Notifications
SmartMy 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.
PLANSEvery plan
Phone push is built in and not switched on yet: the Campus app is not in the stores. WhatsApp and SMS use paid message credits and are set up and tested with you before go-live. Email and the inbox in the portal work today.
The problem it solves
- Students miss the elective registration window because the notice was on a board they never pass.
- Placement updates go out on class WhatsApp groups, and students who left the group miss the drive.
- Sending every message by SMS costs the college money even for students who have the app.
- When a student says they never got the fee reminder, the office cannot check.
How it works
- Something happens: an elective window opens, a fee falls due, results are published, a drive is opened to students.
- The event finds its people: the student, the parents, the mentor, the class teacher, the placement cell, a company, or the approvers of a request.
- It goes by the channels the event uses. Most go by the first channel that reaches the person: app notification, then WhatsApp, SMS or email. App push is built in and not switched on yet.
- Every message also lands in the person's inbox in the Campus app and on the portal, unread first. Tapping it opens the page it is about.
- Every message leaves a line in the Delivery Log, with the reason when it could not be sent, such as no mobile number.
Everything it does
Who gets the student messages
- Fees, absences, low attendance, exit passes, disciplinary actions and meetings go to the father, mother and guardian to start with. Tick Student on the event so students who pay or sign in themselves hear too
- Elective, contact-class and placement messages go to the student only, unless you tick parents on the event or the season
- Results, hall tickets, revaluation, leave decisions, assignments, certificates and activities go to the student and parents
Attendance, leave and contact classes
- Absent Today: daily at 11:00 to start with, for a student absent in any period; app notification plus the first of WhatsApp, SMS and email
- Low Attendance: Mondays, below 75 % this year to start with; informational; app notification plus a message channel
- Called In on a Special Day and Special Day Cancelled; Leave Requested (to the class teacher or the level's approvers) and Leave Approved / Rejected
- Contact Programme Published, Contact Session Tomorrow, Contact Session Cancelled, Contact Session Moved and Contact Attendance Low: app notification plus a message channel
Credits, assignments and circulars
- Elective Registration Opened, Elective Registration Closing (the day before), Electives Returned and Electives Allotted: app notification plus a message channel
- Electives to Approve: to the mentor or HOD, by app notification, email and in the app
- New Homework / Material, Homework Due Soon (within 24 hours of the due time) and Homework Evaluated: informational; Homework Returned for Redo: a work message
- Circular Published, Notice Published and their (Staff) events: informational; on a circular, Send Via can pick the channels or Don't notify
Fees, exams and certificates
- New Fee Dues, Fee Due Soon (3 days before) and Fee Overdue (1, 7 and 15 days after). Also Fee Receipt (the email carries the receipt PDF). Also Fee Refund Paid, Services Stopped for Fees, Services Back after Fees and Trip / Event Invitation
- Hall Ticket Available, Attendance Shortage for Exam, Exam Results Published (not for a withheld result), Annual Result Published, Revaluation Completed. Absent at an Exam to parents
- Invigilation Duty Assigned, Changed and Tomorrow: to the faculty member
- Certificate Requested (to the office), Certificate to Approve, Certificate Fee Due, Certificate Issued and Certificate Request Rejected
Placement
- To students: Placement Drive Announced, Placement Registration Closing, Placement Schedule Changed, Placement Drive Cancelled and Placement Shortlist. Also Placement Round Result, Placement: Called In, Placement No-Show Penalty, Placement Penalty Pardoned and Placement Notice. Also Placement Offer Released, Placement Offer Reminder, Placement Offer Withdrawn, Placement Profile Verified and Placement Profile Sent Back
- Parents too for drives announced and offers released when the season says so, and for a notice with Parents Too
- To the cell and coordinators: Job Notification Received, Placement Offer Answered and Placement Profile to Verify
- To companies: Placement Invitation to a Company, Job Notification Approved, Candidate List to the Company, Drive Tomorrow: Logistics, Thanks and Feedback Form, Drive Cancelled (Company). To an outside candidate, Walk-In Registration
- Placement messages go by every channel the event has: app notification, email and the in-app inbox; companies by email. No WhatsApp or SMS
Activities, discipline, meetings and the gate
- Choose Activities, Activity Enrolment Confirmed, Activity Seat Held - Pay Fee, Activity Seat Available (Waiting List), Activity Cancelled, Activity Class Reminder and Activity Assessment Result
- Disciplinary Case Reported (to the class teacher, not for confidential categories), Disciplinary Action, Parent Meeting (Discipline) and Disciplinary Appeal Decided
- Meeting Slot Assigned, Meeting Booking Open, Meeting Booked, Meeting Reminder, Follow-up for Parents; New Chat Message by phone notification only
