Circulars and notices
Write a circular once, choose who it is for (students, parents, staff, chosen programmes, batches, sections or departments) and how they are told. It is approved before it goes out, and students read it with its attachments on the portal and in the Campus app.
PLANSEvery plan
The problem it solves
- An exam postponement goes up on the notice board and the department WhatsApp groups, and the students who left a group never see it.
- A circular with the wrong date goes out because nobody read it before it was sent.
- The final-year placement notice reaches every first-year student too, and the office spends the morning answering calls.
- Nobody can say afterwards who a circular was sent to, or when.
How it works
- A staff member with the Create role writes the circular: title, category, priority, the text and any files.
- They choose Send To (Parents, Students, Staff, Parents & Staff or Everyone) and narrow it to programmes, sections or staff departments if needed. Reaches shows how many people that is.
- They choose Send Via: your college's usual channels, chosen channels (App Push, WhatsApp, SMS, Email), or Don't notify. Then they click Submit.
- An Approver, such as the principal, reads it and clicks Publish, or Send Back to the writer. If your chain has more levels, it is published after the last one.
- On Publish, the circular appears on the portal and in the app for the people it is for, and the messages go out once.
- If it was wrong, an Approver clicks Unpublish, the writer changes it, and it goes through approval again.
Everything it does
Writing a circular
- Title, Category (your own list: Holiday, Exam, Fees, Placement...), Priority (Very Low, Low, Normal or High), Contents and Attachments
- Send To: Parents (to start with), Students, Staff, Parents & Staff or Everyone. With Parents, the students themselves get no message, so a college usually chooses Students or Everyone
- Only Classes / Courses (programmes) and Only Sections for students and parents; Only Staff Departments for staff
- Advanced: Specific Recipients: chosen students, parents, guardians, employees, staff departments, courses, departments, batches, sections or subjects
- A circular with nobody chosen is for the whole college
- Start and end dates: students and parents see it only between them
- The reference number is given by the system
How people are told
- Institution settings (to start with): the channels your college set for circulars. Each person gets it on the first channel that reaches them: phone notification, WhatsApp, SMS, then email
- Choose channels: every channel you tick is used, for example SMS and WhatsApp for an urgent notice
- Don't notify: the circular is only shown
- The in-app inbox is always included; messages are sent once, and Notified on the circular shows they went
Approval
- Through the approval chain Circular: one level of Approvers to start with
- Statuses: Draft, Waiting for Approval, Published and Unpublished
- Publish, Send Back, Unpublish and Set To Draft
- A published circular cannot be changed: unpublish it first
- An Approver may publish a circular they wrote themselves, at the level they approve
What students and parents see
- Portal, Circulars & Notices: circulars to the student, the student's programme, section, subjects or parents, and those for the whole college; High priority marked Important
- Circulars for staff only are never shown to students or parents
- The Campus app: Notices, circulars and notices together, with the date and the number of files; the three latest on Home
- Files open or download from the circular
The notice board
- Smart Notice Board: short notices with title, category, priority, contents and files
- Published at once by the notice board Admin, without approval; Unpublish takes a notice down
- Send To and Send Via work as on circulars
- Students see notices next to circulars
Dashboard
- Circular dashboard: drafts, circulars to approve, published, by audience and by type
- Notice board dashboard: notices by audience
Who uses it
PrincipalApproves and publishes circulars, or sends them back, and decides who may write them.
Academic office, heads of department, placement cell (Create role)Write circulars and submit them for approval.
ApproverPublishes, sends back and unpublishes circulars; keeps the categories and the approval chain.
Faculty and staff (View role)Read the circulars meant for them on the web.
Students and parentsRead circulars and open their files on the portal and in the app.
Where you use it
- Web: Smart Circular (Circular, All Circular, Configuration, Approval Chains) and Smart Notice Board
- Student portal: Circulars & Notices
- The Campus app for students and parents: Notices and the Notices card on Home (built and in testing, not in the app stores yet)
- Faculty: on the web, and as alerts in the app's inbox
- Not in the app: writing or approving circulars is done on the web
What you control
Settings
- Circular categories: your own list
- Send To: Parents to start with; Send Via: Institution settings to start with
- Circular approval chain: one level of Approvers to start with; add levels, such as the principal after the head of department
- Channels per event for your college: Notifications > Configuration
Approvals
- Circular: one chain per college; one level of circular Approvers to start with, more levels if you add them
Notifications
- Circular Published: to the students it reaches (Students), their father, mother and guardian (Parents), or both (Everyone); informational
- Circular Published (Staff): to the staff it reaches; informational
- Notice Published and Notice Published (Staff): the same for notices
- A student or parent can switch off these informational messages and any channel; the in-app inbox always gets them
- Request to Approve (level): to the approvers of the level; phone notification, by email and in the app
Questions
Can I send a circular to final-year students only?
Yes. Choose Students under Send To, then the programmes or sections under Only Classes / Courses and Only Sections, or the batch on the Advanced tab. Reaches shows how many students that is before you submit.Can a circular go out without the principal seeing it?
Only if you allow it. Every circular is published by an Approver. Give the Approver role only to the principal, or add the principal as a level in the Circular approval chain.What if we publish a mistake?
An Approver clicks Unpublish and it disappears from the portal and the app. Set To Draft lets the writer correct it and submit it again. Messages already sent cannot be called back.Does it cost money to send a circular?
Email and the in-app inbox are free, and so will be phone notifications once push is switched on. SMS and WhatsApp use message credits, one per person reached.What is the difference between a circular and a notice?
A circular goes through approval and can be aimed at chosen programmes. A notice on the notice board is published at once by its Admin, for short announcements. Students see both on the same page.Related features
APPS AND PORTALCampus app and web portal for students and parentsStudents sign in to the Campus app or the web portal and act for themselves: attendance, timetable, assignments, results, electives, leave, certificates, placements and fees. Parents get their own login and see the same pages, view only unless you decide otherwise.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.ACROSS SMARTMY COLLEGENotificationsSmartMy College tells students, parents, faculty and recruiters when something needs them: an elective window, a fee due, a result, a drive or an offer. Every message also lands in one inbox in the Campus app and on the portal. Each person chooses their channels and their informational messages.TIMETABLE, ASSIGNMENTS, NOTICESAssignments, projects and study materialFaculty give assignments, projects and study material to a section or an elective group from the web or the Campus app. Students hand the work in online, faculty mark it and return it, and late or missing work is flagged by itself.CERTIFICATES AND LIBRARYMessages between students, parents and facultyStudents and their parents message the class teacher and the faculty of each subject the student takes, in a private chat about that student. Faculty answer on the web or in the Campus app, and the principal can read the chats.PLACEMENTPlacement season, drives and offersWrite the season's placement policy once, and every drive applies it. Students see the drives they may register for, and the exact reason for the others. The company gets its candidates by a link, rounds run with scanned attendance, and offers follow your one-student-one-job rules.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.