Messenger v5 Admin Guide



What is Messenger v5?

Groupcall Messenger v5 provides an easy-to-use solution for parental communications. The system gives schools the ability to send text messages (SMS), emails and automated voice calls to the mobile phones and landlines of parents, staff and key contacts.

Messenger v5 Access

To access Messenger v5 please visit;

Introduction

This Admin Guide is aimed at the Main Account Holder or School Administrator within your school; they are the person who will have access and knowledge of the requirements for the admin areas of the Messenger v5 set-up within your school.

This is also the person you should go to in the event of a problem; if they are unable to resolve your issue they will contact Groupcall support on your behalf.

Getting Started in Messenger v5

Groupcall Messenger v5 is a web-based system, so you first need to ensure your computer is connected to the Internet.

Navigate to the following URL/address and enter your Messenger v5 username and password.

m5.groupcall.com

Your login credentials were either provided by Groupcall in the case of the Main Account Holder, or they would have been set-up by your School administrator. Please speak to that person before contacting support if you do not know your username.

If you are the nominated School Administrator it is likely that you are also the person who liaised with Groupcall during the initial installation of Messenger v5 and would therefore be classed as the 'Main Account Holder'. You are also likely to have been the person who received training on the system after your installation, from a Groupcall Trainer. During this training you will have been given a log-in to the system that has the administrative functions enabled - often called the 'Super-User'; it is with this account that you need to log-in when starting this guide so that you can then create additional accounts as necessary.
If you are not the Main Account holder, please find out who this person is in your school and get the initial user credentials from them, or have them create you an administrator account.

Admin Tools Menu

When you are logged in as an Admin user you will see the following tools menu;

Some items, such as User Preferences and Release Notes, are available to all users.

User Preferences Settings

Here users can change their own user settings; this menu item is available to all users and not just Administrators.

  • These settings are used in the preview screen as default when sending messages.
  • The email address is compulsory and will be used by the system in the event of a forgotten password.
  • An optional mobile phone number will also be used for resetting your password in addition to the email address. Add your mobile number if you have limited email access for easier password resetting.

The 'Change Password' interface to allow users to manage their own passwords thus preventing the need for administrator intervention and consequently increasing security.

The 'Confirm email address' button will send an automated email to verify that the email address given is a valid address.

User Account Settings will also inform you of your message threshold before a pin code is required.

Account Settings

The account settings page allows you to control various settings relating to your school's instance of Messenger v5. In this section we cover each of the options. The page you see may appear differently to the screenshot and options described below depending on your specific account configuration.

 Rows highlighted in blue below should not be changed without prior advice from Groupcall.

Option Name Description (& Examples)
Notes
Email From (Name) The name shown when an email is received.Green Abbey School

This should be representative of the school or organisation in general unless you want emails to originate from e.g. the head for a more personal touch.

Email Reply-To The address that emails will go to when replied to.admin@greenabbey.sch.uk

This could be a centrally monitored email address, such as admin@greenabbey.sch.uk or a named email address such as mary@greenabbey.sch.uk.

SMS Sender The name shown when an SMS is received.

This will show in place of a name or phone number on the recipients mobile phone. We recommend you don't change this as most parents are used to receiving a 'Groupcall' message.

SMS Header Typically a shortened version of the school name is used by default and shows at the start of an SMS message to identify its source.GA Sch

This can be over ridden when composing a message on a message-by-message basis if needed.

This will take up some of the 160 characters allowed in an SMS so try to shorten it as much as possible.

Country Code The prefix used for the phone number in the country you are in.

In the UK this is 44 by default and shouldn’t be changed.

Please contact us if you believe you need to change this.

Timezone Offset Used for setting the timezone when using date stamps on messages.

Choose the setting appropriate to the location from which messages will be sent for consistency. Typically this will be GMT, however in certain circumstances international time zones may be needed.

Please contact us if you believe you need to change this.

API Key The key that’s used to exchange the information between the school's MIS and Messenger v5 when Xporter is not being used.

