Groups, Email, & SMS FAQ

Why is my school-defined group not displaying in the 'Find Groups' query?

The default 'Find Groups' query has a filter in place that only displays a group if it has more than 0 members.

If you are looking for a group that you recently created and likely doesn't have any members yet, remove this filter and 'Run Query' once more. Your group should display even if it has 0 members.

How do I prevent someone from receiving a welcome email?

Sometimes, a welcome email shouldn't be sent to someone for a variety of reasons. To prevent someone from receiving a welcome email, you should create a "Welcome Email Sent" individual event for that person by following the steps below.

The Events tab on a person record. Add a new event using the Add Record... button.

  1. Navigate to the relevent person record and click on the Events tab.
  2. Click the Add Record... button.
  3. In the Student Event column, ensure that the value is "SYS: VC Welcome Email Sent".
  4. Fill out the rest of the columns as you see fit and then click Update.

How can I control channel permissions?

Channel security comes with more granularity and nuance than other areas to reflect the varying workflows that your communication office may have. It is important to fully comprehend how security for channels work so you can best utilize this functionality.

The security roles selected in the View Content tab determine who can (at least) view all users' content in this channel. Users with one of the active security roles can also author content for this channel, but anything else is determined by permissions set in the Create Content tab.

In its simplest terms:

  • The Create Content tab determines how users can interact with their own content within the channel
  • The View Content tab determines if the permissions granted through the "Create Content" tab extend to other users' content within the channel. A user with an active security role can also select this channel from the dropdown menu in Composer, allowing them to create content in Composer to this channel. 

To understand this better, let's look at three different scenarios and how different combinations affect what they can do within the channel.

PermissionsWhat Can They Actually Do
  • has a selected security role in View Content tab
  • has "Author + Publish + Edit Channel" permissions on the Create Content tab
User can write new content and publish/edit any content (including others) in the channel.
  • does not have a selected security role in the View Content tab
  • has "Author + Publish + Edit Channel" permissions on the Create Content tab
User can write, publish, and edit their own content and send it through this channel, but cannot view other users' content in this channel.
  • has a selected security role in View Content tab
  • does not have "Author + Publish + Edit Channel" permissions on the Create Content tab
User can create their own content via Composer and save it to the channel, as well as view other users' content in the channel, but cannot edit or publish any content through the channel.

You may also find the following articles helpful:

If I run the "Send Welcome Emails" procedures, will this send a welcome email to users that have already received one?

If you need to send out multiple rounds of welcome emails, it's only natural to worry that you may be unintentionally spamming some unsuspecting parent's email inbox with multiple welcome emails. Well, fear not! Anyone that receives a welcome email through the "Send VC Welcome Email" procedure has a "VC Welcome Email Sent" event automatically added to their record.

The VC Welcome Email Sent event was added on 2/24/17. Sarah has not received a welcome email since this date!

 The Send Welcome Emails procedures ignore any individuals that already have this individual event on their record. If you opt to send welcome emails through Composer instead of using the procedures, you should manually create a "VC Welcome Email Sent" event for them — you can learn how to do this here.

When someone sends an email via a distribution list, where to the replies go?

When sending emails through a distribution list in Veracross, it is important to know exactly who will receive replies from members on the distribution list who wish to send a response email.

The Email Distribution List field pulled into a Groups query. CLicking on the distribution list link opens your default email client.

Clicking on a distribution link in a query result opens up your default email client; therefore the "reply-to" address is always the sender's email address.

You may also find these articles helpful:

Can I add my own custom group if there is a group that I need to have in the database that is not in the Find Groups query?

Yes! Schools can create their own, custom school-defined groups that live in the "School Defined" group category section of the Find Groups query. Each of these groups also has their own distribution lists created, so you can bulk email all members of this school-defined group.

A blank group record. This record appears when you create new groups from the System or Calendars homepage. 

To create your own group, perform the following steps:

  1. Begin from either the Calendars homepage or the System homepage.
  2. Hover over the "+ Add" button in the upper-right corner of the homepage and select "Add a Group" from the list below.
  3. Fill the fields to indicate what this group is for — the Description field and the School Year field are required.
  4. Populate the group with the various people you'd like in the group using the green "Add Record..." button.
  5. Click Add Group to create the group.

You may also find the following articles helpful:

How can I allow an email address not associated with a person in Veracross to use distribution lists (i.e., whitelist it)?

In cases where someone not listed in your school's database needs to be able to use distribution lists, you can grant them permission to use distribution lists through the email whitelist. Examples for when this could occur are:

  • A member from the community not directly tied to the school is interested in volunteering to do mailings
  • A general office account (e.g., admissions@school.org) needs to send to distribution lists but it is not associated with a particular person in the database.

Selecting "Email Whitelist" from the Add menu on the System homepage brings up this screen, allowing you to an an email to the whitelist. 

To add new people to the email whitelist, perform the following steps:

  • Begin from the System homepage, click into the +Add menu, and select the "Email Whitelist" option.
  • Fill in the email address of the person you want to whitelist and click "Add Email Whitelist".
  • When you want to give this person access to distribution lists, toggle the Enabled flag to YES and click Update.

You may also find the following articles helpful:

Why did Google flag a message as potentially unsafe?

While we and our email service provider do our best to keep up with industry best practices in email management, it is not a perfect process, especially where spam and phishing prevention are concerned. Every email client has its own methods for identifying spam and phishing attempts, and those methods are constantly changing. Google, in particular, is known to be a fast-moving target. 

The message that you're seeing from Google indicates that the message is getting flagged because the "From" name matches a name in your organization but the message is coming from a domain that it doesn't recognize. If Google allows you to whitelist the following domains and/or IP addresses, we recommend doing so in order to ensure emails are delivered:

Domains
  • mail1.veracross.com
  • mail2.veracross.com
  • mail3.veracross.com
  • mail4.veracross.com
IP Addresses
  • 166.78.70.65
  • 166.78.70.68
  • 23.253.183.37
  • 159.135.234.152
In addition to whitelisting the above domains and IP addresses, it may also help if you add the following email addresses to your organization-wide contact list:
  • m@mail1.veracross.com 
  • m@mail2.veracross.com
  • m@mail3.veracross.com
  • m@mail4.veracross.com