SMS Management

Management Area > SMS

The SMS feature in LOL Online Learning Platform is a real-time messaging module specifically designed for educational institutions. This module allows administrators to quickly send course arrangements, class reminders, administrative notifications, safety messages, and promotional information directly to the mobile phones of students and staff through the backend management system. It supports advanced features such as group classification, bulk import of contacts, custom message content, scheduled messaging, reusable phrases, and message status tracking, significantly enhancing administrative efficiency and professionalism.

All SMS messages are charged per "message," with each message limited to 70 full-width characters. Exceeding this limit will automatically split the message into multiple segments and calculate points accordingly.

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Operation Instructions

1. Sending SMS

1. After logging in, navigate to Management Area > SMS > SMS.
2. Click "Add New SMS."
3. Enter the subject and SMS content; reusable phrases can be quickly inserted.
4. Select recipients (specific classes, students, staff, or parents).
5. Set immediate or scheduled sending time.
6. The system automatically calculates required points and estimated sending cost.
7. Click "Confirm Send SMS" to complete the sending process.

2. Bulk Import of Contacts and Sending SMS

1. Click "Import SMS List," download, and edit the XLS template.
2. Fill in fields such as mobile numbers, recipient names, and message content.
3. Upload the file; the system automatically validates data format and imports contacts.
4. Confirm and click to send.

3. Sending Safety SMS

1. Go to Management Area > SMS > Send Safety SMS.
2. Select specific students, classes, or parent groups.
3. Enter SMS content.
4. Click "Confirm Send SMS" to complete sending.

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Use Case Examples

Administrative and Teaching Management

• Promotional Messages: Class announcements, registration links, early-bird offers.
• Class Reminders: Notifications sent a day before or on the day of class.
• Cancellation Notices: Immediate notifications for typhoons or emergencies.
• Exam Notifications: Reminders for mock exams and regular tests.
• Payment Reminders: Alerts about tuition fee deadlines to prevent account suspension.

Student and Parent Communication

• Safety Notifications: Immediate updates when students arrive or leave school.
• Grades Announcements: Notifications about uploaded test results.
• Festival Greetings: Messages for Teacher’s Day, Mother’s Day, or New Year.
• Birthday Wishes: Automatic greetings to increase engagement.
• Absence Notifications: Immediate alerts to parents when a student is absent.

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SMS Overview

Management Area > SMS > SMS

This interface provides an overview of SMS sending data, filtering options, and detailed sending records.

Statistical Overview

At the top of the page, five summary cards display key SMS sending statistics:

• Total SMS Records The total number of SMS messages in the sending list below.

• Received The number of successfully received messages within the sending list.

• Points Deducted Total points deducted for the messages, calculated as "Number of Received Messages" multiplied by "Points per Message."

• Points Refunded Points returned due to message sending failures (e.g., invalid numbers, formatting errors).

• Actual Points Deducted Final, real points consumed, calculated as "Points Deducted" minus "Points Refunded," representing the actual cost for successfully delivered messages.

Filtering and Searching

A comprehensive date picker, along with quick-selection buttons (Today, This Week, This Month), allows administrators to filter records within specific periods. Single-select buttons filter SMS by status: All, Sending, Sent, Scheduled.

Send SMS

Opens the form to send new SMS messages.

Import XLS for Bulk SMS Sending

Supports batch SMS sending by uploading an Excel (XLS) file.

Default Phrases

Manage frequently used SMS templates to save time on repetitive input.

SMS Sending Records

Detailed list of each SMS batch.

Serial number.

SMS Content

Content of each SMS batch.

Received / Points Deducted / Points Refunded

Statistics on successfully received messages, deducted points, and refunded points per batch.

Sending Time

Timestamp of when each SMS batch was sent.

Operator

Staff member who executed the sending operation.

Type

Indicates sending type, e.g., "Bulk" or "Normal."

Status

Overall status of the SMS batch.

Total Summary

Aggregates totals of Received, Points Deducted, and Points Refunded, displaying "Actual Points Deducted" to represent the total points spent.

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Sending SMS

Management Area > SMS > SMS > Send SMS

Administrators use this interface to compose SMS content and precisely select recipient groups.

