Engage uses Message Relays to allow you to send a rich-text e-mail message to many people based on their involvement data in Engage. For example, send a message to all Presidents of Recreational Sports organizations about an upcoming required meeting.
Full-access community administrators have access to the messaging page located on the administrative side of the system. Message Relays can be created to deliver messages to various combinations of organization members and officers. There are three pieces of criteria that admins can use to define the message recipients:
| Criteria | Examples |
|---|---|
| Position Templates | Primary Contact, Member, President, etc. |
| Organization Types | Student Organizations, Campus Departments, Sports Clubs, etc. |
| Organization Categories | Greek, Sports, Academic, etc. |
By using these pieces of criteria, an administrator can send a message to the following [position templates] that are in any of these [organizations types] who are also in any of these [organization categories].
This allows an admin to create many types of messages, for example:
• All members of Greek organizations
• All presidents and treasurers of sports clubs
• All service coordinators in campus departments that are also in the student affairs category
Branch administrators also have the ability to create message relays for their organizations and position holders, by accessing the "Messaging" Branch tool.
Creating a message using e-mail
Navigate to the Admin view of the Switchboard.
Then, Organizations on the left side of the page and choose the Messaging option from the dropdown. On the new page, click Create Relay.
Create your desired recipient lists by clicking Select on each component, and checking the boxes for the attributes you want to include. Enter a title for your relay in the box labeled "Email Subject" so you can find the relay later if necessary. When you're finished, click Generate to create your temporary e-mail address.
Copy the e-mail listed below temporary e-mail address and use it as the TO: when composing your e-mail in your messaging application. You can also click on the generated e-mail address to open it in your default e-mail application
NOTE: Remember that messages are created within the system and then sent out to the e-mail address listed in the system. If the user has opted out of receiving messages via e-mail in their notification settings, they will not receive this message.
Creating a message using text (SMS)
The same process and options are available to send text messages to those users who have identified a mobile phone number in their notification settings. Access the texts (SMS) tab on the Messaging page to send/view text messages. Text messaging is only available if your campus has purchased the appropriate software package.
Due to the nature of SMS messaging, this method of communication is not instantaneous and should not be used as the only means of communication when you need to ensure delivery of a message that is time sensitive. Additionally, due to unexpected changes in AT&T service policies, their customers may received truncated or undelivered messages.
NOTE: Remember that SMS messages that are sent through the system requires a recipient to have opted in to receiving text messages within their notification settings and have included their cellular number in their profile.