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Notification Settings & Management

Roles: School Admin (configure), All Users (manage preferences)

Notifications keep the school community informed about important events, updates, and activities. This guide covers how to configure notification settings, manage user preferences, send bulk notifications, and troubleshoot delivery issues.

Notification Types

The system supports multiple notification channels:

  • Push Notifications - Pop-up alerts on the 4SCH mobile app
  • Email Notifications - Sent to registered email addresses
  • In-App Notifications - Listed in the bell icon when you're signed in

Overview​

Notification System Components​

1. System Notifications (Automatic)

  • Triggered by system events (new assignment, exam scheduled, etc.)
  • Sent automatically based on rules
  • Users can enable/disable specific types

2. Custom Notifications (Manual)

  • Created by admins
  • Sent to selected user groups
  • Can include images and custom messages

3. Notification Channels

  • In-App - Always available, no configuration needed
  • Push - Requires Firebase Cloud Messaging (FCM) setup
  • Email - Requires SMTP configuration (Settings → Email Settings)

🔔 User Notification Preferences​

Every user can control which notifications they receive.

Accessing Notification Settings​

For Students/Parents/Teachers:

  1. Log in to your account
  2. Click on Profile or Settings icon
  3. Go to Notification Preferences or Notifications
  4. You'll see a list of notification types

For Admins:

  • Same process, but you have additional bulk notification options

Enabling/Disabling Notification Types​

Common Notification Types:

For Parents:

  • ☑ Attendance Alerts - Child marked absent
  • ☑ Fee Reminders - Payment due dates
  • ☑ Assignment Notifications - New homework assigned
  • ☑ Exam Announcements - Upcoming exams
  • ☑ Result Publication - Grades available
  • ☑ General Announcements - School-wide messages
  • ☑ Transport Alerts - Route changes, delays

For Students:

  • ☑ Assignment Deadlines - Homework due soon
  • ☑ Exam Reminders - Upcoming tests
  • ☑ Grade Notifications - Results published
  • ☑ Announcements - Important school news
  • ☑ Timetable Changes - Schedule updates

For Teachers:

  • ☑ Assignment Submissions - Student submitted work
  • ☑ Leave Requests - Leave approval needed
  • ☑ Admin Messages - School management communications
  • ☑ Exam Schedules - Exam duty assignments

How to Configure:

  1. Check/uncheck boxes next to each notification type
  2. Click Save or Update Preferences
  3. Changes take effect immediately
Recommendation

Keep critical notifications enabled:

  • Parents: Attendance alerts, fee reminders
  • Students: Assignment deadlines, exam reminders
  • Teachers: Assignment submissions, admin messages

📱 Push Notification Setup (Mobile App)​

Push notifications appear on mobile devices even when the app is closed.

For Users: Enabling Push Notifications​

Step 1: Install Mobile App

  1. Download the school's mobile app from App Store (iOS) or Play Store (Android)
  2. Log in with your credentials

Step 2: Grant Notification Permission

  1. When prompted "Allow notifications?", tap Allow
  2. If you accidentally denied, go to phone settings:
    • iOS: Settings → [App Name] → Notifications → Allow Notifications (ON)
    • Android: Settings → Apps → [App Name] → Notifications → Allow Notifications (ON)

Step 3: Configure Preferences

  1. In the app, go to Settings → Notifications
  2. Choose which notifications you want to receive
  3. Save preferences
Battery Optimization

On Android, disable battery optimization for the school app to ensure notifications are received. Go to Settings → Battery → Battery Optimization → Select app → Don't optimize.

For Admins: Configuring Push Notifications (FCM)​

Push notifications are delivered through Google's free service, Firebase Cloud Messaging (FCM). You need a free Firebase project for your school, and you'll paste two pieces of information from it into 4SCH.

Prerequisites

Step 1: Get the FCM details from your Firebase project

  1. Open your project at console.firebase.google.com
  2. Click the gear icon and choose Project Settings
  3. Open the Cloud Messaging tab
  4. Make a note of:
    • Server Key — the long string under "Cloud Messaging API (Legacy)"
    • Sender ID — a short number near the top of the page

Step 2: Paste them into 4SCH

  1. Sign in as School Admin
  2. Go to Settings → FCM Settings (also labelled Settings → Push Notifications on some setups)
  3. Fill in the form:
    • FCM Server Key — paste the Server Key
    • Sender ID — paste the Sender ID
  4. Click Save

Step 3: Send a test notification

Follow the steps under Sending Bulk Notifications to send a test alert and confirm it pops up on a phone with the app installed.

Need a hand?

The full step-by-step Firebase walkthrough (with screenshots) lives in the Integration Guides. If you get stuck, 4SCH support can also walk you through it on a short call.

📧 Email Notification Configuration​

Email notifications are sent to users' registered email addresses.

Configuring Email (Admin Only)​

4SCH sends email through your school's chosen email service. You enter the connection details once, then 4SCH uses them whenever it needs to send an email.

