IN BRIEF:
Custom communication templates in iClassPro allow administrators to create branded, reusable messages for Email, SMS, and Push Notifications. Templates streamline communication and maintain consistent messaging across the system. Once created, templates can be edited, disabled, or deleted as needed.

• Overview
• Accessing the Feature
• Creating a Custom Template
  • Email Template
  • SMS Template
  • Push Notification Template
  • Additional Options
• Using Variables
  • Available Variable Groups by Page
• Troubleshooting & FAQs
• Related Articles

Overview

Communication templates help staff save time and ensure brand consistency in messages sent to customers. Templates can be configured for multiple delivery methods depending on where they are used within the system:

• Email – always available, based on which Page launches the email dialog
  • Note: Available templates are determined by your selection in “Where will this email template be used?”
• SMS – available where supported
• Push Notifications – available where supported

Back to top

Accessing the Feature

NOTE: Only staff with full permissions to the Settings page will be able to create, edit, disable, or delete communication templates.

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS.
2. Click the pencil/edit icon next to the COMMUNICATION TEMPLATES area.
3. In the Communication Templates view, select the Custom tab to view all existing custom communication templates.

Back to top

Creating a Custom Template

To create a new custom communication template:

1. From the Custom tab, select Add New Communication Template.
2. Enter a Description to identify the purpose of the template.
3. Select Where will this email template be used? (required)
   • This selection determines:
     • Which variables are available
     • Which template types (Email, SMS, Push Notification) can be configured
4. Configure content for one or more delivery methods.

Back to top

Email Template

• Subject: Appears in the recipient’s inbox.
• Email Body: Format text and insert images, links, variables, or emojis.

For image guidelines, see How Do I Insert Images into iClassPro Emails?

Back to top

SMS Template

• Toggle Enable to “On.”
• Body: Limited to 160 characters.
  • NOTE: The use of emojis reduces the total available character count.

Back to top

Push Notification Template

• Toggle Enable to “On.”
• Title: Limited to 65 characters.
• Message: Limited to 230 characters.
  • NOTE: The use of emojis reduces the total available character count.
• Select Save.
  • NOTE: New communication templates are marked Active by default.

Back to top

Additional Options

For emails, the option to “Send a copy to all email addresses associated with each family/student” is always displayed, regardless of whether the email is sent immediately or is scheduled to be sent at a later time.

Back to top

Using Variables

Variables allow messages to be personalized by automatically merging account-specific data (for example, student or family names).

To insert variables:

1. Open the editor for the Email Body, SMS, or Push Notification.
2. Select Variables in the editor toolbar.
3. Choose from the available options based on where the template will be used.

Back to top

Available Variable Groups by Page

• FAMILIES Page: General, Family, Family Custom Fields
• STUDENTS Page: General, Student, Family, Family Custom Fields, Student Custom Fields
• CLASSES Page: General, Class, Family, Student, Class Enrollment, Class Custom Fields, Family Custom Fields, Student Custom Fields
• APPOINTMENTS Page: General, Family, Family Custom Fields, Student, Student Custom Fields, Appointment, Appointment Booking, Appointment Timeslot
• CAMPS Page: General, Camp, Camp Enrollment, Family, Student, Family Custom Fields, Student Custom Fields
  • NOTE: SMS and Push Notifications are not available for this option.
• ENROLLMENTS Page: General, Family, Student, Family Custom Fields, Student Custom Fields, Enrollment (varies by type), Class, Class Custom Fields, Class Enrollment, Camp, Camp Enrollment
• STAFF Page: General, Staff
• Level Passed Emails: General, Skill-related
  • NOTE: SMS and Push Notifications are not available for this option.

For more information about using Variables for custom communication templates, see What Variables are Available for Email Blasts/Custom Emails?

Back to top

Troubleshooting & FAQs

• Why can’t I find my template in the drop-down list?
  • Confirm that the template is still marked Active (Email) or Enabled (SMS/Push). Disabled templates will not appear in the selection lists.
• Can I limit which staff members can edit templates?
  • Yes. Adjust staff permissions to restrict access to the Settings area.

Back to top

Related Articles

• What Variables are Available for Email Blasts/Custom Emails?
• How Do I Edit, Disable, or Delete Communication Templates?
• How Do I Use Custom Templates in Communication Workflows?
• How Do I Create Family and Student Custom Fields?
• How Can I Be Prompted to Automatically Send an Email When a Skill Level is Marked “Passed”?
• How Do I Insert Images into iClassPro Emails?

Back to top