Absence Mail Merge

Useful Information

SCO can be set up so that absence emails or texts for relevant pupils can be sent out to notify parents of AM or PM absences recorded as N - Reason for absence not yet provided.

Click here for an overview video guide.

Absence Mail Merge
(to notify parents of their child's absence where a reason has not yet been provided)

A. Preparation (first time only)

Use your Browser's back button to return to this page after you complete each point below:

Update the absence Email and Text templates under the Absence category
Check which Pupil ID you are using in SCO (see section 2 here)
Check to see if you are using the Dynamic Link to MIS system (Check your Licensed Components)

B. Set the Import Type in SCO (first time only)

Click on the Configuration tab
Select Import from external system
Select Import configuration
Next to Attendance, select either CSV file or Sims dynamic link or Wonde
Click OK

C. Prepare and Import Today's Absences (AM and/or PM)

Using a csv file

Prepare a csv file from your Management Information System (once registration has been completed)
Name the file to include today's date plus AM or PM if you will be importing both sessions
The first column header must be either PupilID, UPN or AdmissionNumber as identified by you in Section A Step 2 above
Any child marked with an N code will be identified as Reason for absence not yet provided and a text or email will be generated for them. There is no need to filter out other attendance codes - SCO will do that for you
Click on the Configuration tab
Select Import from external system
Select Attendance data import
Select the prepared csv file
Select Confirm, Close

Using the MIS Link (Dynamic Link to SIMS.net or Wonde)

Click on the Configuration tab
Select Import from external system
Select Attendance data import
The dynamic link will run and import any absence codes
Select Confirm, Close

Repeat the above process for PM sessions once the afternoon register has been taken.

Sample csv import file:

PupilID	Attendance Code	Session

PupilID	Attendance Code	Session
1410	N	AM
1484	\	AM
1458	\	AM
1234	N	AM

D. Send the Absence Email or Text messages

Click on the Communications tab
Select Absence mail merge
Check Override default options? if you wish to change any settings
If you are running the merge before midday, Morning Attendance will be selected automatically
If you are running the merge after midday, Afternoon Attendance will be selected automatically
Select the template
Select Email and or Text (see Tip below)
Select Generate
Select the required contact Priority (if other than Priority 1)
Select Send
Select OK

Any absent pupils without Email addresses or Mobile Numbers imported will be shown on a report which can subsequently be Exported to Excel if required.

Sent messages can be viewed via the Message History Log.

Note: if both Email and Text messages are created, the recipient will receive either an email or a text message (not both) depending on the default import setting specified.
If unchanged during setup, the default import setting is that the message will be sent by Text to all contacts with a mobile telephone number in SCO. An email will only be sent to contacts without mobile telephone numbers in SCO.
If you prefer Email to be the default option, you can check and change the priority of these settings through Communication configuration settings (see section On import default to).

Other useful links:

SCO Modules

FAQs

SCO Help Centre

Absence Mail Merge

Useful Information