SMS is a helpful tool to communicate with parents. EnrolHQ uses a unique mobile phone number for each school to ensure that parents can respond to any text messages. We log all incoming and outgoing communication in the system under the Comms Log and in the SMS > Messages report. 

SMS can be sent to individual numbers or as bulk broadcast to hundreds of recipients at a time. 

Schools can either type in their message or create pre-made templates. The SMS can also be automated to go out if a specific trigger occurs, in a similar way that automated emails are sent. 

• To ensure that parents receive important emails (which sometimes can be marked as spam by the email provider). A simple message could ask the parent to check their inbox as they have been sent an important email. 
• To as parents to book into an event that has been created. URLs can be embedded in the text messages.
• To remind parents to upload documents.
• To request confirmation of attendance to an event or an interview.

You need to opt-in to our EnrolHQ SMS messaging service to receive your own unique mobile phone number. 

Please navigate to: www.enrolhq.com.au/sms-apply and complete the following information:

• Your name
• Your contact mobile number
• School name
• Accounts contact email
• Authorise EnroHQ to setup the SMS gateway on your instance on EnrolHQ, understanding the additional fees and charges applicable
• Agree to Terms of Service
• Agree to the Compliance Policy

Top-up the Balance

Once activated, in the top right corner of EnrolHQ, we show your SMS credit balance.

You can set auto top-up amounts to allow for continuous service without needing to contact our team.

Click on ‘Recharge’ to go to https://enrolhq.transmitsms.com where you can add/edit your credit card and set your top-up amounts. You can make manual top-ups as needed or set a threshold to automatically top-up your account when the threshold is reached.

Send Individual SMS

For individual SMS navigate to the Comms Log of the Student Profile. You can now type in your message.

To use a pre-defined template, click on the down arrow on the right of the text box.

When a parent replies to your SMS, EnrolHQ shows a notification in the top right corner.

This will display for all staff until you mark the message as read. The notification will then disappear. Remember that a log of all incoming and outgoing SMS is found in SMS > Messages if you need to look up correspondence.

Send Bulk SMS

For bulk SMS navigate to All Prospective > Select the relevant Student Profiles > Bulk Actions > Send SMS. Choose your template, edit if required, and click Send.

You have the ability to send to all parents that have been selected in your list or remove the duplicates and only send one SMS per family. This is useful when you are sending an Event reminder and a parent has more than one child in EnrolHQ. They will only want to receive one reminder, not three. The checkbox is found in the Bulk SMS template selector.

You have the ability to send to the Primary Carer, the Secondary Carer or All Carers.

Add Templates

To add templates go to SMS > Templates and click on Add

The same merge tags that work in your emails also work in your SMS templates. Please use the merge tag inserter for this.

{{ user_parent.email }} - eddy@enrolhq.com.au
{{ user_parent.first_name }} - Eddy
{{ user_parent.title }} {{ user_parent.last_name }} - Mr Chan

If you remove duplicates in your message, please note that only 'parent', 'school' and 'staff' variables are available to use in the template.

Can I use my existing SMS provider?

No, unfortunately we can't link to other providers.

As a SaaS product - all SMS go through Kudosity.

If you prefer for us to top up rather than creating an account and adding a credit card, it will cost $25 x 12 months (annual line rental) + 9.5c x 2500 = $237.50 (2500 segments) = $537.50 (12 months rental and 2500 segments)

What is the cost of SMS via Kudosity?

• Exclusive mobile phone number for your school to use and receive replies - $25 rental per month.
• SMS credits are available to purchase at $0.095 each.

Why do I need a dedicated phone number?

So that we can link any SMS responses back to your parent chat log. Having your own number means that parents don’t get confused if applying for two or more schools (a lot of schools use EnrolHQ).

Can I have a redirect on my dedicated phone number so people can call it?

Yes. This service is offered for $99/month. That means that if anyone calls your mobile number, it will be diverted back to your chosen school phone number.

What is an SMS segment?

An SMS has a 160 character limit for a single SMS segment. For messages with more than 160 characters, all messages will be segmented with a 153 character limit. A credit is required for every 153 characters you send if your message goes over 160 characters. The additional 7 characters are used for joining multiple segments into one SMS message.

When you construct your message, we will show you how many characters and the equivalent amount of SMS credits you will be using per message. If a parent replies to you, this credit will also be charged to your account.

So, if you send an SMS, ‘Dear {{ User_Parent.firstname }}, Please reply CONFIRM if you are attending our Open Morning Tour tomorrow at 9.30am.’ And they reply CONFIRM, you will be charged for one outbound SMS (under 160 characters) and one inbound SMS (under 160 characters).

How do I see all my inbound SMS?

There is a notifications alert box in the top right corner of EnrolHQ that will show any new unread messages. You can also run a report of all inbound and outbound SMS through SMS > Messages

What if someone asks to opt out from SMS?

There is an opt-out toggle in the Comms Log under the chat window. Activating this will exclude the parent from getting any bulk SMS and disable the chat facility.

Can you SMS overseas numbers?

Yes, you can send internationally. Our system will automatically detect the destination based on the recipient's mobile number and adjust sender IDs in order to deliver it. 

What needs to be considered, however, is available features and regulations in the region you are sending to. 

Example SMS Templates

Dear {{ user_parent.first_name }}, This is the Enrolments Team at Demo College. We've just sent you an important message via email. Please check your inbox including SPAM. Text STOP to opt-out.

Dear {{ user_parent.first_name }}, We are looking forward to seeing you tomorrow at our School Tour at 9am. Reply Y to confirm your attendance. Demo College. Text STOP to opt-out.

Dear {{ user_parent.first_name }}, Thanks for confirming. Here are directions and transport options. https://tinyurl.com/14w53 Demo College. Text STOP to opt-out.

There may be times when a parent would like to receive the SMS again after opting out. To do this, please read these instructions:

How do I remove contacts from the Global Opt-Out list?