How Do I Set Up/Edit Custom Email Templates?

IN THIS ARTICLE:
Learn how to create custom emails templates to be used when sending Email Blasts, "Passed Level" skill evaluation emails, or statements.

Since creating/editing email templates requires access to the SETTINGS menu, staff members must have permission to access that section of the Office Portal to make these adjustments.

Creating a Custom Email template

  1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES.
  2. Click on the CUSTOM tab.
  3. Click the ADD NEW EMAIL TEMPLATE button to launch the editing window.
    1. Give the email a SUBJECT. This subject will be used any time the email is sent and can be seen by the recipient.
    2. Enter a DESCRIPTION. This will be displayed beside the email template in the SETTINGS menu to remind you what the email is about.  It will only be seen by staff who have permissions to access this section of the program.
    3. Define the intended use of the email by selecting an answer to WHERE WILL THIS EMAIL TEMPLATE BE USED? Based on your selection, the system will only display email variables relevant to that page.
    4. Enter the EMAIL BODY. Use the buttons and menus at the top of the editor to format text or add images, links, etc. (For more information on using images in emails, see our article "Inserting Images into iClassPro Emails.")

Variables categories that will be available based on your response to “Where will this email template be used?” are:

  • 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
  • Camps Page
    • General
    • Camp
    • Camp Enrollment
    • Family
    • Student
    • Family Custom Fields
    • Student Custom Fields
  • Enrollments Page
    • General
    • Family
    • Student
    • Family Custom Fields
    • Student Custom Fields
    • Enrollment
    • Class
    • Class Custom Fields
    • Class Enrollment
    • Camp
    • Camp Enrollment
  • Staff Page
    • General
    • Staff

Custom email templates are marked ACTIVE by default.

Editing a Custom Email template

To edit an existing email template, click on the pencil/edit icon next to the template to bring up the editor.  Make any changes that need to be made, then click SAVE to apply the changes.
custom_email.png

To delete an existing email template, click on the trash can/delete icon next to the email template. Click YES to confirm that you want to delete the template.
image02.png

Sending an email using a Custom Email template

Your custom email template can be used to send emails from a number of different places within the system.

Using Custom Emails for Email Blasts

  1. Select the recipients of the Email Blast by selecting the families, students, class, camp or staff members to be emailed (as appropriate).
  2. Click the Email Blast icon in the toolbar at the bottom of the screen.
  3. In the window that comes up, set your options for recipients as usual. (See https://support.iclasspro.com/hc/en-us/articles/218569518-Email-Blast for more information about sending Email Blasts.)
  4. Select your custom template from the “Select Template” drop-down menu.
  5. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  6. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template.  Any invalid variables will be flagged as bad_var.
  7. Once you have checked the email to be sure everything is correct, click SEND.

Using Custom Emails for Statements (Family Ledger)

  1. Open the family’s full ledger. This can be accessed in a few different ways:
    1. From the FAMILIES page, click the pencil/edit icon next to the family to open the family details, then click FULL LEDGER on the right-hand side of the details window.
    2. From the FAMILIES or STUDENTS page, click the currency symbol/ledger icon next to the appropriate family/student to expand the mini-ledger view. Click FULL LEDGER to open the ledger.
  2. Click the EMAIL STATEMENT button.
  3. Select your custom template from the “Select Template” drop-down menu.
  4. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  5. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template.  Any invalid variables will be flagged as bad_var.
  6. Once you have checked the email to be sure everything is correct, click SEND. (The statement is sent with the email as a PDF attachment.)

Using Custom Emails for Statements (TRANSACTIONS>STATEMENTS)

  1. Set your options to determine who will receive the statements as usual. (See https://support.iclasspro.com/hc/en-us/articles/115000553767-Running-Statements for more information about sending statements.)
  2. Select your custom template from the “Select Template” drop-down menu.
  3. The “Body” field will populate automatically based on the contents of your custom email template. (Note that if you have already entered information into this field, choosing a custom email template will overwrite this information.)
  4. The system will double-check any email variables to be sure that they are valid based on the page from which you selected the email template.  Any invalid variables will be flagged as bad_var.
  5. Once you have checked the email to be sure everything is correct, click PREVIEW and continue with the statement generation process. (The statement is sent with the email as a PDF attachment.)

Using Custom Emails from the Skills Activity Log (Passed Levels)

You will be presented with an option to choose a custom email template only when sending Skill Progression emails for Passed Levels. All other Skill Progression types will send the default Skill Progression email.

Need more assistance?

Call us at 877-554-6776. Our business hours are Mon–Sat, 9am–9pm (CT).