> For the complete documentation index, see [llms.txt](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/en/send-message/notices.md).
# Notices
Write a school notice, send it to chosen people, and later see who has read it.
**Where to go:** in the left menu, **Communications → Notices**. Do this on a computer. **Before you start:** be an Admin, Academic coordinator, Teacher or Office staff ([who can do what](#roles)). The people you send to must already be in the app.
A notice is an announcement from the school: a title, some text, and up to three files if you like. A person with an account sees the notice in the app. A person without an account is counted too; an SMS is the way to reach them ([Sending an SMS](#task-sms)). An SMS goes only to guardians: a notice for students only sends no SMS, even if the students have a phone number. Someone with no phone number cannot be reached, and you are told this before you publish.
[Give a notice](#task-main) · [Choosing who gets it](#task-who) · [See who has read it](#task-report) · [Public link](#task-public) · [SMS](#task-sms) · [Problems and fixes](#trouble)
**On this page**
* [How to get to this page](#arrive)
* [Give a notice](#task-main)
* [How to know the notice went](#confirm)
* [Other situations](#other)
* [Choosing who gets it](#task-who)
* [Urgent and normal notices](#task-important)
* [See who has read it](#task-report)
* [Public link](#task-public)
* [What a person sees who gets the link](#task-public-page)
* [Sending an SMS](#task-sms)
* [Edit, withdraw, copy](#task-manage)
* [Problems and fixes](#trouble)
* [Who can do what](#roles)
* [Learn more](#more)
***
## How to get to this page
**From the menu:** in the left menu press **Communications**, then **Notices**.
**By search:** press the search button at the top and type "notice".
**From an SMS approval task (Admin and Academic coordinator):**
1. In the bar at the top you see **SMS approval pending:** .
2. Press **See**. → The **SMS for this notice** page opens. Carry on from step 3 of [Sending an SMS](#task-sms).
***
## Give a notice
1. Open **Communications → Notices**, then press **Give a notice**.
→ **New notice** opens. At the top are three steps: **Write and attach**, **Who gets it**, **Check**.
2. Write the **Title** (up to 140 letters) and the **Notice text** (up to 5,000 letters).
3. If you like, add files with **Attach files**. Up to 3 files, each up to 5 MB. PDF, JPG, PNG or WebP are fine. A phone HEIC picture is not; make it a JPG first.
4. Tick the boxes you need:
| Box | What happens when ticked |
| --------------------------- | ------------------------------------------------------------------------------------------- |
| **Urgent** | The notice counts as urgent ([Urgent and normal notices](#task-important)) |
| **Pin to the top** | The notice stays at the top of the board |
| **Show on the website** | The notice gets a link ([Public link](#task-public)) and also appears on the school website |
| **Pin on the home page** | Only after **Show on the website** is ticked. The notice stays on the website home page |
| **Also ask to send an SMS** | A request for an SMS goes to an admin for approval ([Sending an SMS](#task-sms)) |
Pick **Valid until**. After that date the notice leaves the board. Leave it empty for **No end date**.
5. Press **Next step**. If you like, press **Keep as draft** first; **Draft saved** shows, and you can come back and finish later.
→ The **Who gets it** step opens.
6. Choose who gets it from the tabs at the top, then add people from the list ([Choosing who gets it](#task-who)). If nobody is chosen, **Choose at least one person** shows.
7. Press **Next step**.
→ **Check before publishing** opens with the counts: **Will get it in the app**, **SMS only**, **Cannot be reached**, and the total.
8. Press **Publish**. → The box **Publish this notice?** shows, with the same counts.
9. Press **Yes, publish**.
→ The notice is published and you go to the notice page. If you ticked **Show on the website**, a **Public link** box shows first: copy the link now and press **Done**. The link is shown only this once.
> **Remember:** nobody gets the notice until you press **Publish** and **Yes, publish**. After publishing, who gets it cannot be changed.
***
## How to know the notice went
Open the **Notices** list. In the notice's row look at **Status**, and at **Seen**, for example **12 of 48**.
| Status | What it means |
| ------------- | ----------------------------------------------------------- |
| **Draft** | You only saved it. Nobody has it. |
| **Published** | People are getting it. |
| **Withdrawn** | You withdrew it. It has left everyone, and the link is off. |
If a box or message did not show, see [Problems and fixes](#trouble).
