Finding Broadcast
To begin, head to "More" in 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.
Note : The 'Previous version' button will appear for the schools only if the previous version of the broadcast exists.
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. You can further refine your audience using filters such as Graduation Year or Gender. Alternatively, click 'Search Recipients' to manually add recipients by email.
Sending your Broadcast
Choose to send immediately or schedule for a future date and time zone. Click 'Preview Broadcast' to review before sending.
If you choose Schedule Broadcast, you will also need to select a time zone. By default, this field is automatically populated with your default time zone, but you can change it if needed before scheduling the broadcast.
Delivery Tracking
To verify whether the broadcast has been successfully delivered:
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 recipients marked as undelivered will be listed here.
If any recipients appear as undelivered, you can resend the broadcast or contact those recipients directly.
Tip: Always check the broadcast delivery report after sending important communications, especially during peak application seasons, to ensure all recipients have received the message.
Removing Broadcasts
To archive or cancel a scheduled broadcast, select the broadcast and enable the Archived toggle in the top-right corner. Once a broadcast has been sent, it cannot be canceled or stopped.
Troubleshooting & FAQ's
Why Aren't My Broadcast Emails Being Delivered?
Occasionally, broadcasts may fail to deliver to some or all 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 email addresses are correct and accounts are active under the student's Contacts section.
If the delivery failure appears to be a platform issue, raise a support request via 'Chat with Cialfo' and provide the broadcast name, date sent, and affected email addresses.
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 users, create and send a new broadcast.
What should I do if the Previous Version button appears when no previous version exists?
The Previous Version button is only displayed when an earlier version of the broadcast is available. If you notice the button appearing even though no previous version exists, refresh the page and try again. If the issue persists, please contact Cialfo Support via Chat with Cialfo and share the broadcast details so the team can investigate further.
Need Help?
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you’re unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].