Campaigns
One message by an approved template to many: a class's guardians, the staff, or a list from a file, now or at a time you choose, with a report of what arrived.
Open the page in SchoolOSWhat it is for
When the school wants to write to every family or to a class: a fees reminder, an event's date, or each family's remaining fees from an Excel file. A campaign is made as a draft, its messages are checked before sending, and then its report shows line by line.
Who uses it
The page opens for whoever holds “View WhatsApp campaigns”, to look only, or “Send WhatsApp campaigns”, to work in it. In the built-in roles: Owner. A group grants these to any role under Settings → Roles and permissions, and everyone sees only what is within their own scope.
Step by step
- Press “+ New campaign”, type its name, choose its kind — service or optional — then the approved template.
- Choose the audience: guardians (by school, stage, grade and class), staff (by school and job title), or a list from an Excel or CSV file; then “Create the draft”.
- On the draft: choose where each of the template's variables comes from, upload the template's header file if it starts with a picture or a file, and check the first three messages.
- Choose “Now” or a set time, then “Send to…” and confirm.
- Follow the report on the campaign's page, export it to Excel, and resend what failed once it has finished.
How it works
A service campaign is about the family itself and reaches everyone chosen. An optional one ends with the stop link and takes only optional templates; to guardians it reaches only those who consented, and to a list from a file every number except those who withdrew consent. Guardians get one message per number, its variables the guardian's name, the children's names, the class and the school. A list from a file: the first row is the column headings, the phone column is found by itself, 5,000 rows at most, and the file itself is not kept; “Download the list template” gives a column per variable that fills it by itself. No campaign goes before every variable has a source. Sending starts within two minutes of its time, and a message cannot be recalled once sent. A campaign goes back to draft if its template is no longer approved or its header file is more than 29 days old. A scheduled or running campaign is cancelled after a confirmation, moves to “Deleted” and comes back from there as a draft. Meta bills the group for every campaign message, on the group's own account with it, and marketing ones cost more; they are not part of SchoolOS's price. Only someone holding “Send WhatsApp campaigns” creates or sends campaigns.
On the page
- Narrow the campaigns by status and audience.
- “WhatsApp templates”: the templates campaigns are sent by.
- Scheduled, sent and drafts.
- The campaigns, and the cancelled ones under “Deleted”, which come back as drafts.
- Each campaign's template, audience, kind, status, time, and how many it reached. Open a name for the draft or the report.
- “+ New campaign”: the name, the kind, the template and the audience.
Part of these flows
Questions
- Why is my template not in the list?
- Only templates Meta approved show; an optional campaign shows only the optional templates that carry the stop link.
- Why were some numbers “skipped”?
- Each one's line says why: an invalid number, no consent, stopped messages, or a blocked number.
- I sent a campaign with a mistake. Can I withdraw it?
- A message cannot be recalled once sent. If it is still sending, cancel it from its page, so those not yet reached are not.