Manage and view Message Tracking reports

The Message Tracking report may become your favorite tool as it provides comprehensive insights into message delivery and engagement. It allows admins to view detailed contact information, listen to audio messages, and print out user details. Additionally, the report includes tabs for viewing the actual message content and detailed message information, making it easier to analyze and improve communication strategies.

Before moving forward in this article, be sure to check out the overview article for District Administrators, “Manage and view reports” to understand which report might be best for you in each scenario.

This article will show you how to generate a Message Tracking report.

What can I see in a Message Tracking report?

• data on every message type
• data on each individual school or all schools pulled together (for district administrators)
• a status if message is still sending or completed
• progress capture (click the progress icon)

Let’s go through the steps involved in generating a Message Tracking Report.

Step 1: Reports > Message Tracking tab

Navigate to the Reports area > click to open the Message Tracking tab.

You can also find Message Tracking in the Messages category by scrolling down a bit. 

Step 2: Configure which messages you want to track

• School: Allows district administrators to view reports from all schools, or just from one selected school, whatever the preference. School administrators and principals only have the ability to run this report for their individually assigned school.
• Message Category: Select All or only the categories you’d like to see data on.
• Data Range: Set a range to display only those messages sent during the desired range.
• Sort by: Choose how you’d like your results to display on the screen:
  • Start Time
  • Message
  • School
  • Total Recipients
• Delivery: Select only messages sent by specific delivery method(s).
• Status: This is an area that is set to show all messages that are:
  • Current: The message has entered the queue and is currently processing.
  • Future: The message is scheduled for some point in the future.
  • Complete: Once a message has fully sent, it will change to “Complete.”
  • Color Progress Bar: Check the colors on the progress bar next to the delivery method that will represent the success of the message send of successful versus unsuccessful deliveries.
    • Green bar: Successful deliveries
    • Blue bar: Failed deliveries

Step 3: Click Generate report

When you have set your report criteria, click the Generate report button. See your results populate below.

Step 4: Analyze your report results

Click the Filter options bubble to collapse your filters and have more room on your screen to view your results. 

Delivery method icons

You will see these icons representing different delivery methods in your reports:

Here's more information about your report analysis columns:

• Message Column: Don’t remember which message the row refers to? Click the message to open it in a new window. Back arrow to get back to your report.
• Type Column: Here you'll see icons reminding you which delivery modes were used in a particular message. Hover on each icon to learn which type it is.
• School Column: Learn which campus sent the message.
• Start Time Column: See the time when a message send process was initiated.
• Status Column: This status tells you where the message currently resides within the sending process.
• Total Column: How many total messages are included and being sent.
• Progress Column: The colors on the progress bar represent successful versus unsuccessful deliveries with a colored bar:
  • Green bar: Successful deliveries
  • Blue bar: Failed deliveries

• Click the Arrows at the bottom right to view more results.
• Print or Export your results to be able to manage them in a way that works best for you and your team.
  • Print: Opens up your Print Preview window. Select Save as PDF if you’d like to send a digital snapshot to someone.
  • Export Report window:
    • Download results: The report results will be downloaded as a .csv file.
      • Email results: Enter an email address to have these results emailed to you.

Check message progress tabs in Progress Column

Hover on the delivery method icon in the Progress Column to get more information!

Click on the delivery method icon in the Progress column to drill down a bit deeper. A new window will open. 

Here you can learn more about those that were delivered versus undelivered, including:

Progress tab

The progress wheels provide visuals of the percent of messages that were delivered or undelivered to recipients.

• • Here you can see totals and percentages with a key under each wheel.

Content and Details tabs

• Content tab: See the actual message that was sent out to each delivery mode or channel, and even Print the message out with the Print button at the bottom.
• Details tab: View all message details listed out for your convenience, including: message category, sender, recipients (and even click to View recipients), time created, time sent, whether blackout times were followed, and more. Print message details out for your records or to use for your analyses.

Step 5: Schedule report

You can schedule a report to be generated on a regular basis. Maybe your financial officer wants a weekly report or your cafeteria managers need a report weekly to have available for parents needing to know their students’ lunch balances.

Here’s how to schedule a report:

• Configure the settings for the report you’d like to schedule.
• Want to check to make sure it’s what you want? Click Generate report to have a look.
• Click the Schedule button in the bottom right corner.
  • Report name: Give your scheduled report a name that helps you easily identify it in your list of all reports.
  • Send time: What time will the report be pulled?
  • Repeat weekly on: How often do you want this report to be generated and sent?
  • Send to: Enter email addresses who will receive this report on the scheduled date/time.