Email Student Schedules

Jackrabbit offers you multiple ways to send emails and student schedules to your students and families. Note:  Email Families & Email Student Schedules from Families > All Families must be selected as user permission in order to use this functionality. To learn how to update User permissions, see Manage User IDs.

Email Students

Depending on why you are sending the email and which students you want to communicate with, select from one of the following options: 



Email Students from All Families or All Students

  1. Select which menu you prefer to use to send the email.
    • Go to the Families (menu) > All Families (filter the grid as needed).
    • Go to the Students (menu) > All Students (filter the grid as needed).
  2. Select the checkbox in the 1st column for the students you want to include in the email. To select all students in the grid, leave the checkboxes in the 1st column blank.
  3. Click the Send a Message (icon)and select Email from the drop-down menu.
  4. Define your audience in the pop-up window (deselect all the recipients with the exception of Students).
  5. Click Next: Add'l Settings.
  6. Complete the Additional Settings and click Next: Composer to open the Message Classes page.
  7. Select a Template if desired and the email Type (plain text or HTML).
  8. Enter an Email Subject Line and Message.
    • We recommend you compose your email message in the Jackrabbit email editor. If you copy/paste from another application (ie. Microsoft Word), there may be hidden code that will affect how your email appears to your intended recipient.
  9. Click Attach File, Insert Image, or Choose from Dropbox to attach files and add images if needed. See the Help Article Email Attachments and Images for more details.
  10. Click Preview List.


  11. Clear the checkbox for any students you want to omit. You can clear the Check All header checkbox to remove every email address and then select only specific students.
  12. Click Send Now to send the email right away or select Send Later to schedule the email to be sent at a later time. See our Help article Schedule an Email for more information.

Email Students in All or Selected Classes from the Classes (menu) > All Classes

  1. Go to the Classes (menu) > All Classes.
  2. Select the checkbox in the 1st column for the classes you want to include. To select all classes in the grid, leave the checkboxes in the 1st column blank.
    • Only students with email addresses on their student record will be sent an email.
  3. Click the Send a Message (icon) and select Email from the drop-down menu.
  4. Leave only the Students selected in the Define Audience pop-up window and click Next: Add'l Settings.
  5. Complete the Additional Settings and click Next: Composer to open the Message Classes page.
  6. Select a Template if desired and the email Type (plain text or HTML).
  7. Enter an Email Subject Line and Message.
    • We recommend you compose your email message in the Jackrabbit email editor. If you copy/paste from another application (ie. Microsoft Word), there may be hidden code that will affect the way your email appears to your intended recipient.
  8. Click Attach File, Insert Image or Choose from Dropbox to attach files and add images if needed. See the Help Article Email Attachments and Images for more details.
  9. Click Preview List.


  10. Clear the checkbox for any students you want to omit. You can clear the Check All header checkbox to remove every email address and then select only specific students.
  11. Click Send Now to send the email right away or select Send Later to schedule the email to be sent at a later time. See our Help article Schedule an Email for more information.

Email Students in a Single Class from the Classes (menu) > All Classes

  1. Go to the Classes (menu) > All Classes.
  2. Click the row menufor the class and select Email/Text Class to open the Email/Text Class page. The class name and current enrollment are displayed.
  3. Select a Template if desired and the email Type (plain text or HTML).
  4. Enter an Email Subject Line and Message.
    • We recommend you compose your email message in the Jackrabbit email editor. If you copy/paste from another application (ie. Microsoft Word), there may be hidden code that will affect the way your email appears to your intended recipient.
  5. Click Attach File, Insert Image or Choose from Dropbox to attach files and add images if needed. See the Help Article Email Attachments and Images for more details.
  6. Using the Search Criteria, add additional students to the email.
  7. Select who to Send Message To. You can send to Contacts, Students and Staff, Contacts and Students, Contacts and Staff, Contacts Only, Students Only, or Staff Only.
    • Change the drop-down to Yes if you would like to Include Opt Out Emails.
  8. Select a reply email address from Email Replies Sent To, which includes the email addresses of all User IDs and Locations in your database. Note: The main email address in Organization Defaults is also sent a copy of the email.
  9. Click Preview List.