Please contact us if you believe you need an API key and find this field not populated. Altering any existing value may break integration and cause loss of service.

Can Edit Imported Contacts If checked this allows users (with relevant permission) to edit contacts that have been imported via CSV or from Xporter.

Please contact us if you believe you need to use this function. See Editing Contact Details for more information but we recommend caution if enabling this function.

Number of messages sent before PIN is required To prevent huge numbers of message inadvertently going out to recipients and as extra security, Messenger v5 can set the number of messages (SMSs + emails + voice messages) that can be sent before a PIN code is required.

Enter the messages limit here, default is 1000.

In order to enable this you will need to confirm your email address first.

Enable CACI If you are using CACI, clicking this will allow CACI to send messages on your behalf.

Please contact us if you believe you need to use this function.

Enforce password change ? Checking this box will force users to change their password every 30 days.
Password strength Select from "Any", "Medium", "Strong" and "Very Strong" to specify how secure users passwords may be. Users will not be able to set a password that does not meet the minimum criteria. Please see our guide on strong password selection for more information.Any - As long as the password is a minimum of 8 characters, not other restrictions are placed, however users will be warned if their password is unsafe (for example they choose "password" as their password!).

Medium, Strong and Very Strong will require users to use increasing combinations of length, numbers, upper and lower case letters and special characters.

We do not recommend setting this to anything less than "Strong", but it can be set to any of the options at the school's discretion.

 

Password policy Select from "New password must be different to the old password" or "Password must be different to last 5 passwords". When "Enforce password change?" is checked, this will prevent users from recycling passwords too frequently.
Voice calling Select from "Voice call the first number only" or "Voice call all numbers" Voice call the first number only - Any messages configured to be sent as voice messages will be sent only to the first number in a contact's record. Numbers are stored in the order "Home" first and then "Work". If a contact has both a Home and a Work number saved then the message will be sent only to their Home number, if however they have only a Work number saved, the message will be sent to their Work number as that is the first in the list.Voice call all numbers - Any messages configured to be sent as voice messages will be sent to all numbers in a contact's record.

This setting will be used in conjunction with the SMS & Voice Routing option.

SMS & Voice Routing Select from "SMS priority over Voice", "Voice priority over SMS" or "Send both SMS and Voice" SMS priority over Voice - If both SMS and Voice are selected as message formats, any contact that has a phone number with the type "mobile"will receive an SMS and any contact that does not have a mobile number will receive a voice message on their alternative (e.g. Home or Work) number as controlled by the "Voice Calling" setting.Voice priority over SMS - The opposite of SMS priority; i.e. any contact that does not have a Home or Work number will receive an SMS. If all contacts have Home or Work numbers, no SMS messages will be sent as they will all receive a voice call.

Send both SMS and Voice - Contacts will receive both message formats. This should be used sparingly, perhaps only in the case of emergencies to maximise message receipt, so that recipients do not feel spammed and to keep message costs down. If there was a school emergency, you could temporarily enable this option to send an emergency message that would more likely reach all recipients and then revert to default after the message is sent.

Contacts that have no numbers at all will be identified in the Select Recipients screen.

Is SEEMIS ? If you are using the scottish MIS SEEMIS, this option should be checked to enable the appropriate data extraction.
Auto Sync Contacts (Schools Only) Some schools have their information imported via SIF (System Interoperability Framework). In these cases your settings will be configured by Groupcall. This setting is also used if your MIS is e1 or Progresso. Please contact us if you believe you need to use this function.
Enable WisePay integration If you have subscribed to Wisepay clicking this option will allow you to enter details in your User Settings to connect to Wisepay.

Please contact Wisepay Support for this information as Groupcall are unable to access user details for Wisepay.

Show Registration in student names? Adds the students registration group after their name in brackets.

Ben Abbot (9A)

To provide greater clarity over students.

Allow edit Templates during message compose? Block or Allows the editing of Letter templates at the time of message composition.

If this option is unchecked then user will have to edit templates via the Tools > Manage Letter Templates page; access to that page requires the appropriate user role to be allocated.

