups can be viewed on the Subscription Web Form or SZapp. You can send messages to both public and non public groups.

Tags: Used to display the group on your Subscription Web Form or SZapp.
Note: Use the tag subscribe for the group to appear on the Subscription Web Form, and app for the group to appear under the Manage Groups section of your SZapp.

Weighting: Can be used to re-order the position of your groups within the Subscription Web Form and SZapp. The higher the number, the higher up the list your group will appear.

Description: This is only used in the Control Centre for providing an optional description of the group.

Editing a Group

1. Log in to your Control Centre and select the Groups menu tab.
2. You will be presented with an overview of the groups within your system. Here you can select the group you wish to edit by selecting the View Details icon on the right hand side under the Actions column.
3. Click on the Edit Group button.
4. Make the relevant changes required and then select Save.

Deleting a Group

1. Log in to your Control Centre and select the Groups menu tab.
2. You will be presented with an overview of the groups within your system and can select the group you wish to delete by selecting the View Details icon on the right hand side under the Actions column.
3. Click on the Delete Group button, and confirm that you would like to delete the group in the pop up prompt window.

Creating a Restricted Group

1. Log in to your Control Centre and select the Groups menu tab.
2. Click on the Name of your Group.
3. Click Edit.
4. Tick Secured App Group and enter a 4-digit passcode.
5. Click Save.

Groups Overview

1. Log in to your Control Centre and select the Groups menu tab.
2. You will be presented with an overview of the groups within your system. Here you can quickly review information about each group.

Icons are displayed next to Groups to indicate the properties of a group.

The Key icon used to indicate the group is 'Admin Only'.

The Cross icon is used to indicate the group, and it's members, are protected from deletion.

The Padlock icon is used to indicate a group is pincode protected.

Field Description

Name: The name of your Group.

Tags: The Tags applied to your group.
Note: Use the tag subscribe for the group to appear on the Subscription Web Form, and app for the group to appear under the Manage Groups section of your SZapp.

Devices: If you are using SZapp and a contact has specified to receive notifications from that group, they will be listed as a Device.
Note: Devices and Email contacts are only linked if a user has registered to SZapp, so you may have different values for each of these sections.

Contacts: The total amount of contacts in the group, this value includes contacts within that group which are both subscribed and unsubscribed.

Subscribers - Email: The total amount of Subscribed contacts within the group containing an email address.

Subscribers - SMS: The total amount of Subscribed contacts within the group containing a mobile phone number.

Weighting: The order in which your groups will appear within the Subscription Web Form and SZapp. The higher the number, the higher up the list your group will appear.

Public: Only Public Groups can be viewed on the Subscription Web Form or SZapp. You can send messages to both public and non public groups.

Active: Inactive groups will not appear in Web Forms or SZapp, and messages cannot be sent to them.

Adding or Removing Contacts from a Group

You are able to quickly add or remove a single or multiple existing contacts from a group. You can also add contacts to a group during the import of a database.

Adding or Removing a Single Contact

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact you would like to edit.
   Note: You can search for the contact via their name or email.
3. Select the First Name of the contact you'd like to edit.
4. Under the Groups field, choose the group you would like to add the contact to by either typing the group name or clicking in the dropdown menu and selecting from the available list. To remove the contact from a group, select the X icon next to the group name.
5. Once saved, your contacts group/s selections will be updated.

Adding or Removing Multiple Contacts

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contacts you would like to edit.
   Note: You can use the Custom Search option for more advanced search criteria.
3. If you only need to select certain contacts, use the tick boxes on the left hand side to choose the contacts you wish to update. If you want to use all the contacts listed leave the tick box blank.
4. Click the Bulk Actions drop down and select Add/Remove from Groups.
5. Click Go and once the Bulk Actions pop up appears, select the desired group/s and click Add or Remove.
6. A prompt window will notify you that the action is being processed. You will be will notified via a red dot on the notifications icon once your request has been completed.

The Schoolzine System has been developed to allow you to easily add and remove System Users from your account.

New System Users will need to already exist in your account as a contact, or you can easily create new users and send them access by utlising the following process.

Adding a new System User

1. Log in to your Control Centre and select ‘Contacts'.
2. Click on ‘New Contact’ towards the top left.
   Note: You can also search for an existing contact (using the search bar) and click on their first name to edit their contact.
   