  10. Clear the Check All header checkbox and select only the students from the class. If you leave all the checkboxes selected, emails will be sent to all contacts for the class, including students, contacts, and instructors.
  11. Click Send Now to send the email right away or select Send Later to schedule the email to be sent at a later time. See our Help article Schedule an Email for more information.



Email Student Schedules

You have to option to email student schedules from the Students (menu) or from a Family or Student record.

When you are entering the text for your email message, use Shift+Enter to create single spacing between lines and the Enter key for double spacing. 



Email Student Schedules from the Students (menu)

You can use this option to send multiple or individual student schedules. The Send Later option is not available when emailing student schedules.

  1. Go to Students (menu) > Email Student Schedules to open the Email Student Schedules page.
  2. Select a Type. For a full explanation of Type, see Email Type - HTML or Plain Text.
  3. Enter an Email Subject Line.
  4. Decide if you want to Include Logo Image. Note: You must have uploaded your logo under the Gear (icon) > Settings > General > Organization Logo.
  5. Enter a Header. Click Attach File or Insert Image to attach files and add images to the Header if needed. See the Help Article Email Attachments and Images for more details.
  6. Compose the email.
  7. Enter a Footer if applicable. 
  8. Click Attach File, Insert Image or Choose from Dropbox to attach files and add images to the Header if needed.  Note: Dropbox attachments can be included in the Footer only.


  9. Select from the following Search Criteria (Who do you want to email?):
    • Use the Family/Student Search Criteria, Class Search Criteria, and Additional Search Criteria sections to select the recipient(s). At least one Class Meets checkbox (day of the week) must be selected under Class Search Criteria.
  10. Make selections for which student schedules to email in the Schedules section. Select from the following:
    • Session
    • Categories
    • Class Status (defaults to Active, you can select more than one status)
    • To include Future Enrollments, change this setting to Yes.
  11. Enter your Display Settings. These settings tell Jackrabbit what you'd like displayed (or not displayed) in the email. For example, if you don't want the instructor's name included, set Show Instructor to No.
  12. Select who to Send Email To in the Recipients section. You can send to Contact and Students, Contacts Only, or Students Only. The contact/student must have an email address on record.
    • Contacts will receive the current schedules of all students in the family.
    • Students will receive their current schedule only. 
    • If you would like to Include Opt Out Emails, change the drop-down to Yes.
    • Select a reply email address from Email Replies Sent To, which includes the email addresses of all User IDs and Locations (Gear icon > Settings > General > User IDs).
  13. Click Preview Email List.
    • Click any Preview link to preview the email. You can also clear a checkbox next to an email to prevent it from sending. When you are satisfied with the previewed list and email message, click Send Email.


    • A Success pop-up message will display when the emails are successfully sent.

Sample of a Sent Email Schedule

Sample Confirmation Email

Your organization will receive a confirmation email. The recipient(s) email address is shown at the bottom.

Email Student Schedules from a Family or Student Record

The Send Later option is not available when emailing student schedules.

  1. Locate the family or student record.
  2. Click the Email Schedules button to open the Email Student Schedules page.
  3. Select Recipients from the family contacts, additional email addresses, and replies.
  4. Select Schedules and Display Settings. 
  5. Compose the email message. Add attachments or images if applicable.
  6. Click Preview & Send.
    • Click any Preview link to preview the email. You can also clear a checkbox next to an email to prevent it from sending. When you are satisfied with the previewed list and email message, click Send Email. Note: This preview is being generated from a Family record.


    • A Success pop-up message will display when the emails are successfully sent.

Sample of a Sent Email Schedule

Sample Confirmation Email

Your organization will receive a confirmation email. The recipient(s) email address is shown at the bottom.

An emailed schedule is available in a family's email log (Family Misc tab > View Sent Emails button) for 365 days. When you are sending emails to multiple recipients, a contact found more than once via the search criteria will only receive ONE email; they will not receive the email multiple times.

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