Contact Details Specifying details here makes that information available to templates and tokens throughout the system and ensures that your details are always up to date and in a format approved by the school. School Logo - upload a copy of your school logo. We recommend that it is a maximum of 350 x 350 pixels wide to prevent it taking up too much space on letterheads etc. Can be inserted into messages or templates using $schoollogo$.

Head Teacher Name - The name of the Head Teacher as you wish it to be displayed. For example you could enter Lawrence Royston or Lawrence Royston NPQH BA (hons) etc. Can be inserted into messages or templates using $headteachername$.

School Address - The school address as you wish it to appear. You can optionally include the school website here if you prefer either on its own or in addition to the postal address; e.g. 201 Estate High Road, Chigwell, Essex, IG7 5BJ www.greenabbeyschool.com. Can be inserted into messages or templates using $schooladdress$.

School Phone Number - The school phone number as you wish it to appear. You could include multiple numbers if appropriate e.g. 020 85 027 344 / 345. Can be inserted into messages or templates using $schoolphone$.

Link to Twitter Click the 'Link to Twitter' button in Messenger to enter your Twitter credentials and link to your school Twitter account.

If you need to change the twitter account in the future, you can click the red 'x' to disable one account before clicking 'Link to Twitter' again to add a new account.

For more details see the section on setting up Twitter Integration.

SMS & Voice Routing

By default voice messages will be sent only to contacts that do not have a mobile phone number – i.e. if a contact has both a landline and a mobile phone number, SMS will take priority over Voice messages. However this can be changed by an administrator on the account settings page.

Make sure your are logged in as an administrative user with access to the account settings page and then;

  1. Go to Tools >  Account Settings.
  2. Scroll to "SMS & Voice Routing" and click the drop-down arrow.
  3. When you have selected the appropriate option (explained below), be sure to click 'Submit' to save the new setting.

 

M5.2_SMS_Voice_Routing_Preference

You can choose between;

  • SMS Priority over Voice,
    • the default option, voice messages will be sent only to contacts that do not have a valid mobile phone number.
  • Voice priority over SMS,
    • SMS messages will be sent only to contacts that do not have a landline phone number.
  • Send both SMS and Voice,
    • all contacts with both mobile and landline numbers will receive messages twice as both a voice message and an SMS.
    • We advise caution when using this feature as the costs will increase as each contact will receive 2 messages, and some contacts may find this rather frustrating.
    • We recommend this setting is only used for emergencies, to maximise the chances of contacts getting emergency information, and then reverted to a single route.

 

Usage Report

You can monitor your school’s usage of SMS, emails and voice messages through the usage reports page.
Messenger v5 provides a breakdown of messages sent across your chosen date range (by default over the current month) and allows you to export this information to Excel for further analysis should this be required.

From within the Tools -> Usage Report page, enter the dates required that you’d like to review and click ‘GO’. You can then see the number of Emails, SMSs, SMS units and Voice Minutes sent per day.

 

 

 

 

 

 

 

 

 

If you would like to perform further analysis, such as creating graphs and charts or for eventual importing into another system (e.g. accounting), you can export the data to an excel spreadsheet. This is done using the 'Export to Excel' button.

How can this report help my school?

You can use the report to identify areas to make key savings and to get an idea of how much the system is being used. Viewing the report regularly may be of use to senior members of staff who do not necessarily send messages all that often, but would like to know that Messenger v5 is being used and is of benefit.

One key way to identify savings would be to look at the SMS count and SMS unit columns together. If for example 5 SMS messages were sent, but 15 units were used, that would indicate that each message used 3 SMS units each time (i.e. the message went over the threshold for SMS character limits by a factor of 3).

In the example report below, you can see that on the 24th June the unit count is much higher, so we could guess that a long message was sent on 3 occasions. Whereas on the 25th the unit count is only marginally higher suggesting that only 1 of the messages was a long one.

