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System Emails

Josh
  • Updated

Overview

System Emails include templates that are sent out automatically by the system once a form is submitted by a parent or student. This article will discuss the different system email templates, how to update them, and best practices for doing so.

Please note: Some of the System Emails must be enabled under Communication Setup for them to send automatically.

How-To: Edit System Email Templates

System email templates are customizable and can be found by navigating to Settings > Communications > Email Templates, then selecting the System Emails tab.


Click on Edit to the right of the template you want to update. This will open the template editor where you can customize the email. You can also click on the Revert to System Default button to the right of the template at any point if you want to start over with our system default template.


The available system email templates are:

  • Application Thank You Email: This is the thank you email that is sent to the parent once an application form is submitted in the Parent Portal.

  • Contract Split Deposit Due: This communication only applies to schools using our Billing Module and the Split Contracts feature.  This is the email sent after the first payer pays their portion of the deposit. It is a reminder sent to the other parent/payer to prompt them to pay their portion of the deposit/fees.

  • Contract Thank You Email: This is the thank you email that is sent to the parent once the student contract has been submitted in the Parent Portal.

    • Click here to read more about best practices when managing this email and other enrollment-related messaging.

Please note: Contract thank you emails are only sent automatically if they are enabled within the Communication Setup Page (Settings > Communication > Communication Setup) and if the contract submission is performed by the parent. Bulk contract submissions by an admin or contracts subjected to countersign will not trigger the system Contract Thank You Email.

If you are using the countersign or bulk submission feature and would like to learn how to set up an automatic communication plan to trigger a Thank You email post-contract completion, please refer to this article within the How-To Set Up an Automatic Contract Thank You Email section.

  • Failed Payment Notification: Internal-facing email sent immediately upon a failed payment. It will only be sent to those Admin Accounts who have turned on the Failed Payment (immediate) notification from their personal User Notifications page.

  • Failed Refund Notification: Internal-facing email sent automatically when a refund fails. It will only be sent to those Admin Accounts who have turned on the Failed Payment (immediate) notification from their personal User Notifications page. For more insight into failed refunds, please check out the Payments: Refunding a Payment article.
  • Inquiry Thank You: This is the thank you email that is sent to the parent once an inquiry form is submitted. It can go to either Parent 1 or the student, depending on who you set as the recipient in your Communication Setup.

Please note: Do not use salutation merge fields in this template as they will not work.

You must use recipient merge fields to address Parent 1, such as the following:

Recipient Title: {{recipient.name_title}}

Recipient First Name: {{recipient.first_name}}

Recipient Preferred Name: {{recipient.preferred_name}}

Recipient Preferred or First Name: {{recipient.preferred_name_or_first}}

Recipient Middle Name: {{recipient.middle_name}}

Recipient Last Name: {{recipient.last_name}}

Recipient Full Name: {{recipient.name}}

Recipient Suffix: {{recipient.name_suffix}}

These merge fields can be used in combination such as Dear {{recipient.preferred_name_or_first}} {{recipient.last_name}}. Make sure you include a space between the two merge fields so the first and last names are not placed together.
 

  • Invite Contract Signer: For schools using the Dual Signature functionality. This is the email that invites the additional signer for a contract with dual signatures after the first parent has signed.

  • New Application Notification: Internal-facing email that is sent to admins/users when a new application is submitted. It will only be sent to those Admin Accounts who have turned the immediate notification on from their personal User Notifications page.

  • New Billing Account Access Notification: For Billing Schools only. This email gets sent when a contact is added to have shared billing access. It is sent to the Parent/Guardian that was added as a Shared Access contact. Shared Access is when you add an additional parent or payer who can make payments on behalf of a student without being set with a percentage of financial responsibility. For example, you may wish to add a grandparent with shared access so that they can log in and occasionally make payments on behalf of a student. Please note: the grandparent would have to be set up with the relationship type of 'Guardian' to have access to the portal.

  • New Contract Notification: Internal-facing email that is sent to admins/users when a student contract is submitted. It will only be sent to those Admin Accounts who have turned the immediate notification on from their personal User Notifications page.

  • New Inquiry Notification: Internal-facing email that is sent to admins/users when a new inquiry is submitted. It will only be sent to those Admin Accounts who have turned the immediate notification on from their personal User Notifications page.

  • New Payout Notification: Internal-facing email. If an admin has the notification enabled they will receive an email immediately when a payout is initiated. The notification will show the amount and date of arrival to your bank and will also include a link to the payout. It will only be sent to those Admin Accounts who have turned the immediate notification on from their personal User Notifications page. 

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