***
## Other situations
### Choosing who gets it
The **Who gets it** step has tabs at the top. Open one tab and use the filters to find people.
| Tab | Who it finds |
| --------------------------- | ----------------------------------------------------- |
| **Guardians** | Guardians of the students in a class or section |
| **All teachers and staff** | Staff by role |
| **Students** | Students of a class or section |
| **By name** | Staff or students, by typing a name |
| **Failed an exam** | Students who failed one exam, or their guardians |
| **Fee due** | Everyone with an unpaid fee that is past its due date |
| **Low attendance** | Attendance below the percent you give |
| **Shift, version or group** | People in one shift, version or group |
You can take people from the list in two ways:
* Tick a few and press **Add to chosen list**.
* To take everyone, press **Add all matching**; the number shows in brackets.
At the bottom a bar such as **Chosen (30)** shows. Press it to open the **Chosen list**. To drop someone, press **Remove from chosen list** on their row; **Back to the list** takes you back to the search. One notice can have at most 5,000 people.
### Urgent and normal notices
| Type | Where it shows |
| ---------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Normal** | In the notices list and the home card. A notification also goes to the app. |
| **Urgent** | Everywhere a normal one does, and a warning bar on the dashboard of each person with an account, until they press **Mark as read** (or **I have read this** on the notice). |
In both cases an app notification also goes to people who allow notifications. A phone can mute it or it may not arrive, but the notice is always in their list. An SMS is a separate choice, in [Sending an SMS](#task-sms).
### See who has read it
1. In the **Notices** list press the notice's name. → The notice opens.
2. Press the **Who has read it** tab.
→ At the top the numbers **Total**, **Seen in the app**, **Opened the link**, **I've read it**, **Could not be reached**. Below, a table: **Name**, **For**, **Seen**, **Link opened**, **I've read it**.
3. To find people, pick from **Show**: **Everyone**, **Seen**, **Not seen yet**, **I've read it** or **Could not be reached**.
People with no account in the app are here too. When they open the SMS link, their row shows **Yes** under **Link opened**. **I've read it** appears only for an urgent notice, when someone presses **I have read this**.
### Public link
When you tick **Show on the website**, the notice gets a link. Anyone who has the link can read the notice without logging in. Once the school website is published, the notice is also listed on that public website (see [School website](/schoolmanagerp-docs/en/settings/website.md)). Notices you ticked this way before also appear there after the site is published. If you do not tick it, only the people it was sent to read it. A personal link sent by SMS also opens without logging in, so if someone forwards that SMS, whoever gets it can read the notice too.
Look at the **Public link** part of the notice page.
| You press | What happens |
| --------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Copy link** | The link is copied and **Link copied.** shows. The link is shown only once, when it is made; to copy it again you need **New link**. |
| **New link** | The box **Make a new link?** shows. If you confirm, the old link stops working, and people who have it cannot open the notice. The new link is shown once. |
| **Turn off the link** | The box **Turn off the public link?** shows. If you confirm, the link stops working. People it was sent to can still read it in the app. **The public link is off.** shows. |
After you turn the link off, to get a link again, **Edit** the notice and tick **Show on the website** ([Edit, withdraw, copy](#task-manage)).
A link always lasts as long as the notice. At any time you can make a new link, turn the link off, or withdraw the notice.
**When the school's data is restored from a backup:** the earlier links of the notices in that backup stop working, and so do the personal links sent by SMS for them. A backup made before the notice board existed has no notices, so restoring it leaves notices and their links as they are. If someone says a public link does not open, check the notice and make a new public link. Personal links already sent by SMS cannot be made again; people with an account can still read the notice in the app ([Restore from a backup](/schoolmanagerp-docs/en/settings.md#task-restore)).
### What a person sees who gets the link
The link starts with `/n/`. Anyone can open it; no login is needed.
* The page shows the school's name, the **Published** and **Edited** dates, the title, the text, and a **Files** part.
* The files come as links: press **Open** and the file opens. Pictures are not placed on the page.
* If the link is off, the notice is withdrawn, or the link is wrong, the same message shows every time: **This notice is not available**. The real reason is not shown.
Each person who gets an SMS gets their own link. Opening it counts only that person's reading.
### Sending an SMS
An SMS never goes by itself. An admin must approve it first, and SMS costs credits.
**Asking:**
1. When you write the notice, tick **Also ask to send an SMS**. Or after publishing, in the **SMS** part of the notice page press **Ask for an SMS**.
→ **SMS requested. An admin will look at it.** shows. In the **SMS** part the status becomes **Waiting**.
**Approving or declining (whoever has the approval permission):**
2. On the notice page, in the **SMS** part, press **Look at the SMS**.
→ The page **SMS for this notice** opens. It has the **SMS text**, the letters and parts count, **SMS credits it will use**, and a table of people who may get it: **Name**, **For**, **Phone**, **Send**.
