Handle the surge when thousands of students and parents need messages at once.
Term-start email that scales, with AI volume planning and staff sign-off
Everything is sent in the same few days
Warmed capacity and queueing handle peaks without throttling.
Student addresses change or go stale
Validation and suppression keep bounces low.
Different departments send differently
Workspaces give each department its own limits and reports.
Deliver time-bound offers and results to applicants, staggered across hours, and use delivery events to find applicants who never received the message. Late notices can be reissued quickly.
Send timetables and room changes to a defined cohort, with segments so one send does not hit tens of thousands of recipients at once. Sends can be paused if needed.
Distribute hall tickets with attachments before exam day, prioritised above routine mail, and track bounces so staff can reissue them by another route. This reduces last-minute calls to the office.
Run weekly or monthly progress notes for parents on a schedule, with unsubscribe handling and suppression of invalid addresses over time. Preferences let parents choose frequency.
Estimate sending volume for results day or term start from previous terms so you can warm capacity early. The forecast guides planning, and administrators set final limits.
Propose a send schedule that spreads large cohort mail across hours to match provider limits. Staff review the schedule and can change it before it is activated.
Draft clear announcements and reminders in simple English, or for translation review, from short briefs. Nothing is sent to students until a staff member approves it.
Flag records with likely typos or aging domains, such as old student accounts, so registrars can correct them. Suggestions are advisory and records are changed only by staff.
AI features are assistive, so administrators review every forecast, schedule and draft and stay in control of what students and parents receive. [Confirm which AI features are available at launch.]
Start ramping capacity several weeks before term or results day, with engaged recipients first, so peak sends are not throttled.
Split big sends by programme, year or batch and schedule them over time instead of mailing everyone at the same minute.
Validate email addresses when records are created or updated, and ask parents to confirm contact details each year.
Let admissions, exams and finance have their own keys, limits and reports so one team's mistake does not slow another's mail.
For critical notices such as hall tickets, have an SMS or portal fallback when email bounces or is not opened.
Use an authenticated sending domain, validate addresses, split the audience into cohorts and schedule sends over time on warmed capacity. Track bounces and deferrals by provider and suppress invalid addresses so later sends stay clean. Review results after each cohort.
Estimate volume from previous years, warm your IPs weeks ahead, validate your lists, and plan staggered batches. Keep a priority stream for critical notices and watch provider deferrals during the send. Test with a small internal cohort first. [Confirm warmup options.]
Often because the sender has no authentication, mails large numbers of new recipients suddenly, or sends from personal accounts. Set up SPF, DKIM and DMARC, use one recognisable From name, and ramp volume gradually. Avoid sending from personal accounts or free mailboxes.
Yes, with separate workspaces or streams. Each department gets its own keys, sending limits and reports, so a mistake in one team's campaign does not delay admissions or exam mail from another. Shared templates can still be reused across workspaces when helpful.
Yes, within message size limits. For large files or sensitive documents, a link to a login-protected page is safer and avoids attachment size problems. Test one sample ticket across major providers first, and keep a reissue process ready for students whose message bounced. [Confirm attachment size limit: [limit].]
Validate on entry, suppress hard bounces after each send, and ask students and parents to confirm details each term. Older alumni and applicant lists should be validated before a large mailing. Keep a simple correction form so families can update details themselves quickly.
AI can forecast likely peak volume from earlier terms and suggest staggered schedules. Administrators review the plan and make the final decision about timing and limits. Forecasts improve as more history builds up. [Confirm which AI features are available at launch.]
It can draft clear announcements and reminders from a short brief. A staff member should review wording, accuracy and tone before approving, since mistakes in admissions or exam notices are costly. Translation needs review too. [Confirm which AI features are available at launch.]
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