May 22, 2018Karol Wojtyła

Before sending emails make sure you have put your school’s email settings into your SchoolMate account.

School Administrators can send emails from various points in the system. An important point is that because of the GDPR, when sending emails, you must specify the nature of the email: Sales, Marketing, Contract Related or Other. If the person to whom you want to send the email does not have this type of email marked on their consents as a Yes, then they will not be sent the email. You will find more about this lower down this page under Types of Emails


Here an email can be sent to all students in selected groups:

filter groups


Here an email can be sent to all selected students and parents:

filter students


And the same for teachers:

filter teachers

Emailing to all (or selected) users in the school:

If you want to email all teachers, students and parents and other users, you can also do it here:

School Admin – Communication – Email – Create Mailing.

sending credentials to students

Now, you need to select who you want to send an email to:

  1. Open the Address book.
  2. Select the people you want to email.
  3. Click Select.

Select receivers

Email details:

There is a default email address held in SchoolMate for your school, but you fill in your details so people see the email is from you and reply to your email address.

email details

Token values:

These allow you to personalise each email. Each recipient will get an email addressed to them and with their own log in details if included in the email.

To send a message and access details to any user: teacher, student, parent etc., you only need to use [first name], [last name], [login] and [password]. The token values with parent in them are if you want to send access details of the parent to the child.

Here is an example:

token values

Email Templates:

If there is an email message which you use frequently, you can can create it and store it under templates . Go to School Admin – Communications – Email Templates – Add templates .

create a template

In the screen that appears:

  1. Name the template.
  2. Click on the token values you want in the template.
  3. Add the template text.
  4. Click Save at the bottom of the screen.

create a template

To use a template select it from the drop-down:

email templates

The template will then fill the Content Section:email content section


These can be attached to emails

upload files

Types of Emails:

Individuals can choose not to receive certain types of emails in the consent settings on their student card. When you are about to send an email to a group of people, select the type of email it is and anyone who has asked not to receive emails of that type will be excluded from the email recipients.

types of emails

Email Test:

If you want to check an email before you send it, insert your email here and you will receive a test

Related Tutorials:

Email Settings

Google Gmail Settings