Finding Broadcast
To begin, head to "More" at the side menu and click on Broadcast.
Upon accessing Broadcast, you will find 3 sections:
Drafts - Broadcasts you haven't sent yet.
Scheduled & Sending - Broadcasts scheduled or currently in the process of being sent.
Completed - All successfully sent broadcasts.
How to Create a New Broadcast
Click the 'New Broadcast' button on the top left corner. A sidebar will appear where you can draft a message, choose recipients, and schedule the time to send.
You can choose between 3 message types:
Email - Supports rich text and attachments. Messages go to the recipient's registered email.
SMS - Plain text only, up to 160 characters. Requires a registered mobile number.
Inbox - Delivered directly to the student's Cialfo inbox. Attachments not supported.
Choosing your Recipients
After drafting your message, go to the Recipients section and select who you want to send the broadcast to. In the Send to field, choose one of the following options: Students only, Guardians only, or Students & their guardians, depending on your audience. If you’d like the relevant counselors to also receive a copy, select the “Include the recipient’s counselors” checkbox.
You can further refine your audience using filters such as Graduation Year or Gender etc. Alternatively, if you would like to manually add recipients that are not part of the filter or group you selected, you can click the 'Add Recipient' option and choose their email address from drop down list.
Sending your Broadcast
Choose to send immediately or schedule for a future date and time zone. Click 'Preview Broadcast' to review before sending.
Delivery Tracking
To verify whether the broadcast has been successfully delivered to all Guardians:
Navigate to Broadcasts from the left-hand menu.
Locate the broadcast you sent and click on it to open the details.
Review the delivery list — any Guardians marked as undelivered will be listed here.
If any Guardians appear as undelivered, you can resend the broadcast or contact those Guardians directly.
Tip: Always check the broadcast delivery report after sending important communications, especially during peak application seasons, to ensure all Guardians have received the message.
Troubleshooting Broadcast Delivery Failures
Occasionally, broadcasts may fail to deliver to some or all guardian recipients. This can happen due to:
Invalid or unregistered email addresses on guardian accounts.
Temporary email delivery issues (e.g. spam filters, email provider outages).
Guardian accounts not yet fully activated (registration not completed).
What to do if a broadcast fails to deliver:
Check the Delivery Tracking section for the specific broadcast to identify which recipients did not receive it.
Verify that guardian email addresses are correct and accounts are active under the student's Contacts section.
If the delivery failure appears to be a platform issue (not a contact data problem), raise a support request via the 'Chat with Cialfo' feature and provide the following information (Name of the broadcast, Date of Broadcast sent, Guardian emails to whom the broadcast was not delivered)
Important: Previously undelivered emails cannot be retroactively resent by the system. Once a delivery failure is resolved, only future broadcasts will be delivered correctly. To re-communicate with affected guardians, create and send a new broadcast.
Removing Broadcasts
To archive or cancel a scheduled broadcast, select it and click 'Archived' at the top right corner. Once a broadcast has been sent, it cannot be stopped.
If you have any questions or need assistance, please reach out to us using the 'Chat with Cialfo' feature.