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Information for Advanced Users

Definitions​

Parent Letter​

A parent letter contains the information for the legal guardians and is addressed to various recipients.

Recipient​

From the system's perspective, the recipients are the various pupils e.g. from classes or class groups. Therefore, a parent letter can have multiple recipients.

Addressee​

The addressees are the various persons behind the recipient (pupil). These persons receive the parent letter by email. Addressees include, for example:

  • Father / Mother
  • Legal guardian relatives / other legal guardians
  • Guardians / legal representatives
  • Foster parents
  • School companions
  • Contact person ASD / Youth Welfare Office
  • etc.

Advantages​

With this approach, you do not have to worry about including all addressees of a pupil when choosing the recipient list. The authorised addressees are stored centrally in edjufy and are used exactly for each parent letter. So if another person is added to the addressee list of a pupil, this is stored accordingly in the system and you do not have to worry about including this person in the next parent letter.

You simply select the pupils (recipients) and the system automatically sends the parent letter to all stored addressees.

Stages within a Parent Letter​

When sending a parent letter, we log the various stages that each addressee goes through within the messaging process.

These stages are:

  • Sent
  • Received
  • Read
  • Answered

Sent​

A message is considered Sent when the email has left the edjufy email system. Between the action Send Parent Letter (see Create and Send Parent Letter) and the email leaving, approximately 1-2 minutes pass.

Received​

A message is considered Received when the mail server / email provider of the addressee has confirmed the proper receipt of the email. This way, you can immediately see in edjufy when an email could not be delivered, for example because the email address no longer exists.

There are several cases in which an email could not be delivered:

  • The addressee's mailbox is full
  • The email address no longer exists
  • Temporary maintenance work at the email service

edjufy automatically attempts redelivery depending on the error message. The second attempt is made after just a few minutes and further attempts after one hour. If the traffic light is still red for an addressee at Received 6 hours after sending, please check the email address or contact edjufy support.

Read​

A message is considered Read when the addressee

  • has opened the email (there may be system-related limitations if the addressee's email program does not allow tracking. In this case, the parent letter remains marked as unread in edjufy.)
  • downloads an attachment (download button in the email)
  • opens the parent letter in edjufy (this also applies to users who join the school during the school year and read older parent letters in edjufy)

Answered​

A message is considered Answered when the addressee, for parent letters with response type

  • Extended Read Confirmation, has confirmed acknowledgement or
  • Response, has answered all questions and submitted them