1. On the left side of the screen you’ll see the “Add New Group” button near the top, the list of all groups in the middle, and the “Delete Group” button near the bottom.
2. When you hit the “Add New Group” button, two new fields will appear in the center of the page: “Group Name” and, under the word ‘Includes’: “Person Type”.
In the “Group Name,” field, enter the name you would like to give the Group.
Using the “Person Type” menu, you’ll add individuals to your Group. Generally speaking, first you’ll select a ‘type’ of individual and then you’ll narrow down your selection with more specific characteristics. For example, let’s say that I wanted a group to include only active Teachers. First, I’d select “Teachers” from the ‘Person Type’ menu, then I’d select “Active” from the ‘Status’ menu that pops up below. Finally, I’d hit “Add”.
After you hit "Add", two new elements appear on the page: first, the “Complete Listing” on the right side of the screen will now display every individual who is currently a part of the group you are working on; and second, below the “Group Name” field will be a small label displaying the Type that you just added. If you wish to remove a Type from the group, just hit the “X” button on the right side of the label.
It’s important to note that not all “Types” are the same.
For the “Administrators”, “Teachers”, and “No-Access Staff” types, two fields will appear:
- “Status” refers to whether the account is Active or Inactive.
- "Tags" refers to the custom tags that Full Administrators can assign to staff members on their profiles.
For “Parents” and “Students” there will be multiple additional fields:
“Status” for Parents and Students includes options such as “New Enrollment” or “Alumnus” in addition to "Active" and "Inactive".
“Grade” refers to Grade Level, and will only display options for grades that have Active students in them.
“Division”, which not all schools use, often refers to a subset of students in a particular grade level.
“Class” allows you to select groups of students populated in any classes in the current Term.
“Tag” refers to the custom tags that administrators can add to students on their profiles.
3. Once you’ve finished building your Group, hit “Save Group” at the bottom of the page to complete the process.
4. When you add a new Group, it will instantly appear on the list on the left side of the screen. If you would like to edit a custom Group, select it from the list and the Group Builder interface will re-appear, allowing you to make changes. When you’re done, don’t forget to hit “Save Group” again.
If you would like to delete a group you’ve added, just hit the “Delete Group” button located below the Group list.
In addition to any custom groups that you build, the Group list also includes five built-in Groups that cannot be altered - these groups are marked with an asterisk before their name.
SmartSend also features several minor built-in Groups, but they will only show up in the messaging interface.
It’s important to note that Administrators and Teachers have slightly different access to these built-in groups. In the messaging interface Administrators will see all five major built-in Groups, but Teachers will only see “All Active Staff”, “All Active Parents”, and “All Active Students”.
Administrators will also see built-in groups for every active class in the current term as well as groups for every active grade level. Teachers, on the other hand, will only see built-in groups for classes they teach, as well as groups for the grade levels of students in their classes.
Furthermore, some built-in groups will function differently depending on what type of account you use. For example, as an Administrator, the group “All Active Students” includes every student in the school. As a Teacher, “All Active Students” only includes that specific teacher’s ‘active students’.