Email Templates#

Email Templates are a way for standard content to be laid out for specific actions.

Merge fields can be added to the templates from a list of available fields. These values will be replaced when the respective message is generated and allow you to insert custom information.

Tip

Some templates come pre-defined with default values, they are usually part of a process. You are free to customise each as you desire, some must contain certain merge fields in order for them to be able to complete their function. See Pre-Defined Templates

Template List#

To view or edit an email template click the Email option under the Templates side bar item.

Each template will be shown within its own panel. A description of the purpose of the template and where it is used is shown beneath the name.

Editing a Template#

To edit a template variant, click the corresponding edit button. This will open the template for editing.

The information about the template is shown on the left of the screen, here you can update the Subject and view the name and description.

Each email template variant has two versions, a text and a HTML version. This is important because some users might be using an email client that is configured to not allow HTML emails. You can update the content of the email by selecting the relevant tab and typing the desired text into the box (or editing the HTML).

Tip

For the HTML version you can edit the content using the WYSIWYG editor or by switching to ‘Source’ view and entering HTML directly (Directly editing the HTML is the recommended approach as you’re in complete control).

Caution

Be sure that you update both versions when updating a variant of a template. If you don’t there will essentially be two different emails being sent to users.

Once you have completed your updates, click the Save button to save your changes.

Tip

Providing both a HTML and Text version of an email helps reduce the emails likelihood of being classified as spam by email providers.

Pre-Defined Templates#

These templates come pre-defined, they are used for specific functionality throughout the application.

Caution

You will be unable to save a template if it doesn’t contain the required merge fields.

Tip

It’s recommended that you include at least one method for the user to contact you in every email template. This allows the user to easily find contact information should they receive an email in error or have another concern. Including contact information also helps to reduce the likelihood of emails being classified as spam.

The following merge fields are available within all email templates:

  • {{HomePageLink}}

    • This is replaced with the home page link of your school.

  • {{School.EmailAddress}}

    • This is replaced with your schools support email address as configured within the School Email Address setting.

  • {{School.Name}}

    • This is replaced with your schools name as configured within the School Name setting.

  • {{School.PhoneNumber}}

    • This is replaced with your schools support telephone number as configured within the School Phone Number setting.

Account Set-up#

The account set-up email is sent to new users when their account is first created. It can be sent when a new account is set up by the school, or when the user creates their own account. (For example by applying to sixth form)

The following additional merge fields are available within this template:

  • {{AccountSetupLink}} [Required]

    • This is replaced with the one time use link that allows the user to set their accounts security information.

  • {{Username}}

    • This is replaced with the users username.

Account Set-up Complete#

The account set-up complete email is sent to a user once their account security information has been entered. It is automatically sent when the user uses the account setup link to set their password and secret questions.

The following additional merge fields are available within this template:

  • {{Username}}

    • This is replaced with the users username.

Custom Student Contact Email#

The custom student contact email contains a template used when a staff member sends an email to a students contacts using the Student Contact Email Campaigns functionality.

The following additional merge fields are available within this template:

  • {{EmailSubject}}

    • This is replaced with the subject of the email.

  • {{MessageContent}} [Required]

    • This is replaced with the content of the message as specified by the user.

  • {{Student.Forename}}

    • This is replaced with the forename of the student.

  • {{Student.Surname}}

    • This is replaced with the surname of the student.

  • {{Contact.Forename}}

    • This is replaced with the forename of the contact/parent/guardian.

  • {{Contact.Surname}}

    • This is replaced with the surname of the contact/parent/guardian.

  • {{Contact.Title}}

    • This is replaced with the title of the contact/parent/guardian.

Daily Update#

The daily update email contains an update of relevant activity in the platform for a user. It’s sent as necessary to users that have:

  • Pending Notifications

    • Notifications that they haven’t seen before and that haven’t previously triggered an email update to be sent.

  • Data Processing Consent Requests

    • Requests that the user hasn’t yet approved or denied.

Tip

Users can opt out of the “Pending Notifications” trigger above, meaning that they won’t receive an email reminder if they have pending notifications. (This defaults to opted in so everyone receives it) If a user wishes to opt back in to this trigger they can do so from the My Account section.

The following additional merge fields are available within this template:

  • {{DataProcessingConsentContentStart}} [Required]

    • This marks the start of the content that should be shown to users if they have pending data processing consent requests.