Date Email Count SMS Count SMS Units Voice Minutes
24/06/14 2 3 15 0
25/06/14 2 3 4 0

This can be reduced from happening regularly by ensuring SMS messages are short and concise and use abbreviations where possible. You can always send a longer email to accompany the SMS message or a link to online information. You can get more information from the History and Response centre on individual messages, for example looking up the long messages from the 24th to see what was sent, who sent it and then talking to that user to see if savings could be made. Encourage user to take note of the Message Costing Summary when composing messages.

Don't forget to tweet copies of suitable messages - twitter provides a free and easy way of contacting more people at once!

If you find that users are sending very high unit messages, you may like to enable the Message Count Pin functionality with a lower threshold than the default 1000.

Add User

Go to the 'Manage Users' screen, accessible via the tools menu.

To add a  user, click ‘Add a User’ at the top of the table summarising existing users.

In the pop up window you can search for users already known to the system. You should check whether your 'new' user is in fact an 'old' user that may have been disabled (e.g. left the school and has now returned). Type the 'new' user's email address in the search box and hit 'search'. If your search finds a user with the same email address, select them in the box and choose 'Link Selected User'.

That account will work with your live Messenger v5 system now. You may need to remind the user of their username so that they can then make use the password reset function to set their own meaningful password. For security we recommend taking this approach, i.e. allowing the user to set their own password via the reset function, rather than setting one for them and having to write it down to give to them.

If your search does not find a user with that email address you can create a new user. Select the 'Add a New User' button below the search results box. In the new pop-up window you will be prompted to provide a Username, Password and Email Address* for that user.

*The registered email address will be the address that will be used in the ‘Forgotten Password’ scenario where the email address will be entered from the link on the main login screen along with the username and will send a new password to the registered address allowing the customer to successfully change their password. Make sure therefore that you use a 'live' email address at which the user can access the reset password link if ever needed.

We suggest a robust naming convention for user creation so as to keep your system secure. The recommended convention is EstablishmentNumber.Firstname.Surname--> e.g. "5976.joe.bloggs".

Password should be set as a generic password of your choice, which users can then set to something meaningful to them using the password reset function.

Click ‘Submit’.

You will now see a list of user roles. Select the roles most appropriate to that user and click 'Submit' to save the new user.

What do the different role names mean?

From the user roles screen you can manage user roles for other users (i.e not the user you are currently signed in to Messenger v5 as).

We recommend having a 'super-user' that has all roles, but is not used on a regular basis with the password for that 'super-user' being known to a limited set of people (e.g. the Groupcall Administrator + the head). The 'super-user' can be used to manage other user accounts - Groupcall will help set the 'super-user' up for you during training and installation.

Please note that you cannot assign more roles to another user than that which the current logged in user (i.e your user) has.

So, if an admin user has not got the role of “Authorise message”, then he/she cannot allocate this to another user as its not available to them in the first place, the same applies to “Password never expires”. It is for this reason that the use of a 'super-user' is recommended.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

 