   
3. Fill the First Name, Last Name and Email fields with the information of the user you wish to add, then under ‘Groups’ select the ‘System User – Admin’
4. Click ‘Save’.
5. On the User View select the ‘Send Invitation’ button. This will send an account activation email to the contact.

Removing a System User

1. Log in to your Control Centre and select ‘Contacts.
2. Using the Search Bar, search for the email address of the user you wish to remove.
   
   
3. Click on their First Name to edit their contact.
   
   
4. Click the ‘Edit’
5. Click the ‘x’ icon on the group to remove it from this contact.
   
   
6. Click ‘Save’.

Logging in Using Single-Sign-On

The Control Centre offers SSO (Single-Sign-On) functionality for users with Office365 and Google accounts. Once enabled on your account, System Users can access the Control Centre using their Office365 or Google Account.

Any user that has been added to a System User group with an Office365 or Google supported email domain will be able to use the SSO Log In Option.

When using the SSO functionality, users will not need to have a password set up for the Control Centre. Just make sure that the user is logged into their Office365 or Google account on the same browser.

To find out more information or to get started with the integration process, please contact the Schoolzine Support Team.

My staff member receives the below error when attempting to Log In using Office365, why does this occur?

Your Office365 email could not be matched to a user in this system.

The above error displays when the contact who is attempting to Log In, doesn't have a System User group added to their contact. This can be resolved by adding the contact as a System User.

1. Log in to your Control Centre and select the Contacts menu tab.
2. Once open, select Remove.
3. Select the Choose File button and navigate to where your file is saved.
4. Click Next.
   Note: If your database is not saved as a CSV file, you will not be able to proceed.

Map Fields

1. The first row of your .csv file will automatically map to the relevant fields.
2. Tick the Ignore first row? box.
3. Click Next.
4. A notification will appear to notify you of your imports’ success.
5. To review your import, click the View button, or the notification icon.

Reviewing Your Import

1. Log in to your Control Centre and select the Contacts menu tab.
2. Once open, select Remove.
3. Select the Removal Import History button at the top of the page.
   Note: This will take you to an overview of all contact removal imports into the system, which includes total number of contacts imported and if there were any errors whilst importing.
4. Select the date to inspect a specific import.
5. If there were any errors during the import, select View errors to see what they were.
   Note: Many database errors are caused from common mistakes, such as a space in an email address or the @ symbol not being present.
6. Errors can be resolved by selecting the error under Note and then fixing and Resubmitting the contact or Discarding the contact.
   Note: If you fix and resubmit the contact, the system will finish removing them.

Bulk Actions - Delete

All contacts can be removed from an account quickly by using Bulk Actions.

Bulk actions work by selecting a number of contacts, and it will apply this action to all selected items. However if NO items are selected, then the Control Centre will apply this action to ALL items.

Please note that when performing a Bulk Actions Delete action, this will not delete any Protected Users. Meaning your System Users will remain in the Control Centre.

Once you have removed all the old contacts, you can then use the Contact Import Guide to add your new list of contacts.

A contacts status can be toggled between Active and Inactive to control communication and access to the system.

If a contact is made Inactive, they will no longer receive communications and their ability to login will be removed (for features such as the Control Centre, SZapp and Session Keeper). If a contact is made Inactive, they will also no longer appear in the default view for contacts within your account.

Viewing Inactive Contacts

1. Login to the Control Centre and select Contacts from the menu.
2. From the Contacts list, use the Active/Inactive/Show All filter to adjust your view.

Making a Contact Inactive

1. Login to the Control Centre and select Contacts from the menu.
2. Search for/Navigate to the contact you would like to make Inactive and click their First Name.
3. Click Edit Contact.
4. Untick the Active checkbox under Status.
5. Click Save.

Making a Contact Active

1. Login to the Control Centre and select Contacts from the menu.
2. Adjust the default view/filter from Active Contacts to Inactive or Show All.
3. Search for/Navigate to the contact you would like to make Active and click their First Name.
4. Click Edit Contact.
5. Tick the Active checkbox under Status.
6. Click Save.

Once an email campaign has been sent, the statistics can be monitored from the Control Centre. Upon login to the Control Centre your most recent campaign's statistics can be seen at the bottom right.

