The following templates are suitable for use with communicating with parents, students and staff in the education sector.
You can add an additional Opt-out message by clicking on "Opt-out" in the message content field in the web portal once you have pasted the template content into the message field.
We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).
1. School Closure
Purpose:
This template can be used to notify parents and/or students of a closure of a school/university, as well as providing an option to receive further updates by responding with a keyword ("yes"). This template can be used in conjunction with an automation to add contacts to a contact group if they reply with the keyword.
There are two templates - one for a general closure notification, and the other for a closure due to a confirmed Coronavirus case.
Field references:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred:
Contact Data Template - School Closure.xlsx
Template 1 (general closure):
Dear #firstname_column_1#
Please click the link below for important information about changes to <organisation> operations in light of the current Coronavirus (COVID-19) pandemic. As you may be aware, we will be closing until further notice. We are taking measures to reduce the risk of exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.
Template 2 (closure due to a confirmed case):
Dear #firstname_column_1#
Please click the link below for important information about changes to <organisation> operations in light of the current Coronavirus (COVID-19) pandemic. As you may be aware, we have had a confirmed case and will be closing until further notice. We are taking measures to reduce the risk of further exposure for students and staff. To receive further updates on this topic, reply "Yes" to this message, or "No" to opt-out.
2. School remaining open
Purpose:
This template can be used to notify parents and students that your organisation will be staying open and following a normal schedule until further notice, as well as providing a link to your policy/protocol around the coronavirus in the event that parents/students have any safety concerns.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Field references:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business.
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred:
Contact Data Template - Staying open.xlsx
Template:
Dear #firstname_column_1#
Due to the current Coronavirus (COVID-19) outbreak, there have been closures of schools which have had infected students and staff in attendance. Currently, <organisation> is running to a normal school schedule. Any changes due to new developments will communicate by SMS as soon as any decisions are made by school leadership.
3. Providing Information
Purpose:
This template can be used to provide parents and students with a link to a location (e.g. your website) where information can be found relating to your organisation's policy/protocol regarding the Coronavirus and mitigating the risk of exposure.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred:
Basic Contact Data Template.xlsx
Template:
Dear Parents/Guardians of <organisation>. We take the threat of Coronavirus (COVID-19) seriously and are making every effort to minimise the risk of exposure among our students and staff. We are monitoring the situation closely and will keep you informed throughout the process. For more information please visit <Insert URL>
4. General Statement
Purpose:
This template can be used to communicate to Parents and Staff on Principal’s letter, which would typically be hosted in an online location such as your organisation's website.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Field references:
- "firstname" - the first name of your recipient
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred:
Basic Contact Data Template.xlsx
Template:
Dear #firstname_column_1#, please view the Principal's letter to parents and staff regarding the Coronavirus here: <Insert URL>
Regards, <organisation>
5. Returning to campus
Purpose:
This template can be used to communicate to Parents, Students and Staff that students can return to campus and normal scheduling will resume from a specific date.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Field references:
- "firstname" - the first name of your recipient
- "date" - the date from which students can return to campus
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
- <phone> - your organisation’s contact number
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred:
Contact Data Template - Return to Campus.xlsx
Template:
Dear #firstname_column_1#, Restrictions have been lifted at <organisation>. Normal lesson schedules will resume on campus from #date_column_4#. If you are unsure or have any concerns, please visit <insert URL> for more information, or contact us on <insert phone>. Thank you.
6. Government Enforced Shutdown
Purpose:
This message refers to a confirmed shutdown of your organisation. It is suitable for internal and external use.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Field references:
- "firstname" - the first name of your recipient.
- "date" - the date from which the shut down takes effect. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format.
- "phone" - the contact number for your recipients to call (this may vary by recipient location).
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
- <state> - the state in which the recipient is located (if applicable)
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)
Contact Data Template - Confirmed shutdown.xlsx
Template:
Dear #firstname_column_1#
As per <state> government requirements, <organisation> is closing from #date_column_3# until further notice. Please visit <insert URL>, or call #phone_column_4# for more details.
Thank you.
7. Remote Learning
Purpose:
This message is used to inform parents and students of a remote learning plan, providing a link to your website for more information.
These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. a website). A message is charged per 160 characters, exceeding this length will still send your complete message but will be charged as an additional message.
Field references:
- "firstname" - the first name of your recipient.
Variable fields:
- <organisation> - this is where you need to put the name of your business
- <Insert URL> - this is where you need to add the link to the location where recipients can view the information referenced in the message (e.g. your company website).
Supporting Data Template:
You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)
Basic Contact Data Template.xlsx
Template:
Dear #firstname_column_1#
Due to the current situation around COVID-19, <organisation> will be conducting Remote Learning for students. Please check your email for further instructions in the coming days, and visit <insert URL> for more information.
Thank you.