Role

Description

Notes

user Can log into Messenger 5. Required for all users. Without this role no other role(s) will work. If this is the only role selected a user can log in but not see any content/history/contacts etc. They will be able to amend their own user preferences but nothing else.
composeMessage Can compose messages and select from the pre-defined templates. To send the messages written also requires the ‘authorise messages’ role.
editContact Can edit existing contacts on the system. See here for guidance on this function.This role should be used with caution. Please see this page for background information. We recommend you don't allow any users to have this role without first ensuring they understand the risks of editing data in the Mv5 contact list. Please speak to us if you need more information on this.
editGroup Can create new groups & edit existing groups within the system. See information about Groups in Messenger 5.
messageLibrary Access to Tools > Voice Library (custom options for voice templates). NB: requires a voice subscription.
editMessageText Can create/edit message templates. Learn more about Messenger 5 Templates.
authoriseMessage Can send messages/authorise their own and other users messages. To authorise own messages requires compose message role in addition to this. Without the compose role user will only be able to authorise on behalf of other users as they do not have the role that enables them to write a message.
messageHistory Access to Message History to view sent messages and statistics.
Admin Access to all areas of the system. This should be limited in the school to a few people only to maintain a secure and robust system. This role enables a user to carry out all of the functions outlined in the Messenger 5 Admin Guide.
manageUser Allows access to Tools > Manage Users. A user can manage user accounts for the system. Use in place of the Admin role for a small subset of people, e.g. Department Heads, who may wish to manage their own staff user accounts, but not the advanced Admin functions.
uploadData Access to Tools > Upload Data. A user can import lists of manual contacts from e.g. a spreadsheet. We advise caution when using manual contacts as it can cause conflicts with your MIS data and consequently this role should be limited to a maximum of 2 trained staff within a school, who are aware of the risks and can use this function in a controlled manner.
preferences Access to Tools > Account Settings. A user with this role can change settings for the school's account preferences. These settings are outlined here. This role should not be given to too many people, we advise a maximum of 2 Administrators within the school.
documentManagement Can add attachments to emails. Without this role, anyone who has the compose messages role can write emails, but not add any attachments to those emails. Restrict the allocation of this role if you need to keep email sizes to a minimum.
passwordNeverExpires Prevents the user account in question being subject to the password expiry rules. Passwords will expire every n days unless this option is ticked. To create a secure system, we recommend enabling expiry for all users, with the exception of a 'super-user' (as this account is only used occasionally and should have a limited set of people knowing the credentials).n days defaults to 90 days unless configured differently in the account settings area.
tweet Can tweet messages. Allows users access to send messages via the twitter account linked to the Messenger 5.

 

Profiles

When using the Add New User Wizard, you have the option of selecting a Profile to apply to that user. A profile is simply a collection of roles.

The profiles include the following roles;

Profile Name


Minimum
User

User

Power
User

Administrator
Roles
Site User
Compose Message
Add/Edit Contacts
Add/Edit Group
Message Library
Edit Message Text
Authorise Message for Delivery
All Message History / Response Management
Administrator
Manage Users
Account Settings
Document Library
Tweet
Manage Parental Payments*

*(if parental payment option enabled for the account)

Even once you have assigned a profile, you can alter the roles on a case by case basis by editing them as outlined above, simply ticking or clearing roles as required.

Scenarios

Below are some scenario based examples to help you understand the application of the above roles in real-life situations. You may find that in your school the scenarios are exactly as described below, a combination of some elements, or completely different; whatever your situation we have designed the roles and profiles of Messenger 5 to allow you complete customisation of the system to suit your school's needs. You can mix and match roles to work for you; we hope the examples below will give you somewhere to start from.

Scenario

Roles

Profile

A member of teaching staff needs to be able to create and send basic messages, including message templates, to be checked by a senior member of staff or office admin to then authorise sending to recipients.
  • user
  • composeMessage
  • editMessageText
"Minimum User"
A member of teaching staff needs to be able to create advanced messages to send directly to recipients.
  • user
  • composeMessage
  • addGroup
  • editGroup
  • editMessageText
  • authoriseMessage
  • documentManagement
  • tweet
"Minimum User" + custom roles
A member of the administration or accounting team in the school office wants to authorise messages for sending on behalf of others, but not compose messages, and look at what messages have been sent in the past.
  • user
  • authoriseMessage
  • messageHistory
 - 
A member of the admin team, e.g. in the school office, is nominated as the main school administrator for Messenger 5 and so will carry out the functions outlined in the Messenger 5 Admin Guide, and will also be a full user of the system - they are the 'Groupcall Administrator'! This 'person' should use the super-user outlined below for user management and have a separate named account for day-to-day use with the following permissions;
  • user
  • composeMessage
  • addContact
  • editContact
  • addGroup
  • editGroup
  • messageLibrary
  • editMessageText
  • authoriseMessage
  • messageHistory
  • preferences
  • documentManagement
  • tweet (optional)

 

"Administrator"
Super-user All Roles - tick the box at the top of the list and this automatically selects all roles for you. You can clear as necessary.If there is no Twitter account, you may like to clear the tweet option.