SMS Content

Text area for entering SMS content. Below it displays: Currently entered x characters, requires x points; 1 point deducted per 67 characters, dynamically calculating points needed.

Clear SMS Content

Button to clear all input from the SMS content area.

Sending Time

Date and time pickers for scheduling the SMS.

Points Required

Automatically calculates total points needed based on the number of selected recipients. Formula: Number of Phones x Points per Message = Total Points.

Confirm Send SMS

Final button to execute sending or scheduling.

Students

Select individual students or entire classes from the "Class" dropdown menu.

Staff

Search by staff username or name, adding individually or selecting all staff.

Other Mobile Numbers

Input box to directly paste or enter additional phone numbers, separated by commas.

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Bulk SMS via XLS Import

Management Area > SMS > SMS > Bulk SMS via XLS Import

This interface allows bulk SMS sending by uploading an Excel file, eliminating the need for manual recipient entry.

Points

Displays current points status with a formula: Current Points - Scheduled Points = Real Points.

Sending Time

Two sending options available:

• Send Immediately: SMS sent immediately upon successful upload.
• Scheduled Sending: Allows administrators to preset a future date and time for automatic sending.

Select XLS to Import

Main area to select the file to upload.

Choose File

Opens the file explorer for selecting the Excel file to upload.

Download XLS Sample Format

Link to download the sample file. Administrators must use the provided format: Office Excel 2003 format, .xls file extension required.

Start XLS Upload

Button to initiate file upload and subsequent sending process.

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Edit SMS Phrases

Management Area > SMS > SMS > Edit SMS Phrases

This interface enables administrators to save frequently used SMS content for quick insertion, avoiding repeated typing.

Phrase Groups

Dropdown to categorize phrase groups.

Add Group

Button to create a new phrase group.

Phrase Group Name

Displays and allows editing of the selected group name.

Phrase Content

Editable table to modify or add multiple SMS templates simultaneously.

Serial number.

Phrase Content

Text of the SMS template.

Action Buttons

• Close Window: Discard changes and close the window.
• Save Updated Phrase Group Data: Save all changes after completing edits or additions.

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SMS Content and Sending List

Management Area > SMS > SMS > Individual SMS Record

Provides a complete report for a single SMS batch, including content, points calculation, and detailed recipient sending statuses.

Sending Time

Timestamp of SMS sending.

Operator

Administrator who executed sending.

SMS Content

Sent message content.

Points

Detailed breakdown of point costs.

Phone

Recipient’s phone number.

Name

Recipient’s name.

Identity

Recipient's contact information and identity.

Sending Time

Exact timestamp each SMS was sent to the recipient.

Status

Delivery status of each message.

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Sending Safety SMS

Management Area > SMS > Send Safety SMS

This specialized tool sends immediate status updates or notifications about students to parents.

Sending Time

Displays current time, non-editable, indicating immediate sending without scheduling.

SMS Content

Text area for composing SMS, with prompt: Use %student% for student's name. The system automatically personalizes messages by replacing %student% with the corresponding student’s name.

Clear SMS Content

Button to clear all SMS content input.

Students' Parents

Select recipients from classes or groups.

Other Mobile Numbers

Input area for additional phone numbers.

Confirm Send SMS

Final button for sending SMS.

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FAQs and Answers

Q1: How can I purchase SMS points?

A: Please contact BlueEyes Technology customer support to complete the contract and payment. Points will appear at the top-right corner of the system after the recharge.

Q2: Can I schedule SMS messages to be sent later?

A: Yes. The system supports scheduling for any future time, automatically sending the messages at the designated time.

Q3: Are points deducted for failed SMS deliveries?

A: No. Points are only deducted for successfully delivered messages. Failed deliveries can be checked in the sending records.

Q4: Can SMS be sent to specific groups or classes?

A: Yes. The system supports filtering recipients by classes, groups, or student lists.

Q5: Can SMS formats be saved as reusable templates?

A: Yes. Use the "Default Phrases" feature to save and reuse SMS templates.

Q6: What happens if mobile numbers in the list have incorrect formats?

A: Incorrect numbers are flagged and skipped by the system, and no points are deducted for them. Regularly updating your database is recommended.

