Clovis Unified Instant Connect Training

1
	Revised 08.12.21

a guide to utilizing CUSD’s Instant Connect Notification System

Table of Contents

Logging into to Instant Connect:................................................................................................. 3

2
	Revised 08.12.21

“New Look” Vs Original Look ..................................................................................................... 4 Overview of Instant Connect: My Lists .......................................................................................... 5 Overview of Instant Connect: List Details....................................................................................... 6 Creating a New Message:.......................................................................................................... 7 Creating a New Message: Phone Call ............................................................................................ 9 Creating a New Message: Emails and Texts....................................................................................11 Creating a New Message: Scheduling and Sending............................................................................13 Stopping or deleting a pending message.......................................................................................14 Creating Subset Lists: List by Grades...........................................................................................15 Creating Custom Lists.............................................................................................................16 Custom Templates ................................................................................................................18

Logging into to Instant Connect:

Visit CUSD.com > Quicklinks > Instant Connect

3
	Revised 08.12.21

The system log you in automatically if you are using the CUSD network or will ask for your normal username and password if you are on a personal device or away from the CUSD network

“New Look” Vs Original Look

The functionality remains the same, however there’s some advantages to the new look, such as seeing when a message is scheduled to send and you can search your lists.

Action Menu

Search for Lists

4
	Revised 08.12.21

Click Revert to Original Look or Change to New Look to swap back and forth.

Overview of Instant Connect: My Lists

When you log in you will see lists to the school you are assigned. Usually that includes at least 3 lists (Students, Staff, and Attendance)
If you are missing lists notify the Communications team.

Action Box: Allows you to create new lists, messages, and other actions

5
	Revised 08.12.21

Pencil: Allows you to edit list and create messages for a designated list

Overview of Instant Connect: List Details

Click on the pencil of one of your lists to enter List details.

List Name: Adjust what the list is called

New Message: Set up call, text

or email

Return to “My Lists”

Import Contacts: Used for Custom Lists

Edit Prior Message: Open the Last Message Sent

6
	Revised 08.12.21

List of Members in group

Creating a New Message:

1) SPECIAL NOTE. SAVE and STAY HERE after each step at the bottom of the dialog box
2) Click on the Pencil of the list you want to send to.

3) Click “New Message	Click on Pencil

Click New Message

4) The CREATE MESSAGE Dialog Box will open.

7
	Revised 08.12.21

5) Enter a Title and Select which types of message you’d like to sent.

Use a title for easier use later

You can selects as many as you’d like. We are currently

not using “Email link to Voice Message” or Social Media

Allows text to be translated to Spanish or other languages based on Users “Prefered language

8
	Revised 08.12.21

6)Use the SAVE AND STAY HERE function at the bottom of the page

Creating a New Message: Phone Call 1)For Voice Calls you have 3 options:
1) System Calls your Phone,

i. Input your Phone Number ii. Press record message

2) You Call the system

i. Dial the number and us the ID/Password

3) Record an audio file on your phone and upload to the system

i. Record the message on your phone or other device, email it to yourself and save the file to your desktop

9
	Revised 08.12.21

ii. Click on Import Audio File:

iii. The IMPORT Audio Dialog will open iv. Choose your file

Choose the file

v. Import File

vi. Accept and Proceed

Import file

Accept and

Proceed

2)When your call is loaded in using any of the 3 methods you’ll see “Recording Compete”

10
	Revised 08.12.21

7) Use the SAVE AND STAY HERE function at the bottom of the page

Creating a New Message: Emails and Texts After choosing “Email” and/or “Text” jump to box 3

Select the Type of Email you
want to send

Alt Text enable for

text messages

Email Text Block	Use this to re-
enter HTML Editor	Alt Text Block

1)Choose what type of email you want to send. 1) Text email is basic with no font control
2) HTML Allows for font control, adding attachments and other options.

3) Type your message in the box or use the HTML editor if you choose HTML option

Add Attachments

Type Text Here

4) Click ok.

Add Clickable Links i.e. www.cusd.com

Add images:

NOTE: if your images come in rotated incorrectly use a photo editor to rotate and rotate back to
the correct orientation

11
	Revised 08.12.21

2)For Text Messages: *Note* 140 Character Limit on Text Messages

1) If your sending just a text message you can use the main block

USE THIS AREA IF SENDING TEXT ONLY

2) If sending an Email and Text Message, Set the Alternative Type Message drop down to “Text Message”

Character Counter

Change To Text Message

Email Content Here	Write Text Message content here

12
	Revised 08.12.21

3) Note the Character Count to ensure under 280 Characters or it will send a clickable link with the rest of your message

Creating a New Message: Scheduling and Sending After the previous steps for message creation are completed and ready to go:

1)Use this area to schedule when the message goes out.

Check here to schedule message

Choose Date and Time

Set End time if you want to make sure calls don’t occur
after say 9 pm.

2)Leave this area for the most part as is unless phone number is incorrect

Check this number for accuracy

13
	Revised 08.12.21

3) Schedule and save

Stopping or deleting a pending message

Once a message is sending or scheduled you’ll see “Pending” next to your list.

1) If you need to delete or stop a scheduled message: i. Put a check mark next to the list

Choose list you	Select Action want to stop

ii. Select Stop Message Now From the Drop Down Menu

Stop Message now

iii. Click Stop Sending Messages in the Dialog Box.

14
	Revised 08.12.21

iv. Refresh your screen and it should say “Stopped”

Creating Subset Lists: List by Grades If you want to create a list of all 1st graders

1) Choose Create Subset List from the Action Dropdown Menu 2) Type a list name in i.e. Boris 1st Grade
3) Choose list you want to pull from ie (Boris Students) 4) Choose Grade in the Filter Set
5) Click Use Dropdown list

6) Set Filter i.e. is greater than or equal to 1st grade for all students 1st through 6th
7) Click “ADD” and repeat if more modifiers needed (ie 1st and 3rd graders = Grade is equal to 1 ADD Grade is Equal to 3 ADD)
8) Select ok

Create Subset List

Potential Modifiers:

If you want “1st Grade & 3rd Grade”: Grade = “1”>ADD and Grade = “3” >Add

If you want “1st through 6th Grade”: Grade “is Greater Than or Equal to” “1” >Add

Set List Name

Set Which list to pull from (most like your “school
name students”

Change this to Grade

Check this box

Set Modifiers

15
	Revised 08.12.21

Add and Stack Modifiers

Creating Custom Lists

To create a list not auto generated from Instant Connect (i.e. Parent Teacher Association). These lists will not automatically update if a student transfers schools.

1) Generate a Spreadsheet in Excel or export from Q with

Student ID #	Create a List

2) Chose Create List

3) Enter Title

4) Import Contacts

5) Choose File

Name your list

16
	Revised 08.12.21

Import Contacts

6) If you want to synchronize contact info using Student ID check the box “Load Data from Master List that Matches Imprted Contact ID
Choose your Excel File

7) Import File

8) Assign Data Fields
a. If using student ID make sure that “Contact ID” is Mapped to
the Student ID category

Import File

Link contact information

Make sure field are mapped correctly Including Student ID to Contact ID if synchronizing Data

Accept and Proceed

17
	Revised 08.12.21

9) Accept and Proceed

Custom Templates

Each School Site has a custom email template built for you to use.

To access is click “edit HTML email” then Click the Template Button.

Then Choose your site’s template

18
	Revised 08.12.21

Edit the body of the message