Managing Data Issues

Data issues are areas in your contact data that Schoolcomms has highlighted an issue with.

Most commonly this is based on the contact details held in Schoolcomms but data issues also flag up any other errors the system may have found after an import.


When viewing your data issues the error column will give details of the data issue. This list can be both filtered and saved.

You can find your data issues in Schoolcomms by going to:

  • Dashboard
  • Management Report
  • Import Data Issues

Data issues include

Permanent Bounce

At least three emails to this address have failed to be delivered. This could be because; the email is no longer active, or there is something stopping emails from getting through on the contact’s side. Check with the contact that this email is still valid, if so you should ask the contact to add your Schoolcomms email address to their safe sender's list on their email account. In order for them to receive emails again you will need to re-enable their contact details from the linked people screen.

SPAM

Your contact has marked your email address as SPAM or junk, blocking the email address.
Check with the contact that they want to receive your emails – if they do you need to re-enable their email address in the linked people screen. If this happens again, ask your contact to add your Schoolcomms email address to your safe sender's list.

Text delivery failure

This means that the last three or more text messages you have sent to this contact failed to be delivered. Most commonly this is because the number is incorrect or invalid. Add the correct number in your MIS, run the Schoolcomms import and then re-enable the contact's mobile number from the linked people screen.

Invalid email/mobile

The email address or mobile number stored in your MIS is in the wrong format. Most commonly too many digits.

Permissions (SIMS Schools only)

If you see a message that says you don’t have the correct permissions in SIMS to run the Schoolcomms import. To resolve this issue you will need to get your SIMS system manager to correct these SIMS Permissions

Please find the relevant link below for information to assist you with deleting leavers:

Delete Leavers SIMS 

Delete Leavers Arbor

Delete Leavers in ScholarPack

Delete Leavers in Bromcom

What are Data issues and why do I need to deal with them?

Every time you run an import Schoolcomms will run a check on your data and if there are any anomalies it will produce a report of Data Issue which you are prompted to view and action any changes will need to be done in your MIS and then the import re-run to remove the Data issue.

A data issue can be anything, but the most common errors are:

Permanent Bounce This message occurs when an email address has become blocked. Email addresses will become blocked when three consecutive messages fail to deliver to the address. To unblock these email addresses, please check the details are correct and then re-enable via Linked People.
Text Delivery Failure This means that the last 5 or more text messages you have sent to this contact failed to be delivered. Most commonly this is because the number is incorrect or invalid.  To unblock these mobile numbers, please check the details are correct and then re-enable via Linked People
SPAM Report

This message occurs when a contact has marked an email message from your school as SPAM.

When this happens Schoolcomms blocks this email address and subsequently stops the contact from receiving any future email messages from your school.

If a recipient does wish to continue to receive messages from your school re-enable their email address via Linked People and ensure they add your Schoolcomms email address to their safe senders list.
Mobile Format This message will occur because the mobile number that has been imported for a contact from your MIS is invalid. This may be because the number is either too long or too short. Open your MIS > Find the student > Find the linked person >  Edit or add a new mobile number for the contact
Email Format This message will appear because the email address for a contact that has been imported from your MIS is invalid. Open Your MIS > Find the student > Find the linked person >  Edit or add a new email address for the contact
SIMS Dinner Money
(SIMS schools only)
A transaction fails to be written back to SIMS

 

SIMS Dinner Money- This Dinner Money payment collected through Schoolcomms failed to be written to SIMS

It could mean that the SIMS user does not have the correct permissions for writing back to SIMS, please ensure they have Receipt Clerk before submitting a Support Request.
Insufficient SIMS Permissions
(SIMS Schools only)
This error means Schoolcomms has tried to read an area of SIMS that the person who ran the import does not have permission to view. To resolve this issue you will need  to change the Permissions for this user in SIMS.
To view the full list of SIMS Permissions click here here

Failure to resolve your Data Issue promptly may result in phone calls from your parents as they may not be able to access School Gateway, receive message and or make payments.

Re-enabling Data Issues

If you have blocked mobile numbers and email addresses showing in your data issues, firstly, you must check with contacts that the information you have for them is correct before enabling any emails or numbers.

  • If the contact information is incorrect, please amend the contact’s MIS record and run an import in Schoolcomms to bring over any changes
  • If the contact information is correct, re-enable their email / mobile number from within Schoolcomms.

Re-enabling contact

  • Go to Dashboard, School Members
  • Search for the Student, click on the Student
  • The Linked People window will open, click on the arrow at the end of the contact with a contact method missing
  • Under Actions click on Re-enable read the warning and confirm that you want to re-enable the contact
  • You will see that the contact method will revert back to include the previously blocked contact method
  • The email address or mobile number will be unblocked and you can send messages to them again