Q7: In the SMS interface’s "Statistical Overview," what key metrics quickly summarize SMS sending activities, especially the meanings of "Points Deducted" and "Actual Points Deducted"?

A: The "Statistical Overview" displays five key metrics: "Total SMS Records", "Received", "Points Deducted", "Points Refunded", and "Actual Points Deducted". "Points Deducted" represents the total points originally calculated for all messages, computed as "Received messages" multiplied by "Points per message." "Actual Points Deducted" is the final points consumed after subtracting "Points Refunded" due to failed deliveries.

Q8: When composing an SMS, how does the system help administrators estimate the cost? What's the billing standard per SMS message?

A: While composing messages in the "Send SMS" interface, the system dynamically displays the message length and required points below the editing area, clearly showing "Currently entered x characters, requires x points." The billing standard is "1 point per 67 characters."

Q9: In the "Send SMS" feature, how can administrators select recipients for SMS messages? How can they include recipients who aren't in the system's existing contact lists?

A: Administrators can select recipients in multiple ways. For students, select from the "Class" dropdown (All students or specific class) and choose "Add individual students" or "Add entire class." For staff, search by username or name to add individually or select all staff. To include recipients not already in the system, administrators can directly paste or manually enter mobile numbers into the "Other Mobile Numbers" input box, separating each number with a comma.

Q10: What is the main purpose of the "Bulk SMS via XLS Import" feature, and what specific format is required for the Excel file uploads?

A: The primary purpose of "Bulk SMS via XLS Import" is to enable administrators to send large-scale batch SMS by uploading Excel files, eliminating manual input of recipients. The Excel file must specifically be in "Office Excel 2003 format," requiring the ".xls" file extension.

Q11: When using the "Bulk SMS via XLS Import" feature, what two sending time options are available, and what's the difference between them?

A: Administrators have two sending time options in "Bulk SMS via XLS Import": "Send Immediately," which starts sending immediately after successful upload, and "Scheduled Sending," allowing administrators to preset a future date and time for automatic sending.

Q12: What role does the "Default Phrases" feature play in SMS management, and how can administrators manage or categorize these saved SMS templates?

A: "Default Phrases" helps administrators manage frequently used SMS templates, significantly saving repetitive typing time. Administrators can manage these phrases by categorizing them using the "Phrase Groups" dropdown menu, create new groups with the "Add Group" button, and simultaneously edit or add multiple phrase templates using the editable table. After editing, administrators save all changes by clicking the "Save Updated Phrase Group Data" button.

Q13: In the "SMS Content and Sending List" interface, what detailed reporting information is provided for each batch SMS sent, particularly regarding delivery details for each recipient?

A: The "SMS Content and Sending List" provides a comprehensive report for each batch SMS, including the batch's "Sending Time," "Operator," "SMS Content," and detailed "Points" calculation. Additionally, for each recipient, the system records their "Phone" number, "Name," "Identity," exact "Sending Time" of the SMS, and the final "Status" clearly showing individual delivery outcomes.

Q14: What is the main use of the specialized "Send Safety SMS" feature, and how does it differ significantly from regular SMS sending in terms of time scheduling and content?

A: The "Send Safety SMS" feature is specifically designed to send immediate notifications about students to parents, such as safety check-ins or alerts. It significantly differs from regular SMS in two ways: regarding time scheduling, the sending time is displayed as current time and cannot be edited, meaning messages are sent immediately without scheduling. Regarding content, administrators can personalize messages by inserting the variable %student%, which the system automatically replaces with each recipient’s corresponding student name, making it uniquely personalized.

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Usage Notices and Important Considerations

• Set up your account password and top-up SMS points before using the SMS module.
• Points are deducted once per message, charged only upon successful delivery.
• Ensure mobile numbers in imported lists start with "09" and have exactly ten digits.
• If integrated with the attendance module, safety messages can be automatically sent upon student check-in/out.
• SMS exceeding 70 characters will automatically split into multiple messages and be billed separately per message.
• Avoid excessive use of special characters or English letters to prevent garbled text issues.

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The SMS module provides LOL platform users with a professional, reliable, and flexible notification tool, widely applicable for marketing, teaching, administration, and relationship management, helping educational institutions efficiently control information flow, enhance service quality, and build parent trust.

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