Recurring Alerts | Apptegy Help Articles

Creating a Recurring Alert Message

To make a new message template to use in the Recurring Alerts section select the + New Message button.

Tip: Messages created at a specific organization level can be used at all organizations to create a recurring alert, but only the location that created the message can make edits to it.

If you do not see the pencil icon or trash can on the right side of a message, it will have an information (i) icon that will inform you what organization level created the message and has options to edit.

Select your Channels

First, choose the channels you would like to send your message to, then fill out the message title and optional description, this will only be used/seen in our platform, not when sent out.

Create Recurring Message

To enable the Personalized Data feature, toggle on Use Personalized Data?.

This will allow you to add variables that will be used to personalize your Message.

In the Message, a variable can be created by typing three left curly brackets {, giving the variable a name without any spaces or special characters, and then by closing it with three right curly brackets }}}

For Example: Your student {studentname}}} was absent from class today.

You can verify you've created the variable correctly when it appears in between the Use Personalized Data and Message box.

You will be given an additional message box for Email due to the additional formatting available, SMS and TTS will share a single message box.

Final Steps

Click Create Message to save the Message to be used in Recurring Alert that you want to set up.

Setting up and Scheduling your Recurring Alert

Click on the + New Recurring Alert button under the Recurring Alerts tab in the Alerts section. Then, fill out the Recurring Alert Title, and below it, select the personalized message that was created previously.

Use the Select List to choose the call list that will be used for the Recurring Alert.

As you select a list, the gray box in the top right corner of the screen will be replaced with a preview of the message with personalized variable placeholders.

Use these examples to ensure that your message appears to be set up properly before saving.

Mapping Personalized Variables

Select which columns from the Call List you have selected will be used in the recurring alert.

The Variable options shown in the Map Message Variables section will appear based upon what was set up in the Messages section in Recurring Alerts.

As you finish adding your personalized variables, on the top right side of the screen, a preview of the first 5 messages generated will appear.

Use these examples to ensure that your message appears to be set up properly before saving.

Once completed, your message written like:

Your student {firstname}}} was absent on {date}}}.

Will send a message like this:

Your student Sarah was absent on 11/14/2023

Create a Translated Message

First, choose the channels you would like to send your message to, then fill out the message title and optional description, this will only be used/seen in our platform, not when sent out. Toggle on Translate Message?

A second text box will show up on the page. This box will allow you to preview and make edits to your translations.

Once you have written your message, click the Refresh All Translations button to populate the new translation box.

Click Create Message.

Scheduling the Alert

Select the time and days that you would like to have the message send to your community.

Multiple times can be selected by selecting + Add Another Time.

Tip: It is important to set this time for at least 20-30 minutes after we receive the data you are sending from your Student Information System.

Final Steps and Notifications

Our platform offers additional options for verifying your Recurring Alerts are sent out correctly. These settings can be used to confirm certain conditions are met for the alert to be sent.

Only run with new data

The recurring alert will only run if the data has changed since the alert was last sent, the new data must have been received within the current calendar day.

Email notifications

Add email(s) to this section, anyone listed here will receive the email notifications for any settings selected from the options below:

No new data- Email if no new data is received
Sent to zero contacts- Email when this alert is sent to nobody

When you are satisfied with your message, select the Activate Alert toggle and click the Save button.

Deleting a Recurring Alert

In the Recurring Alerts section each Message and Recurring Alert will have a pencil icon and trash can icon to the right of the recurring alert.

Click on the trash can and you will be asked to confirm the deletion.