Send notices and fee messages on WhatsApp

The School ERP sends WhatsApp messages in three ways: messages you write in Communication for a group of parents or staff, automatic messages when something happens (a fee received, a student marked absent), and fee-due reminders from Dues & Reminders. On the Business API they go by themselves; on click to send, each one waits for a tap.

Before you start#

• Send on WhatsApp is ticked in General Settings › WhatsApp Configuration, and the way it sends is set up. See Click to send or Business API.
• On the Business API, set the Template for closed conversations so parents who have not written in the last 24 hours can still be reached. See Message templates and Meta approval.
• Parents' mobile numbers are recorded in the ERP.
• Your role can create and update Communication.

Send a notice to a group#

1. Open Communication.
2. In Create communication queue, under Channels, tick WhatsApp. You can tick SMS, Email or JPRAXC ConnectX — into their portal as well; one batch is built for each.
3. Choose the Audience, for example One class or section, Every student — father, Every student — mother, Students with fees due, Transport users or All staff. For a class, choose the Class and, if needed, the Section.
4. Under Template, choose one of the school's WhatsApp wordings, or leave Write the message below and type your own.
5. Check the Message. {recipient_name}, {school_name} and {date} are filled in for each recipient. The counter below shows the length.
6. Select Build recipient queue.
7. In Recipient queue, select Send on WhatsApp on each message.
   • On the Business API, the message goes from the school's number.
   • On click to send, WhatsApp opens with the message typed; tap Send there.

For student audiences, the father's mobile is used unless you choose an audience for the mother.

A message that has gone shows Done, and its button becomes Resend on WhatsApp. A message that could not go stays Pending, with the reason in Error.

Switch on automatic WhatsApp messages#

1. Open General Settings › WhatsApp Configuration.
2. Under Sent without being asked, choose Yes for each message that should go on WhatsApp: Fee received, Marked absent, Admission confirmed, Result published, Certificate issued, Salary paid, Salary slip issued, Birthday wishes.
3. Choose the Language of every message: English only, हिंदी only or Both languages.
4. Tick or untick State the amount in the fee message. Unticked, the message says the fee has been received and gives the receipt number, without the amount; the receipt behind the link still carries it.
5. Select Save WhatsApp configuration.

Each message uses the school's own wording for that event and goes to the parent or staff member it concerns. The fee message carries a link to the receipt.

Birthday wishes and cards#

Communication › Birthdays today lists students whose birthday is today.

• Send on WhatsApp sends the greeting with the school's birthday card.
• Card shows the card, which you can save.

If Birthday wishes is set to Yes, the greetings go out by themselves on the day, when someone first opens Communication that day.

Fee reminders on WhatsApp#

Fee-due reminders are set up in Dues & Reminders › Reminder settings. Tick WhatsApp under Channels there. The full steps are in the School ERP section. For WhatsApp:

• On the Business API, parents who have not written in 24 hours can only be sent a template, so set the Template for closed conversations first.
• On click to send, reminders wait for the school's phone and are sent with a tap each.

Good to know#

• Everything sent to a number on the Business API also appears in that parent's chat in the WhatsApp desk, so the office can answer replies in the same place.
• The school's message wordings are managed in the School ERP. See Notices and communication.
• WhatsApp messages sent by the ERP are text, with a photo where there is one (such as a birthday card).

Troubleshooting#