Summary
The Communications module lets you message learners and staff at scale. You can send one-off messages, run SMS and email broadcasts to audiences, save reusable templates, schedule sends, and configure your channel settings. This guide shows how to send your first broadcast and keep your messaging consistent.
Who This Guide Is For
- SDP admins and coordinators who send learner notices
- Marketing or operations staff running campaigns
- Anyone responsible for bulk SMS or email at a training provider
Prerequisites
Before you begin, ensure you have:
- An SDP or admin account with communications access
- Configured SMS and/or email channel settings
- A clear audience (learners, a cohort, or staff)
- Consent to contact recipients (POPIA compliance)
Step 1: Open the Communications Hub
Navigate to Communications → Overview.
The dashboard shows recent sends, delivery activity, and scheduled messages. Use it to confirm a campaign went out and to monitor delivery.
Tip: Always confirm channel settings are configured before your first send — an unconfigured SMS or email channel will fail silently for recipients.
Step 2: Configure Channel Settings
Navigate to Communications → Settings.
Set up your sending channels — SMS sender details and email sender identity. Get these right once and every broadcast inherits them.
Step 3: Build Reusable Templates
Navigate to Communications → Templates.
Create templates for messages you send repeatedly (enrolment confirmations, fee reminders, session notices). A good template library keeps tone consistent and saves time.
Step 4: Create a Broadcast
Navigate to Communications → Broadcasts.
- Click New Broadcast
- Choose the channel (SMS or email)
- Select or search the recipient audience
- Pick a template or write the message
- Review the recipient count and preview
Step 5: Send or Schedule
From the broadcast:
- Send to deliver immediately, or
- Schedule it for a future date and time
Scheduled messages appear in the hub and can be cancelled before they go out.
Step 6: Monitor Delivery
Back on Communications → Overview, check delivery activity for your broadcast. Investigate failures — they usually point to bad numbers, missing emails, or channel settings.
Common Mistakes to Avoid
- Sending before configuring settings: Confirm SMS/email channels are set up first.
- No consent: Only message recipients who have consented (POPIA).
- Skipping the preview: Always preview and check the recipient count before sending.
- One-off messages instead of templates: Use templates for recurring notices to stay consistent.
Verification Checklist
Before relying on the module, verify:
- Channel settings are configured for SMS and/or email
- At least one template exists
- A test broadcast reaches a small audience
- A scheduled message appears in the hub
- Delivery activity shows successful sends
Next Steps
- Manage Learners — Build the audiences you message
- CRM — Track contacts and outreach
- POPIA Data Handling — Stay compliant when messaging