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Your own WhatsApp number and agreed terms

Messages to parents can come from your school's own WhatsApp number, with your wording and your school's name. A group's own limits and terms are agreed with us. An app under your own name and icon is not built today.
Your own WhatsApp number is built and starts in Test Mode; it is set up and tested with you before go-live. An app under your school's own name and icon has not been made, and whether we make one is still open.
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The problem it solves

  • Parents get WhatsApp messages from a number they do not know, and some block it as spam.
  • Replies from parents go to a shared number instead of to your office.
  • Your trust wants the families to see the school's name, not the software's name.
  • A large group needs its own limits and terms, not the standard ones.

How it works

  1. You get a WhatsApp Business number from Meta for your school, and agree its use with us.
  2. Your administrator adds it under Notifications > Configuration > Providers as WhatsApp Cloud API (Meta), for one school or for every school of the account. It starts in Test Mode, so nothing is really sent yet.
  3. On the provider, Submit All for My Number sends every message template in use to Meta for approval. Approvals come back by themselves, and Check Approvals asks again.
  4. When the templates are approved, untick Test Mode. Absence alerts, fee reminders, circulars and the other School messages now go from your number.
  5. A message whose template is not approved for your number goes by the next channel of its event. The Delivery Log says why.
  6. For agreed limits and terms, talk to us; they are written into your agreement. An app with your school's name and icon is not built today.

Everything it does

Your own WhatsApp number

  • Provider WhatsApp Cloud API (Meta): the Phone Number ID, a permanent access token, the WhatsApp Business Account ID and a webhook verify token
  • Per school (Entity) or for every school; with several providers for one channel, the lowest Priority is used first
  • Test Mode is on when you add it: messages are written in the Delivery Log as sent but not really sent
  • Template approvals: Not submitted, Submitted waiting, Approved, Rejected (with Meta's reason), Paused or Disabled; checked by Meta's webhook and every 30 minutes
  • A changed template must be approved again before it is used on your number
  • Every request from Meta's webhook is checked with Meta's signature

SMS and email in your name

  • Your own SMS account (MSG91) with your sender id and, in India, your DLT Entity ID; installed by our support with you
  • Templates for India's DLT: Download for DLT (CSV), then enter each DLT template id
  • Your own outgoing mail server, so emails come from your address
  • Without them, email goes through the SmartMy service from our sending address with your school's name and a Reply-To

Where your school's name already shows

  • School messages end with the school's name, for example New homework in Maths for Mia: Fractions - Green Valley School
  • Emails to parents are signed with the school's name
  • Your own wording per event, channel and language, for one school or all (Notifications > Configuration > Templates, Copy to Adjust)
  • The Campus app shows the child's class and school on the home screen
  • ID cards and certificates carry your logo and the principal's signature

Agreed with us, not set by the school

  • The Campus app is one app for every school, under the name SmartMy Campus with its own icon
  • An app under your school's own name and icon would be a separate build. None has been made yet, and there is no setting for it
  • The parent portal shows the SmartMy Campus logo
  • Limits (office logins, storage) and terms agreed for your group

Who uses it

Trust or group managementAgrees the own number and the terms with us.
AdministratorAdds the WhatsApp provider, submits the templates and turns Test Mode off.
School officeAdjusts the wording of messages and checks the Delivery Log when a parent says nothing came.
ParentGets the school's messages from the school's own number and can reply to it.

Where you use it

  • Web: Notifications > Configuration > Providers, Template Approvals and Templates
  • Web: Notifications > Delivery Log, for every message and why one was not sent
  • WhatsApp: messages to parents from your own number once its templates are approved
  • The Campus app: built and in testing, not in the app stores yet; it carries the SmartMy Campus name today
  • Not built today: an app with your school's own name and icon

What you control

Settings

  • Provider per channel and per school, with its Priority (10 to start with) and Test Mode (on to start with)
  • Templates Need Approval: on to start with
  • Max Messages per Run: 500 to start with
  • Cost per Message, used for the cost figures on the group dashboard
  • Templates per event, channel, school and language

Notifications

  • Every School notification can use your own number once its WhatsApp template is approved for it

Questions

Can parents reply to our WhatsApp number?

The number is yours, so parents' replies reach your WhatsApp Business account, not a shared number.

What happens before Meta approves our templates?

Those messages go by the next channel of the event, such as SMS or email, or only as an app notification. The Delivery Log shows each skipped message and the reason.

Can each school of our trust have its own number?

Yes. A provider can be set for one school (Entity). A school without its own number uses the group's number or the SmartMy service.

Can we change our app's name and icon ourselves?

No. The Campus app is one app with the SmartMy Campus name. An app under your school's name and icon has not been made yet. The Campus app is built and in testing, not in the app stores yet.

Will the messages show our school's name with the shared number too?

Yes. School messages end with the school's name and emails are signed with it, whichever number or sender is used.

Related features

ACROSS SMARTMY SCHOOLNotificationsSmartMy School tells parents, students and staff when something needs them: an absence, homework, a fee due, a result, a child leaving the gate. Every message also lands in one inbox in the Campus app and the portal. Each parent chooses their channels and their informational messages.GROUPSeveral schools and a group dashboardRun each school of your trust as its own institution in one account. A parent whose children study in different schools signs in once. A group dashboard gives management one scorecard per school every day: students, staff, attendance, fees, exams, messages and discipline.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.TIMETABLE, HOMEWORK, NOTICESCirculars and noticesWrite a circular once, choose who it is for (parents, students, staff, chosen classes or sections) and how they are told. It is approved before it goes out, and families read it with its attachments on the portal and in the Campus app.MORE IN THE PRODUCTStudent and staff ID cardsPrint student and staff ID cards from the records you already keep. Each card has your logo, the principal's signature, the photo and a QR code of the ID number. Choose one of eight ready-made designs, or print the classic one with no set-up.

See your own school year run in it.

Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.
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