How do I create an email?

To create an email, select Email > Compose from the left-hand menu.

Contact Recipients

To select who you want to send your email to, click in the Contact Recipients box and this will open the Contact Book.

Note: You can only select students and/or staff, not parents.


Give your email a subject to let your recipients know what the email is regarding.

Do you want to send this message immediately?

This option allows you to send the email message immediately or in the future. If you select Yes, the message will go out as soon as you click Send. If you click No, you can select a date and time using the calendar and this email will be stored in your Emails > Scheduled section located in the left-hand menu until it is sent.

Note: The time automatically sets at 00.00. Remember to change this before clicking Send.

Send to Primary Contacts only

Tick this box if you want the message to go only to the primary contact for each selected student.

Troubleshooting: When sending an email, if the system tells you that some people cannot be sent the message, it is likely you have selected the Send to Primary Contacts only box and the students you have selected to send the email to do not have a primary contact set in ParentMail. To fix this, navigate to Users > List from the left-hand menu and search for the user in question. Once you find their record, enable the tick in the Primary Contact box for the parent.

Send Per Student

Tick this option if you want the parents to each get one message per student.

Send Per Family

This option is ticked by default. This option will de-duplicate and send 1 message per family; parents with more than one student at your school will be sent just one message, rather than a message for each student.

Creating the contents of your Email

Add the contents of the email you want to send in the large text field.

There are several functions available in your toolbar which can help you when composing your messages. Hovering over each one will display a tooltip advising what the function is.

Note: The Student First Name and Student Last Name buttons cannot be used in conjunction with the Send Per Family option and will only work with Send Per Student.

Important: We recommend that you send graphics as attachments and not in the body of the email as we cannot guarantee that these will appear correctly on all parents devices.


To add an attachment to an email click the Upload Attachment button found under the composing box. Search in your documents for the attachment you would like to add and click upload. Once it is uploaded the attachment will show the file name and size in green at the bottom of the page. You can click the uploaded attachment and this will automatically be download to your browser for you to view, and you can remove the attachment by clicking the Delete button.

Preview Paper Copy

Clicking Preview Paper Copy will generate a copy for you to check over and view. The preview will download to the browser as a PDF document.


When you have completed your email and it's ready to go you will find the Send button at the very bottom-right of the page. When clicking Send you will be prompted with a confirmation message advising how many emails will be sent, and how many paper copies will be generated. Click Confirm to send the message.