Congratulations - you have added a new user! Simply repeat the steps above for subsequent users.

You should now advise users of their username and the login address (m5.groupcall.com) directing them to use the password reset function to setup their new password; why not direct them to the 'Getting Started' and other guides at the same time to help them get moving with the system without relying on you to teach them! We have provided a sample email below.

Show me a sample email I can send my new users

Simply copy the text in italics below in to a new email and add the missing personalisation information and then send to new users!

Dear Colleague,

You have been given a user name to login in to our School Communication system - Groupcall Messenger v5. 

Your username is: <USERNAME>

Please visit http://support.groupcall.com/reset-messenger-v5-password/ and follow the instructions to set your password and then login. 

Once you have logged in you may find the user guides at http://support.groupcall.com/messenger-v5-user-topics/ useful. Begin with the 'Getting Started' Guide and once you are familiar with the basics, why not explore some of the extended features.

Each user has appropriate access to certain features; if you can't do something detailed in the user guides, please let me know and I will advise you of what features you have access to. For example, some users cannot send messages without the approval of a senior member of staff.

Many thanks,

<YOUR NAME>

You can further customise the users' access to the system as detailed in the 'Manage Users' Section if required.

Manage Users

The manage users page allows you to add/remove and control various settings relating to the user accounts in Messenger v5. In this section we cover each of the options.

If this is a new instance of Messenger v5 you will first need to Add some users. See the 'Add Users' section for details on how to do this.
Once you have some users set-up, you will need to configure the access they have to the system through the use of roles.

Click the action icon next to the name of the user that you’d like to change and select 'Edit Roles'.

You will see a list of roles that control access to different elements of the system allowing you to completely customise who has access to what in your Messenger v5 installation. Simply check or clear the box next to each role to enable or disable that role. The specifics of each role are detailed here along with a few scenario based examples to help you get started.

In addition to configuring roles you can also Disable/Enable a user, Delete a User and Link a User to a Group through the actions icon.

Exercise caution when deleting a user. If a user is leaving the school on a permanent basis, you can delete them. If however they are likely to return, e.g. after maternity leave, you should disable their account and then re-enable them on their return. The deletion of users has an impact on the history reports; if a user is deleted there may be gaps in the history information. We recommend therefore that in the first instance you disable users and then delete their accounts after a suitable period has passed, e.g after an academic year or 1 calendar year as relevant.

 

Manage Contacts

The manage contacts page allows you to add, remove and modify contacts.

Please ensure you have read and understood the note about the Source of Data before amending Contacts within the Mv5 address book.

From within Tools > Manage Contacts you will see a table summarising all of your contacts, regardless of data source.

From here you can edit individual contacts, as well as adding new ones for inclusion in the Messenger v5 Address Book.

Edit Contact

Simply select the 'Edit' link to the left of the relevant person's name.

You will only be able to edit contacts if you have the relevant User Role.

A window will open allowing you to edit details including their Name, Phone Numbers and Email addresses. Any field information that has a white box next to it can be edited. Any boxes that are grey are not editable in Messenger v5 as their content is read from the MIS.

Add a Contact

Select the ‘Add a Contact’ button and then complete the form in the pop-up window adding in all required information. Remember the rules regarding Source Databases!

 

When complete, click ‘Add to Address Book’.

Delete a Contact

To delete a contact, tick the selection box for the relevant contacts, and click the ‘Delete Selected’ button and then 'OK' the confirm message. Remember the rules regarding Source Databases - if you delete a contact from Messenger that originates in your MIS, 'tomorrow' that contact will re-appear!

Voice Library

The voice library page allows you to modify the pre-defined voice templates in Messenger v5.

To customise any of these templates, click the (+) button adjacent to required template. The steps in the pop-up window here are the same as those when creating a Voice Message in the Record Voice Message Window.

