When the need arises to communicate directly with single-family or multiple families to update them on the status of their application or to request additional information or documentation, CareWait has a couple of built-in options.
Selecting the Applications messages are to be sent to:
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Navigate to the Application tab
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Select as many applications that you'd like to receive the same message.
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Select Send Message.
Selecting the type of communication and composing the message:
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Check the Email and/or SMS messages as needed..
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If selecting email, enter a subject line and the desired message you wish to send to the parent. If sending an SMS message, you do not need to include a subject line.
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Once your message(s) are composed as desired, click the green SEND button on the bottom right of the page.
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A confirmation box will pop up. You may select YES to continue with sending the Email/SMS messages or you may select NO, which will allow you to modify the messages or cancel out altogether.
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If you select YES, you'll be brought to another window letting you know that the messages are being sent.
Viewing Batch Message Report:
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After selecting OK on the confirmation and update windows, you'll be brought into the Reports tab where you'll see the Message Content on the right of the page and a listing of available reports off to the left.
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To see the recipients and the send method of the messages that you just sent out, select the Batch Message Report from the list.
- Enter your search parameters or simply select SEARCH to retrieve the report.
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- Once you've found the Batch Message Report you were looking for, you can select it to view the Email or SMS message that was sent.
- Further down the report, you'll also be able to view the recipients as well as what message format was used to communicate with the family.
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Sending a Message to one Parent:
This can be particularly useful if there is a single family you need to either need to send an individualized communication to or request additional information from (such as proof of income or immunization records for example).
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Select the application itself from the Application tab
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Once in the Application detail screen, be sure to select the COMMUNICATION tab on the right.
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Select the Communication Message Template desired or enter in your custom message.
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Once you are satisfied with your message, simply click the green SEND button below the message.
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Note: If the parent has chosen 'SMS' as their preferred communication method, all public replies will be sent as text messages. As there's a 140-character limit, longer messages may need to be sent in multiple parts.
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- After communication has been sent, it will be viewable below in both the ALL and PUBLIC tabs.
- Note: The INTERNAL tab is for communications that are not visible to the family and are only available to those within your organization.
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- You may also edit an existing communication if additional information or clarity is needed in your original message. By selecting the red VOID, you may also delete messages. This will remove the message and make it no longer visible to yourself or the family.
- When a parent sends you communication through their existing application, you'll be able to see it in both the PUBLIC and INTERNAL tabs pictured above.
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