Step 1: Open Email Settings

  1. Sign in as School Admin
  2. Go to Settings → Email Settings

Step 2: Fill in the form

The page shows a single form. Fill it in using the details supplied by your email provider:

  • Mail Driver — usually smtp
  • Mail Host — the server address from your provider (e.g. smtp.gmail.com, smtp.office365.com, smtp.sendgrid.net)
  • Mail Port — the port your provider uses (typically 587 for TLS, 465 for SSL)
  • Mail Username — usually the email address you're sending from
  • Mail Password — the password your provider expects (for Gmail/M365 this is an App Password, not your normal login password — see the tip below)
  • Mail Encryption — tls or ssl (match what your provider tells you)
  • Mail From Address — the address parents see as the sender (e.g. school@example.com)
  • Mail From Name — the display name parents see (e.g. "ABC School")

Step 3: Send a test email Click Send Test Email, enter any address, and click Send. The message should arrive within a few seconds. When you see it land, click Save to keep the settings.

Common providers

ProviderMail HostPortEncryptionNotes
Gmailsmtp.gmail.com587TLSUse an App Password, not your normal Gmail password
Microsoft 365 / Outlooksmtp.office365.com587STARTTLSUse an App Password if 2-Step Verification is on
SendGrid (good for bulk)smtp.sendgrid.net587TLSMail Username is the word apikey, Mail Password is the SendGrid API Key
Gmail & Microsoft 365 App Passwords

For Gmail or Microsoft 365 accounts with 2-Step Verification turned on, you need to generate an App Password to use in the Mail Password field — your normal account password won't work.

Paste the generated password into the Mail Password field in 4SCH.

Sending lots of emails?

Free Gmail accounts cap at around 500 messages a day. If your school sends thousands a week (e.g. termly report cards to every parent), use a dedicated bulk-email service like SendGrid or Mailgun — set it up the same way using the details on that provider's site.

Email Templates​

Customize email notification templates:

Step 1: Access Email Templates

  1. Go to Settings → Email Templates
  2. You'll see templates for different notification types:
    • Fee reminder
    • Attendance alert
    • Exam announcement
    • etc.

Step 2: Edit Template

  1. Click Edit on a template
  2. Modify:
    • Subject Line - Email subject
    • Body - Email content (supports variables like {student_name}, {class}, {date})
  3. Use provided variables to personalize emails
  4. Click Save

Available Variables (examples):

  • \{school_name\} - Your school name
  • \{student_name\} - Student's full name
  • \{parent_name\} - Parent's name
  • \{class\} - Student's class
  • \{date\} - Current date or event date
  • \{amount\} - Fee amount (for fee notifications)

📣 Sending Bulk Notifications​

Admins can send custom notifications to specific user groups.

Creating a Custom Notification​

Step 1: Access Notification Center

  1. Log in as School Admin
  2. Go to Communication → Notifications (or Send Notification)

Step 2: Create Notification

  1. Click Send Notification or Create New
  2. Fill in details:
    • Title (required) - Notification headline
    • Message (required) - Notification content
    • Image (optional) - Attach image (for visual notifications)
    • Send To (required) - Select recipient group

Send To Options:

  • All Users - Everyone in the school
  • All Students - All enrolled students
  • All Parents - All guardian accounts
  • All Teachers - All teaching staff
  • All Staff - Non-teaching staff
  • Specific Class - Students in selected class/section
  • Custom - Manually select individual users

  1. Choose delivery channels:

    • ☑ Push Notification (if push is set up)
    • ☑ Email (if email is set up)
    • ☑ In-App (always available)

  2. Click Send or Schedule

Example:

Title: School Closure - Weather Alert
Message: Due to heavy rain, school will be closed tomorrow (March 18). Online classes will be held as per timetable. Stay safe!
Image: [Upload weather alert graphic]
Send To: All Users
Channels: Push + Email + In-App
Scheduling Notifications

Some systems allow scheduling notifications for future delivery. Use this to prepare announcements in advance and send at optimal times.

Bulk Notification Best Practices​

Do:

  • ✅ Keep messages concise and clear
  • ✅ Use descriptive titles
  • ✅ Send time-sensitive info via Push
  • ✅ Use "All Users" sparingly (avoid notification fatigue)
  • ✅ Proofread before sending (can't be recalled)

Don't:

  • ❌ Send marketing/promotional content
  • ❌ Send non-urgent messages late at night
  • ❌ Include sensitive personal info (use secure channels)

Frequency Guidelines:

  • Daily: Announcements, reminders (in-app/email)
  • Weekly: Newsletters, updates (email)
  • As-needed: Urgent alerts (push)
  • Avoid: Multiple messages per hour

🔍 Viewing Notification History​

Track sent notifications and delivery status.