The Placeholder column shows the name given to a library entry. Some are allocated by default during account set-up; e.g. "Organisation" by default plays the name "Groupcall", but you can change this to your school name simply by recording a new name via the + button.

Upload Data

The upload data page allows you to import lists of contacts via a spreadsheet.

This is outside of the MIS automatic synchronisation enabled in the majority of schools and so should be used with care so as to avoid data conflicts.

We strongly recommend that schools using MIS data synchronisation do not also use csv data upload as there are several considerations to take in and the processes must be carefully managed.

If you believe you have a case for the use of csv upload in your school please contact us to discuss this so we can advise you on an individual basis to ensure the integrity of your data and systems.

Based on this, no detailed discussion of the csv upload process will be detailed in the main User and Admin guides. We can provide documentation to those schools that require it.

Mv5 Data Synchronisation & 'Refresh Now'

Messenger v5 provides automatic data synchronisation between itself and your MIS to keep data as up to date and accurate as possible.

To see more about this function, we have provided a diagram, which you might find helpful.
The specifics of integration may vary dependent on your MIS and integration method. Please take a look at this excerpt (taken from the Messenger v5 Data Security Summary) for the specifics in your school.

Dependent on your specific set-up, the integration will take place during various scheduled synchronisation windows (e.g. hourly between 7am and 5pm and once overnight). There may be times when you would like to refresh the data held by Messenger v5 so that it is up-to-date with your MIS.

Examples:

  • You need to send an attendance message.
    • The automatic sync took place 15 minutes ago.
    • Registers were saved 5 minutes ago.
    • Instead of having to wait 45 minutes or risk out of date lists of absent students you can update that data on demand using Messenger v5's 'Refresh Now' function.
  • You have changed a phone number in the MIS of a parent and want to get the new phone number on the recipient list of an important message.
    • The automatic sync took place 2 minutes ago.
    • Instead of having to wait another 58 minutes, or risk changing the number in messenger v5, you can update that data on demand using Messenger v5's 'Refresh Now' function.

In order to do this, please follow the following steps;

  1. In the footer of the Messenger v5 website there is an icon made up of 3 small rectangles (shown magnified in the screenshot below).M5_Refresh_Dots
  2. Simply click this icon, it will load a pop up box that tells you the last sync time, giving you the option to view settings (if you are an administrator) and request a sync to 'run now'.M5_Refresh_Now_PopUp
  3. If the ‘Last updated n minutes/hours/days ago’ value is before the change was made in the MIS, simply press ‘Request Now’ and wait for a few minutes for the data to synchronise between your MIS and Messenger.
    • You will be able to see the updates progress thanks to the icon becoming animated with green cycling rectangles and the pop up box will show which updates are running.
    • The sync can take up to 20 minutes but is usually much quicker and varies based on a number of factors including network/server speed and database size.M5_Refresh_Now_InProgress
  4. When the pop up box shows with no jobs running and the icon is showing as 3 static white rectangles, you will know the update has taken place.
  5. You can build your distribution list (i.e. select recipients and filter list to suit) and compose your message whilst the sync is taking place to save time, but you must not send it before the sync has completed successfully.
    • On a technical level, the database searching takes place twice for each message you send;
      • First when you build the distribution list.
      • Second when the message is sent.
    • This means that if you look at a single contact's information during a sync you may see the 'old' information. However, when you send the message after the sync completes successfully, it will be correct.

 


 

 

 

 

 

Release Note

This shows the current features and a list of new features from each previous release.

 

If you see a feature on the Release note that you believe you should have, however are not able to use or cannot access, please contact us, call 020 8502 7344 or email support@groupcall.com.. It may be that you have not yet had the latest scripts that enable the new features, so we recommend waiting a week or so after the release note date if you can as you will get the scripts in due course.

Next Steps...

If you need any further assistance or get in to any difficulty, please contact your School Administrator. Alternatively, they can contact Groupcall Support on your behalf.

If you are the School Administrator and need some help after following this guide, or in the event of an error you can contact us for more help, on 020 8502 7344 or email support@groupcall.com.

…And Finally

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