- Student Exit Code, Student Left the Campus, Student Returned, Student Not Back; Pickup Person Approved and Not Approved
Staff and the office
- Request to Approve (level) and, for placement chains, Request Waits for Your Approval: to the approvers, by app notification, email and in the app
- Substitution Requested, Substitution Update and Cover Assigned: by app notification, email and in the inbox
- Asset Warranty Ending, Maintenance Contract Ending and Insurance Ending: 30 days before, by email and in the inbox
- Asset Given: Please Acknowledge and Asset Taken Back: Please Confirm: to the receiver, by email or in the inbox
- Asset Not Received, Asset Hand Back Asked and Asset Handover Disputed: to the Incharge who gave it or the Asset Managers
- Face recognition consent, enrolment and device events, where face attendance is used
- Login Invitation: the link to set a password, by WhatsApp or SMS, for someone without email; WhatsApp Number Quality Fell: to administrators
Work messages and informational messages
- Informational: Low Attendance, New Homework / Material, Homework Due Soon, Homework Evaluated, Circular Published, Notice Published and their (Staff) events. They wait for the end of quiet hours (21:00 to 7:00 to start with), and a person can switch them off
- Every other event, placement and credits included, is a work message. It goes out at once at any hour; a person can switch off a channel, not the event
- The inbox in the app and on the portal always gets the message
Delivery
- Channels are tried in the event's order. A channel without a template, an approved template for your number, an address or credit is skipped, and the next is used
- Per college: switch an event off, or choose its channels and delivery, under Entity Settings. The people (Student, Father, Mother, Guardian, Class Teacher) are ticked on the event, for every college of the account
- Templates per event, channel and language; messages end with the college's name
- Delivery Log: each message, its status and why it was not sent; Retry and Cancel
Who uses it
StudentGets electives, assignments, results, placement and offer messages, reads them in the inbox, and chooses channels.
ParentGets fees, absences and results, and placement news when the college allows it.
Faculty memberGets elective and leave approvals, invigilation duties and substitutions.
Placement cellGets job notification forms, profiles to verify and students' answers to offers.
AdministratorChooses people, channels and wording per event, switches events per college, and checks the Delivery Log.
Where you use it
- The Campus app: the inbox and Notification settings. A notice opens the page it is about (built and in testing, not in the app stores yet)
- Portal: Notifications, unread first, Mark all read, and Notification settings
- Web: Notifications > Delivery Log, Analysis and Configuration (Events, Entity Settings, Templates, Providers, Opt-outs, Push Devices)
- WhatsApp, SMS and email for people without the app
What you control
Settings
- Per event: the people (Student, Father, Mother, Guardian, Class Teacher); per event and college: on or off, channels, their order and the delivery
- Absence alerts at: 11:00; low attendance below: 75 %
- Fee reminder: 3 days before the due date; overdue reminders after 1, 7 and 15 days
- Quiet hours: 21:00 to 7:00 per college, for informational messages
- Tell Parents about Drives and Offers: per placement season, off to start with
- Each person: WhatsApp, SMS, email and app notification on or off; Attendance, Homework and Circulars & Notices on or off
Questions
Will students get fee reminders, or only parents?
Only parents to start with. Tick Student on the fee events under Notifications > Configuration > Events, so students who pay their own fees hear too.Can a student stop assignment messages but keep exam alerts?
Yes. In Notification settings a student switches off Homework or Circulars & Notices. Exam, fee, elective and placement messages are work messages: a student can move them to another channel but cannot stop them.Do placement messages go by WhatsApp?
No. Placement messages go by app notification, email and the in-app inbox. Companies get email.Do messages wait until morning?
Assignments, circulars, notices and the low attendance message wait for the end of quiet hours (21:00 to 7:00 to start with). All others go out at once.How do I check whether a student got a message?
Open Notifications > Delivery Log. Each message shows its channel, status and, when not sent, why, such as no mobile number.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.TIMETABLE, ASSIGNMENTS, NOTICESCirculars and noticesWrite 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.FEESDues, statements and online fee paymentStudents and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.CHOICE-BASED CREDITSElectives, registration and seat allotmentStudents rank their electives on the portal or the Campus app, and a mentor or head of department approves. Seats go by first come, merit, lottery or by hand. Clashing timetables are refused, and elective fees go to the fee account.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.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.
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.