For Admins​

View Sent Notifications:

  1. Go to Communication → Notification History (or Sent Notifications)
  2. You'll see a list of all notifications sent:
    • Date and time sent
    • Title and message
    • Sent to (recipient group)
    • Delivery channels used
    • Read/unread status (for in-app notifications)

Delivery Reports:

  • View how many users received/opened notifications
  • Check failed deliveries
  • Export delivery reports for records

For Users​

View Your Notifications:

  1. Click the notification bell icon in the header
  2. See list of notifications you've received
  3. Click to read unread notifications
  4. Mark as read or delete

🛠️ Troubleshooting​

Push Notifications Not Received​

Problem: Users not receiving push notifications on mobile app

Possible Causes & Solutions:

  1. FCM not configured

    • Go to Settings → FCM Settings
    • Confirm the FCM Server Key and Sender ID are filled in (and free of leading/trailing spaces)
    • Send a test notification to confirm it's working

  2. User didn't allow app permissions

    • Ask user to check phone Settings → Apps → [School App] → Notifications
    • Ensure "Allow Notifications" is ON

  3. Battery optimization blocking notifications (Android)

    • Go to Settings → Battery → Battery Optimization
    • Find school app and select "Don't optimize"

  4. User logged out of app

    • Notifications only received when logged in
    • Ask user to log back in

  5. Outdated app version

    • Update to latest version from App Store/Play Store

  6. Firebase project misconfigured

    • In your Firebase project, confirm the Android package name and iOS bundle ID match the build of the 4SCH mobile app your school is using
    • If you've recently rotated your FCM Server Key in Firebase, paste the new one into 4SCH

Email Notifications Not Sent​

Problem: Emails not being delivered

Solutions:

  1. SMTP not configured

    • Go to Settings → Email Settings
    • Confirm all SMTP fields are filled in (Mail Host, Mail Port, Mail Username, Mail Password, Mail Encryption, Mail From Address)
    • Click Send Test Email to confirm

  2. Wrong email credentials

    • Double-check the Mail Username and Mail Password
    • For Gmail / Microsoft 365 with 2-Step Verification, you must use an App Password — see the App Password tip above

  3. Emails going to spam

    • Ask users to check their spam / junk folder
    • Ask them to add your school's sender address to their contacts
    • Use a professional sender address from your school's own domain (not a free gmail.com address)

  4. Port blocked by firewall

    • If Send Test Email reports a connection timeout, try another port (e.g. switch between 587 and 465)
    • Ask your hosting provider whether outbound SMTP ports are restricted

  5. Wrong email address on file

    • Open the user's profile and check the email field for typos

  6. Daily sending limit reached

    • Gmail: 500 emails / day
    • Microsoft 365: 10,000 emails / day
    • For higher volumes, use a dedicated email service like SendGrid or Mailgun — set it up using the same Email Settings form

In-App Notifications Not Showing​

Problem: Notifications not visible in the bell icon

Solutions:

  1. User hasn't refreshed page

    • Ask user to refresh browser (F5)
    • Or log out and back in

  2. Notification preferences disabled

    • Check Settings → Notification Preferences
    • Ensure desired notification types are enabled

  3. Browser cache

    • Clear browser cache
    • Try incognito/private mode

  4. Session expired

    • Log out and back in

"Notification Already Read" Issue​

Problem: Notification shows as read even though user didn't open it

Cause:

  • Notification opened on one device (e.g., mobile app)
  • Syncs across all devices as "read"

This is normal behavior - notifications are user-specific, not device-specific.

📊 Notification Analytics​

Track notification effectiveness.

Metrics to Monitor​

Delivery Metrics:

  • Total notifications sent
  • Successfully delivered
  • Failed deliveries
  • Bounce rate (emails)

Engagement Metrics:

  • Open rate (how many users opened)
  • Click-through rate (if notification has links)
  • Time to open (how quickly users read)

Channel Performance:

  • Push vs Email effectiveness
  • Best time to send (morning vs evening)

Optimizing Notifications​

Based on Analytics:

  1. Low open rates? → Improve titles, send at better times
  2. High unsubscribe? → Reduce frequency, improve relevance
  3. Email bounces? → Clean email list, verify addresses

🔐 Privacy & Compliance​

User Privacy​

Respect User Preferences:

  • Don't send to users who've disabled notifications
  • Honor unsubscribe requests immediately
  • Don't share contact info with third parties

Data Protection:

  • Don't include sensitive personal info in notifications
  • Use secure channels for confidential communications
  • Comply with data protection laws (GDPR, etc.)

Opt-Out Management​

Allow users to:

  • Disable specific notification types
  • Unsubscribe from emails (include unsubscribe link)

Don't:

  • Force users to receive all notifications
  • Make opt-out difficult to find
  • Re-enable notifications without consent

🔗 Related Features​

Summary Checklist​

For Admins (Initial Setup):

  • ✅ Configure FCM for push notifications
  • ✅ Set up SMTP for email notifications
  • ✅ Test all notification channels
  • ✅ Customize email templates
  • ✅ Document notification policies

For Users (Daily Use):

  • ✅ Enable notifications for your role
  • ✅ Allow push notifications on mobile app
  • ✅ Keep email address updated
  • ✅ Check notifications regularly
  • ✅ Disable unwanted notification types

For Admins (Sending Notifications):

  • ✅ Choose appropriate recipient group
  • ✅ Write clear, concise message
  • ✅ Select right delivery channels
  • ✅ Send at optimal times
  • ✅ Monitor delivery and engagement

Notifications keep your school community connected and informed. Configure them properly, respect user preferences, and use them wisely! 🔔📱✨

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