More in-depth statistics, and those of prior email campaigns, can also be accessed by navigating to the Communicate tab.

Viewing Statistics

1. Login to the Control Centre and select the Communicate Tab.
2. Click the Message Name of the Campaign you would like to view statistics for.
3. From here you can either navigate to the URL Statistics or Recipients tab of the campaign.

URL Statistics

The URL statistics page records a click count for each URL/hyperlink or button within the campaign.

Recipient Statistics

The Recipients tab will display more in-depth information for each recipient of the campaign. The status for all recipients can be monitored and filtered for from here.

For more information on Recipient and Sending Statuses please see this guide:

View more on Communication Statuses

Open rate statistics

Email Campaigns sent via the Schoolzine platform experience an average open rate of 40% (average calculated across all sends).

The average open rate for the Education Industry differs depending which report you read but we estimate this between 25%-30% as of June 2021. (Source 1, Source 2, Source 3)

Some items to consider when reviewing your open rates are:

1. Your open rates measure EMAIL open rates. An open is only recorded when the recipient opens the email sent. If you are also sending to SZapp, posting content to Social Media, or someone is accessing the content via an RSS feed or other means, this will not register an open for the email campaign you have sent.
2. Does your database include inactive or incorrect addresses? – Sending to incorrect addresses, or addresses not in use, will highly impact your open rates.
3. If you are sending to multiple contacts within the same family, all parents/carers may not read the email(s) as they can get this information from other members who have already read the email(s).

If you have any questions, or wish to discuss your open rate with us, please feel free to Contact the Support Team.

After a communication has been sent, the delivery and status can be monitored to tell who has/has not received it. When sending from the Schoolzine Control Centre there are multiple statuses that a campaign can achieve.

1. Log in to your Control Centre and select the Communicate menu tab.
2. Click on the Message Name of the Sent Campaign, this will take you through to the Overview of the message.
3. Click the Recipients tab, from here you can filter for all statuses using the -- Status -- drop down menu.

Email Campaign Statuses

Sent

When a message has been successfully sent to the recipients mail server.

Opened

When a message has been received and opened by the recipient.

Bounce / Hard Bounce / Soft Bounce

When a server cannot or will not deliver a message, often are caused by outdated or incorrectly entered email addresses.

Deferred

When a message cannot immediately be delivered, but it hasn’t been completely rejected, the deferred event fires. Sometimes called a soft bounce.

Queued

When the mail is waiting to be received, it is neither received, rejected, or bounced.

Failed

When the campaign has failed to create and could not be sent. If this occurs, please check for:

• Valid Sending Address
• Valid Recipients
• Empty Message

Contact Statuses

Unsubscribed

When the recipient opts out to receive any further communication.

Marked as Spam

When the recipient receives the campaign and reports the mail as spam. When a spam complaint is received the recipient is automatically suppressed.

Suppressed

There are multiple causes to a recipient being suppressed. The suppression occurs to ensure no future communication is received.

If you believe a user has been suppressed that shouldn’t have, you can follow this guide to assist with your review.

If you have any further questions or queries about mail status, please contact the Schoolzine Support Team.

Why is a contact suppressed?

A suppressed contact is unsubscribed and won't receive any communications through the Schoolzine platform. A contact is suppressed due to an invalid or unavailable email address.

How to review a suppressed contact

1. Log in to your Control Centre and select the Contacts menu tab.
2. Search for the contact using the email address.
3. Click on the First Name to view the contact.
4. Check for spelling mistakes in the email address (eg: parent@gamil.com instead of parent@gmail.com)
5. If the email address of the contact is misspelled, update it and this will un-suppress the contact.
6. If the email address is correct, click the 'Message Activity' tab, to confirm if any emails have been opened. If there is a record of emails being opened then submit a supression request as the contacts mail server may have been unavailable.

Tips for resolving supressed contacts

• If there is no Open activity, request the contact emails you to confirm their email is correct.
• If the contact has received a 'hard_bounce' status for a message, request the contact emails you to confirm their email is correct.
• If the contact has  'marked_as_spam' status for a message, the contact will need to email support@schoolzine.com from the suppressed email.
• If the contact has received a 'list_unsubscribe' status, this indicates they opted to unsubscribe. The contact will need to email support@schoolzine.com from the suppressed email.