  • {{DataProcessingConsentContentEnd}} [Required]

    • This marks the end of the content that should be shown to users if they have pending data processing consent requests.

  • {{NotificationUpdateContentStart}} [Required]

    • This marks the start of the content that should be shown to users if they have pending notifications.

  • {{NotificationUpdateContentEnd}} [Required]

    • This marks the end of the content that should be shown to users if they have pending notifications.

  • {{NotificationUpdateHtmlContent}} [Required - HTML Template]

    • This is replaced with the users notification update details in HTML format.

  • {{NotificationUpdateTextContent}} [Required - Text Template]

    • This is replaced with the users notification update details in text format.

  • {{UnsubscribeLink}} [Required]

    • This is replaced with a link that the user can click to unsubscribe themselves from receiving daily and weekly updates.

Tip

Anything that’s between the {{DataProcessingConsentContentStart}} and {{DataProcessingConsentContentEnd}} replacement tokens will be removed from the email if the user has no pending data processing consent requests.

Tip

Anything that’s between the {{NotificationUpdateContentStart}} and {{NotificationUpdateContentStart}} replacement tokens will be removed from the email if the user has no pending notifications.

Email Teachers#

The email teachers email contains a template that’s used when a staff member sends an email to teachers using the Email Teachers functionality.

The following additional merge fields are available within this template:

  • {{EmailSubject}}

    • This is replaced with the subject of the email.

  • {{MessageContent}} [Required]

    • This is replaced with the content of the message as specified by the user.

Password Reset#

The password reset email is sent to a user when they make a password reset request, it contains the link that the user can use to reset their password. It is sent when the user clicks the forgotten password link and enters their secret question information.

The following additional merge fields are available within this template:

  • {{PasswordResetLink}} [Required]

    • This is replaced with the users unique, one time use reset link.

Tip

Should a user forget the answers to their secret questions they will be unable to reset their password using the automated process. In this situation they will need to contact the school, verify some personal information to prove it’s them and then an administrator can then reset their account. This will send a new account setup email to the users registered email address allowing them to setup new security information.

Danger

You must verify that the user is who they say they are before resetting the account. It is a legal requirement that the identity of the person on the phone is verified before any process that could compromise their account is undertaken.

Password Reset Complete#

The password reset complete message is sent when someone’s password is reset. It is automatically sent when a user resets their own password and can be triggered when an administrator resets a users password on their behalf.

The following additional merge fields are available within this template:

  • {{Username}}

    • This is replaced with the users username.

Weekly Update#

The weekly update email contains an update of relevant activity in the platform for a user. It’s sent on a Friday evening to all users that have:

  • Pending Notifications

    • Notifications that they haven’t seen before and that haven’t previously triggered an email update to be sent.

  • Data Processing Consent Requests

    • Requests that the user hasn’t yet approved or denied.

Tip

Users can opt out of the “Pending Notifications” trigger above, meaning that they won’t receive an email reminder if they have pending notifications. (This defaults to opted in so everyone receives it) If a user wishes to opt back in to this trigger they can do so from the My Account section.

The following additional merge fields are available within this template:

  • {{DataProcessingConsentContentStart}} [Required]

    • This marks the start of the content that should be shown to users if they have pending data processing consent requests.

  • {{DataProcessingConsentContentEnd}} [Required]

    • This marks the end of the content that should be shown to users if they have pending data processing consent requests.

  • {{NotificationUpdateContentStart}} [Required]

    • This marks the start of the content that should be shown to users if they have pending notifications.

  • {{NotificationUpdateContentEnd}} [Required]

    • This marks the end of the content that should be shown to users if they have pending notifications.

  • {{NotificationUpdateHtmlContent}} [Required - HTML Template]

    • This is replaced with the users notification update details in HTML format.

  • {{NotificationUpdateTextContent}} [Required - Text Template]

    • This is replaced with the users notification update details in text format.

  • {{UnsubscribeLink}} [Required]

    • This is replaced with a link that the user can click to unsubscribe themselves from receiving daily and weekly updates.

Tip

Anything that’s between the {{DataProcessingConsentContentStart}} and {{DataProcessingConsentContentEnd}} replacement tokens will be removed from the email if the user has no pending data processing consent requests.

Tip

Anything that’s between the {{NotificationUpdateContentStart}} and {{NotificationUpdateContentStart}} replacement tokens will be removed from the email if the user has no pending notifications.