Communication: How to Email through CCP MAX

Using the Communication Menu, CCP MAX users can send emails directly from within ChildCarePro®. All invoices and system alerts are automatically distributed through the platform.

To send emails to contacts—such as parents, staff, or board members—email credentials must be configured for each CCP MAX user who will be sending messages. Users can also categorize outgoing emails by type. Both settings are managed through Left Menu > Setup.

Please take the time to read the Email Regulations

Setting up your Outgoing Email Credentials #

NOTE:  This would have been completed in your setup, however, you can set up more than one outgoing email credentials to help you email out from more than one email account. 

To setup an outgoing email credential:

1. Go to the left menu,
2. Setup
3. Communication
4. Outgoing email Credentials
5. Click the “+ Add Outgoing Email Credentials”
   1. Please avoid from deleting any previously entered email credential

Setup a Communication Category #

When sending out emails to the contacts, the user may choose to categorize the type of emails being sent out (i.e. Fundraising, General, Health Advisory, Newsletter, etc).  The list of categories of emails must first be setup from the Left Menu > Setup > Communication > Communication Category menu.  Once setup, when creating an email to be sent to contacts, the user will choose the category from a drop-down list. 

To setup:

1. Go to the left menu
2. Setup
3. Communication
4. Communication Category
   1. To edit an existing description – click the edit pencil
   2. To add a new description – click the “+ Add Communication Category”
   3. Enter your new description
   4. Click the SAVE icon to save

Sending an Email to Contacts through CCP MAX #

The user may send emails directly from the ChildCarepro® application. From the Left Menu > Communication, the user will select the role of the person who should receive the email.  The user may filter by child, grant provider, home provider resident, personnel, professional, school, school division or subsidy provider). When choosing Child, the user is sending the email to the child guardians. 

Tab 1: Contacts

1. Select the role = child
2. Start date 
3. End date
4. Location = select the location
5. Additional filters = select all that apply to refine your selection
6. Click GO

The system will now display a list of children with their guardians/ parents that are the main account holders, along with their email addresses.

From this list, select with a blue checkmark, the emails you would like to include in your outgoing email communication.

When done, click the NEXT button.

Tab 2: Message

• Email Credentials = Select which email address you wish to use
• Email Priority = select from dropdown list
• Email Category = select from dropdown list
• Email Subject = subject line
• Email Body = Enter you email content – tab off when complete
  • The system will now display a NEXT button
  • Click NEXT to review

Tab 3: Summary

• The system will display a summary of the number of email communications you are about to send out.  When satisfied, click the POST

NOTE:  Before posting, should you need to make any adjustments, please click on the previous tabs to make your changes. 

Sending and Email with Attachments

At this time you cannot email out directly from CCP MAX with attachments. You can however, copy all email addresses from your Communication email address search and then paste those addresses as BCC into an new email through your provider.

Tab 1: Contacts

1. Select the role = child
2. Start date 
3. End date
4. Location = select the location
5. Additional filters = select all that apply to refine your selection
6. Click GO

The system will now display a list of children with their guardians/ parents that are the main account holders, along with their email addresses.

Then, click on the COPY icon to copy all email addresses to your clipboard.