IN BRIEF
Automated emails in iClassPro are sent automatically when certain actions occur, such as creating a new family or approving an enrollment. You can customize these templates to align with your business branding and messaging, including using variables to insert personalized information.
Overview
Automated emails are messages automatically sent by the System when specific actions occur. Examples include welcome emails, enrollment confirmations, and other customer notifications.
You can modify these templates to:
- Apply your organization’s colors, logos, or images.
- Adjust the text or tone of the message.
- Add or remove system variables for customized communication.
Accessing the Feature
- Navigate to SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES.
- Select the type of email you wish to edit based on which area of iClassPro triggers it:
- iClassPro – Emails triggered by staff activity in the Office Portal.
- Customer Portal – Emails triggered by customer actions, such as creating a new family or submitting an enrollment online.
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Custom – Emails saved for regular communication (used with Email Blasts or Statements).
- For details on creating and editing custom email templates, refer to "How Do I Create Custom Communication Templates (Email/SMS/Push Notification)?"
Step-by-Step Instructions
Editing Default Email Templates
- Choose a template from the list and select the pencil icon to edit it.
- Use the editor to modify the subject, message text, or format.
- Text in blue boxes represents email variables (e.g., [[family_fname]]).
- Variables automatically pull in relevant details such as family names or enrollment data.
- To view available variables, open the Variables menu in the toolbar. Some options are specific to each template.
Important Notes
- Invalid variables will display as empty text when the email sends.
- To restore a template to its default form, select the reset icon next to the template name.
- Caution: Saving after a reset will overwrite your customized version.
- Select Save when finished. Updated templates apply automatically to future emails.
For a full list of supported variables, see "What Variables Are Available for Automated Email Templates?".
Tips for Using Variables
- Use only variables listed in the Variable menu for that template type.
- Avoid manually typing brackets—always insert through the Variables list.
- Review test emails before finalizing edits.
Email Template Versions
Some email templates allow multiple versions, letting you customize the message for specific Programs (e.g., different versions for “Recreational” vs. “Team” classes). Templates that support versions display a version icon next to their name.
If more than one version exists, a number beside the icon indicates how many are available.
Creating a New Email Template Version
- Select the pencil/edit icon beside the desired email template.
- Under the Version section, choose Manage Versions.
- In the pop-up window, select Add Version.
- Enter a Version Name, then select Save.
- Choose the new version from the Version drop-down to edit its content.
- Expand the Programs section and select the programs associated with this version.
- Programs not selected here (or linked to another version) will use the Default template.
- Update the Email Body as needed and select Save.
Troubleshooting & FAQs
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Why do my email variables show blank spaces in sent emails?
- The variable may not apply to that specific template or was entered incorrectly. Use the Variables list to confirm compatibility.
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How can I restore a default email template?
- Select the reset icon next to the template. Be aware that saving afterward will overwrite any previous customizations.
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Can I apply different email versions to multiple Programs?
- Yes. Use the Version Manager to create and assign versions by Program.