3. To leave someone out, untick **Send** on their row. A person with no phone shows **No phone number**; a person who said no shows **Asked not to get SMS**.
4. Press **Approve and send**, or press **Decline** to send nothing.
| You press | What happens | Credits used |
| -------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------ |
| **Approve and send** | **SMS on their way: 30.** shows. One SMS per person, each with their own link, is queued to send. The status becomes **Approved**. Whether each SMS reached the phone shows later in the [Message log](/schoolmanagerp-docs/en/send-message/message-log.md). | Yes |
| **Decline** | The box **Decline this SMS?** shows; if you confirm, **SMS declined. Nothing was sent.** shows. The status becomes **Cancelled**. | No |
5. After a decision the request can only be read: **This request is already decided. You can only read it.**
Whoever asks, an admin's own request goes through this same step. Without the approval permission the SMS page does not open; it says **Only an admin can look at the SMS request.** If the notice is withdrawn or ends while a request waits, the request closes: **The notice is no longer live, so the SMS cannot be sent.**
### Edit, withdraw, copy
These buttons are in the notices list and on the notice page.
| Button | What it does |
| ------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Edit** | Change the text, files, urgent and end date. Who gets it cannot be changed. |
| **Withdraw** | The box **Withdraw this notice?** shows. If you confirm, it leaves everyone and the link is off. **Notice withdrawn.** shows. It cannot be turned on again. |
| **Copy** | **A new draft was made from this notice.** shows. The draft keeps the same people. Open it, check the **Chosen list** and remove anyone who should not get it, then publish. |
In the **Notices** list you can search by title and filter by **Status**. A teacher or office staff member sees only the notices they wrote.
***
## Problems and fixes
| What you see | What to do | Who can help |
| ---------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------- | ------------ |
| **Write a title** / **Write the notice text** | Fill in the box. | — |
| **Choose at least one person** | Add someone in the **Who gets it** step. | — |
| **At most 3 files** | Remove one file. | — |
| **This file type is not allowed** | Use PDF, JPG, PNG or WebP. | — |
| **Make it JPG** | Save the file as JPG and add it again. | — |
| **Could not publish. Try again.** | Press **Retry**. | Admin |
| **The notice is published, but the public link could not be made.** | Press **Retry**. The notice has gone; only the link is missing. | Admin |
| Many people under **Cannot be reached** | They have no phone number or account. Add a phone number to the guardian's details. | Admin |
| Someone says the link does not open | The link is off, the notice is withdrawn, or the school's data was restored. See [Public link](#task-public). | Admin |
| **Only an admin can look at the SMS request.** | Ask an Admin or Academic coordinator who can approve. | Admin |
| **Not enough SMS credit. Nothing was sent, and the request is still waiting. Top up, then approve again.** | Buy SMS credit, then open the SMS page and press **Approve and send** again. | Admin |
| **Your earlier click is still being worked on. Wait a moment, then open the page again.** | Do not press again. Wait, then open the notice again to see what happened. | — |
***
## Who can do what
| Role | Write a notice | See and edit all notices | Approve SMS |
| -------------------- | -------------- | ------------------------ | ----------- |
| Admin | Yes | Yes | Yes |
| Academic coordinator | Yes | Yes | Yes |
| Teacher | Yes | Only their own | No |
| Office staff | Yes | Only their own | No |
Other roles read notices but cannot give them. For parents and students: [Notices (parent and student)](/schoolmanagerp-docs/en/overview/notices.md).
***
## Learn more What the boxes mean
| Field | What to enter | Required? |
| -------------------------------------- | ---------------------------------------------------------------------------- | --------- |
| Urgent | Marks the notice as urgent so it stands out in the list. | No |
| Pin to the top | Keeps the notice at the top of the board. | No |
| Public (anyone with the link can read) | Anyone who has the link can read it, without logging in. | No |
| Also ask to send an SMS | Ask for an SMS copy. An admin must approve it first, and SMS costs credits. | No |
| Valid until | After this date the notice leaves the board. Leave it empty for no end date. | No |
How a notice works
How a notice travels
* **App:** anyone with an account gets the notice in the app.
* **SMS:** only after an admin approves, and it uses credits.
* **Link:** you can turn it off at any time.
**Related pages**
* [**School website**](/schoolmanagerp-docs/en/settings/website.md) — notices ticked **Show on the website** are listed there.
* [**Notices (parent and student)**](/schoolmanagerp-docs/en/overview/notices.md) — where parents and students read notices.
***
*Version 0.1.0 · Last verified 2026-11-02*