The following will guide you through frequently asked questions about Schoolzine’s Contact Management System feature. If you cannot find what you are looking for please Contact Support.

How do I grant access to the Schoolzine Control Centre?

See our detailed guide to grant login access to the Control Centre.

View Managing System Users

How do I subscribe a contact?

Individuals can be encouraged to subscribe themselves using the Subscribe Web Form or you can add them yourself. If you have a lot of new contacts, we recommend that you import a database.

View Subscribing a Contact

How do I delete old contacts?

Contacts can be unsubscribed on a case by case basis by following this guide.

View Unsubscribing a Contact

If you are looking to remove bulk contacts all at once, you can do so by importing a spreadsheet of all email addresses that need to be removed. See our guide for removing contacts.

View Removing Contacts

How do I send a password reset email?

Schoolzine Control Centre users can request a password reset from the main login portal:

View Control Centre Login Portal

Parents/Caregivers/Readers can reset their own passwords from the login portals such as Session Keeper or SZapp. However, a force reset can be sent from the system by navigating to the user and clicking Reset Password.

What does a Group do?

Contacts can be segregated using groups, this allows for direct communication with target audiences. Your groups can be basic (such as parent, student or staff member groups) or broken down further, such as year levels, class groups or sport teams.

More information on Managing Groups

How do I make Groups available on the SZapp/Subscribe forms?

Groups can be added to the Subscription / SZapp registration process using tags. When creating or editing the group apply the Subscribe or App tag in the tags field.

• Subscribe – Will add the group to the Subscription Form.
• App – Will add the group to the SZapp group selection list.

It’s a new school year and I would like to update my contact list to the most up to date version. How can I achieve this?

When updating your contact list for the new year you have two main options for this:

• Remove contacts that have left from last year, and import the new full list of contacts
• Remove all existing contacts and import just your new and current contacts

Option 1 - Bulk Removal and New Import:

Bulk removal of contacts can be done by creating a spreadsheet of those contacts and using the Remove Contacts option. A guide to this process can be found below. Once the old contacts have been removed the new contact list can be imported into the Control Centre.

Please note that it is best to perform the removal first. This means that if a contact has multiple children enrolled at the school, they will be added back in once the Current List is imported.

Option 2 - Deleting all existing contacts and New Import:

Deleting all contacts can be done by using the Bulk Actions option of Delete that can be found on the Contacts section of your Control Centre. Bulk Actions work by selecting several contacts, and it will apply this action to all selected items. However, if NO items are selected, then the Control Centre will apply this action to ALL items.

Please note that when perform a Bulk Actions Delete action, this will not delete any Protected Users. Meaning your System Users will remain in the Control Centre.

Once you have removed all the old contacts, you can then use the Contact Import Guide to add your new list of contacts.

How do I update all my Year Groups to the new information at the start of the new School Year?

There are two methods we would suggest for updating your Year Groups at the start of the New Year. Either option can be used and you should pick the one that is best suited for your account.

Both examples cases are assuming Year Groups from 1 to 7

Option 1:

The first option is to remove the Year 7 Group, and rename the other Groups to the next Year Level up (Year 1 renamed to Year 2, Year 2 renamed to Year 3, etc)

Once all Groups have been renamed, recreate the Year 1 Group and Import the Year 1 Contacts.

Option 2:

The second option is to remove all Contacts from your current Groups to leave them empty. Once all Groups have been emptied, you can import all Contacts into the correct Groups.

Please note: If a registered SZapp user has their SZapp Groups edited within the Control Centre, the SZapp with automatically update the subscriptions for the User. SZapp users can freely edit their assigned SZapp Groups from their mobile device.

You will also require a separate spreadsheet for each Year Level you wish to Import into the Control Centre.

How do I export contacts?

Please see our detailed guide for exporting contacts

View Exporting Contacts

Why is my contact suppressed?

A contact is suppressed due to an invalid or unavailable email address. A suppressed contact is unsubscribed and will not receive any communications through the Schoolzine platform. For more information managing suppressed contacts, please see our detailed guide.

View Managing Suppressed Contacts

How do I blacklist/block a SZapp User?

If you are trying to remove and blacklist/block a SZapp user, please see this detailed guide.

View Blacklisting SZapp Users